Administrative Assistant

Administrative Assistant

Rutgers, The State University of New Jersey is seeking an Administrative Assistant for the Office of Climate Action. This position reports to the Chief Climate Officer and provides administrative support and performs related duties as assigned. Importantly, this position serves as the first point of contact for many when engaging with OCA and is expected to engage professionally and respectfully with a wide range of audiences, while maintaining the integrity and interests of OCA.

Among the key duties of the position are the following:

• Assists the Chief Climate Officer with various position-related tasks as needed on a day-to-day basis.
• Handles tracking projects, coordinating agendas for meetings, conducting research and managing ad hoc projects as necessary.
• Coordinates the calendar for the Chief Climate Officer, including setting up meetings for multiple attendees, securing conference rooms, and organizing general calendar workflow.
• Serves as the OCA liaison with Institutional Planning and Operations Business Service relating to invoices/payments, initiating procurement of needed goods and services (creating purchase requisitions/orders), managing office/copier supplies, obtaining signatures on forms, completing other required documentation for procurement purposes, and other various finance and administrative related duties as needed.
• Assists with coordination of OCA events.
• Creates routine communication materials, including, but not limited to monthly newsletters, social media posts, website posts, and others.
• Performs other duties as assigned.

FLSA - Nonexempt

Grade - 03

Salary Details

Minimum Salary - 52602.480

Mid Range Salary - 64788.980

Maximum Salary - 76975.480

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 - Day

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, 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 - Bachelor's degree in a related field, or an equivalent combination of education and/or experience that demonstrates knowledge and understanding of office administration, organization, coordination, facilitation, bookkeeping, and/or report writing principles and practices.

Certifications/Licenses

Required Knowledge, Skills, and Abilities - Good communication skills and computer literacy. Excellent interpersonal skills; written and oral communication skills; problem solving skills; and organizational skills. Demonstrated proficiency with Microsoft Office Suite (Word, Excel, Access, PowerPoint, etc.), video/calls/conferencing, and email applications. Ability to attend to multiple concurrent tasks. Sufficient knowledge of university operations to establish and maintain appropriate priorities.

Preferred Qualifications - 5 years of relevant experience in an administrative function. Good communication skills. Computer literacy. Comprehensive knowledge of Rutgers University policies, procedures, and organizational structure; knowledge of the University procurement system.