Administrative Assistant Location: Piscataway United States Job Description: Position Details Position Information Recruitment/Posting Title Administrative Assistant Job Category URA-AFT Administrative Department School of Engineering Overview Rutgers, The State University of New Jersey, is a leading national research university and the State of New Jersey's preeminent, comprehensive public institution of higher education. As one of the largest employers in the State of New Jersey, Rutgers University is committed not only to the students and the State that we serve, but also to the faculty and staff who work on our campuses. For two consecutive years, Rutgers is ranked on Forbes' list of America's Best Large Employers. Rutgers holds #64 of 500 employers and is the #1 New Jersey employer on the publication's 2023 list. Rutgers' commitment to its employees includes maintaining and fostering a safe, diverse, and respectful workplace environment, creating employment opportunities for our nation's military veterans, and ensuring accessibility and accommodation for individuals with disabilities. Posting Summary Rutgers, The State University of New Jersey is seeking an Administrative Assistant for the School of Engineering. Reporting to the Associate Dean for Graduate and International Education, this position provides logistic support to the daily operation of the SoE graduate and international programs and as needed administrative support to the School of Engineering's Associate Deans by assisting with the coordination and administration of programs, projects, and/or processes and with the preparation and control of records, reports and documents. Among the key duties of this position are the following: - Schedules appointments, arranges and coordinates logistics for visitors, events and meetings, coordinates travel and processes travel reimbursement requests. - Processes purchase orders and invoices and performs some fiscal support functions. - Prepares various administrative documents and data and creates routine informational materials. - Completes other work consistent with a basic understanding of the mission, vision, role, and goals of the administrative, academic, or research unit, and the tasks and responsibilities of the Administrative Assistant in the achievement of unit goals. - Works under direct supervision, with specific instructions on routine or semi routine work and within established work parameters for the unit. - Performs professional work that requires knowledge of general administrative/office management practices and the basic application and use of concepts, theories, and terminology of unit administration. 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 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, 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 - 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. Certifications/Licenses Required Knowledge, Skills, and Abilities - Good communication skills. - Computer literacy. Preferred Qualifications - Familiarity with and ability to maintain website updates. Equipment Utilized - Routine office equipment, laptop, copiers/printer, phone, computer screen connectors and projectors. Physical Demands and Work Environment Special Conditions Posting Details Posting Number 26ST0432 Posting Open Date 03/13/2026 Special Instructions to Applicants - Under "other document", please upload two recommendation letters. Regional Campus Rutgers University-New Brunswick Home Location Campus Busch (RU-New Brunswick) City Piscataway 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: http://uhr.rutgers.edu/non-discrimination-statement Supplemental Questions Required fields are indicated with an asterisk (*). - - Do you have a 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? - Yes - No Applicant Documents Required Documents - Resume/CV - Cover Letter/Letter of Application - Other Document - Other Documents (2) Optional Documents

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• Manage complex, multi time zone calendars for the CEO and C-Suite - anticipating conflicts and proactively negotiating solutions • Triage high-volume email and draft, proofread and format executive correspondence, slide decks and proposals • Serve as day-to-day point of contact for internal and external stakeholders, ensuring leaders stay focused on high-value priorities • Coordinate domestic and international travel, including visas, risk-mitigation protocols and on-site logistics • Plan and execute hybrid/virtual leadership off-sites, annual strategy sessions and executive briefings end-to-end • Handle industry-event registrations and related logistics; reconcile expense reports to maintain budget compliance • Assemble and circulate weekly leadership status reports, synthesizing inputs from multiple departments into concise executive summaries • Track action items and follow-ups, ensuring timely completion and transparent communication across functional teams • Provide project-management support for strategic initiatives as needed • Maintain confidential files and records, ensuring adherence to policies and security protocol • Identify and implement process improvements that streamline administrative workflows and enhance virtual-team collaboration—including automation and AI tools

• Schedule all client progress meetings based on term cadence • Schedule additional client meetings as needed based on action items • Monthly — schedule Tech Best Practices sessions • Quarterly — schedule State of the Company meeting (include SME) • Manage and launch Calendly scheduling • Perform ad hoc tasks as assigned by stakeholders • Provide general administrative assistance across teams • Request tax documents from clients • Locate tax documents when concerns arise • Save tax documents in the appropriate tax folder • Update the tax spreadsheet • Manage team email inboxes and respond or forward messages as needed • Schedule meetings • Update calendars • Sweep and organize emails • Communicate with clients • Assist with basic graphic design tasks • Support digital marketing platform activities as needed • Launch all client meeting progress workflows • Launch client onboarding and offboarding • Update Advyzon, Asana, and client folders in Box • Update spreadsheets and add to domains • Launch tax projects • Update TCC • Prepare initial necessary documents prior to client meetings • Generate asset allocation via Advyzon and edit when gray areas arise • Create next year’s folders and perform cleanup • Update Net Worth in Advyzon • Update Ninety Scorecard