Administrative Assistant (Multiple Vacancies)

Rutgers University

life insurance

United States, New Jersey, Newark

Sep 24, 2025

Position Details

Position Information

Recruitment/Posting Title	Administrative Assistant (Multiple Vacancies)
Job Category	Staff & Executive - Administrative & Support
Department	Newark Chancellor's Office
Overview	The Newark Chancellor's Office is the central administrative and strategic hub of Rutgers University-Newark, supporting a vibrant campus that includes five schools, Student Affairs, Institutional Planning and Operations ( IPO), and numerous cost centers, with over $500 million in annual revenues. Effective finance and budgeting are essential to sustaining the university's core priorities academic excellence, research, community engagement, and student success. By joining the Chancellor's Office, you play a vital role in supporting a diverse population of students, faculty, and staff, and in enabling strategic resource allocation that drives innovation, equity, and inclusive growth. Your work directly contributes to student success and the development of the next generation of change makers, while helping Rutgers-Newark fulfill its mission as an anchor institution deeply committed to public service and community impact.
Posting Summary	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 offers a comprehensive benefits package to eligible employees, based on position, which includes: 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 Life insurance coverage Employee discounts programs For detailed information on benefits and eligibility, please visit: http://uhr.rutgers.edu/benefits/benefits-overview.
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 FlexWork@RU 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 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	25ST2005
Posting Open Date	09/24/2025
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.

Affirmative Action/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 value diversity of background and opinion, and prohibit discrimination or harassment on the basis of any legally protected class in the areas of hiring, recruitment, promotion, transfer, demotion, training, compensation, pay, fringe benefits, layoff, termination or any other terms and conditions of employment. For additional information please see the Non-Discrimination Statement at the following web address: http://uhr.rutgers.edu/non-discrimination-statement