Administrative Assistant

Administrative Assistant Rutgers University-Newark (RU-N), an urban public research university and anchor institution, located in Newark, New Jersey, a city of promise is seeking an Administrative Assistant. Reporting to the Senior Executive Associate, the Administrative Assistant provides confidential general office administrative support to the Office of the Chancellor, Rutgers – Newark, prepares documents for entry into University administrative systems, and provides support for office projects and programs. This position is responsible for and not limited to the following: Serves as the first point of contact for in-person visits and phone inquiries, organizing and maintaining office records and databases, tracking office supply inventory and ensuring replenishment as needed, organizing meetings, scheduling conference room space, coordinating travel arrangements, coordinating staff moves, removal of surplus equipment and archiving documents. Utilizes University administrative systems to prepare requisitions, create expense reports, enter payroll time sheets, and maintain absence records. Works with vendors to ensure timely payment of invoices and accuracy of payments. Provides support for projects and programs originating in the Office of the Chancellor. Prepares reports and communications, compiles research, organizes data and prepares spreadsheets. Maintains project plans and timelines. Performs at a high level of professionalism and will always maintain the confidentiality of the Office of the Chancellor. Completes other assignments consistent with the mission, vision, role, and goals of the Office of the Chancellor. FLSA - Nonexempt Grade - 03 Salary Details Minimum Salary - 52602.480 Mid Range Salary - 64788.980 Maximum Salary - 76975.480 Offer Information - The final salary offer may be determined by several factors, including, but not limited to, the candidate's qualifications, experience, and expertise, and availability of department or grant funds to support the position. We also take into consideration market benchmarks, if and when appropriate, and internal equity to ensure fair compensation relative to the university's broader compensation structure. We are committed to offering competitive and flexible compensation packages to attract and retain top talent. Benefits - Rutgers provides a comprehensive benefits package to eligible employees. The specific benefits vary based on the position and may include: Medical, prescription drug, and dental coverage Paid vacation, holidays, and various leave programs Competitive retirement benefits, including defined contribution plans and voluntary tax-deferred savings options Employee and dependent educational benefits (when applicable) Life insurance coverage Employee discount programs Position Status - Full Time Working Hours Standard Hours - 37.50 Daily Work Shift Work Arrangement - Consistent with the current application of Rutgers Policy 60.3.22 or the applicable provisions of relevant collective negotiations agreements, this position may be eligible for a hybrid work arrangement. Flexible work arrangements are not permanent, are subject to change or discontinuation, and contingent on the employee receiving approval in the View email address on click.appcast.io Application System. Union Description - URA-AFT Administrative Payroll Designation - PeopleSoft Seniority Unit Terms of Appointment - Staff - 12 month Position Pension Eligibility - ABP Qualifications Minimum Education and Experience - Requires a bachelor's degree in a related field, or an equivalent combination of education and experience that demonstrates knowledge and understanding of office administration, organization, coordination, facilitation, bookkeeping and/or report writing. Certifications/Licenses Required Knowledge, Skills, and Abilities - Requires 2–3 years of administrative experience supporting senior leadership, ideally within a higher education or similarly complex institutional setting. Requires good communication skills and computer literacy. Preferred Qualifications - Advanced skills in Microsoft Office suite preferred. Experience in a higher education environment preferred Equipment Utilized - Standard office equipment Physical Demands and Work Environment - Standard office environment Special Conditions Posting Details Posting Number - 26ST1304 Posting Open Date - 06/25/2026 Special Instructions to Applicants Regional Campus - Rutgers University-Newark Home Location Campus - Rutgers University-Newark City - Newark State - NJ Location Details Pre-employment Screenings All offers of employment are contingent upon successful completion of all pre-employment screenings. Immunization Requirements Under Policy 100.3.1 Immunization Policy for Covered Individuals, if employment will commence during Flu Season, Rutgers University may require certain prospective employees to provide proof that they are vaccinated against Seasonal Influenza for the current Flu Season, unless the University has granted the individual a medical or religious exemption. Additional infection control and safety policies may apply. Prospective employees should speak with their hiring manager to determine which policies apply to the role or position for which they are applying. Failure to provide proof of vaccination for any required vaccines or obtain a medical or religious exemption from the University will result in rescission of a candidate's offer of employment or disciplinary action up to and including termination. Equal Employment Opportunity Statement It is university policy to provide equal employment opportunity to all its employees and applicants for employment regardless of their race, creed, color, national origin, age, ancestry, nationality, marital or domestic partnership or civil union status, sex, pregnancy, gender identity or expression, disability status, liability for military service, protected veteran status, affectional or sexual orientation, atypical cellular or blood trait, genetic information (including the refusal to submit to genetic testing), or any other category protected by law. As an institution, we encourage all qualified applicants to apply. For additional information please see the Non-Discrimination Statement at the following web address: Rutgers University-Newark