Administrative Assistant Job at Rutgers University
Position Details
Position Information
Recruitment/Posting Title
Administrative Assistant
Job Category
Staff & Executive - Administrative & Support
Department
Acad Affairs-Arts & Humanities
Overview
REACH is neither a center nor an institute within Rutgers University but an important University-wide initiative, created through a four-year grant from the Robert Wood Johnson Foundation and Rutgers Presidential Funds. REACH leverages the full scale of interdisciplinary collaboration on made possible by Rutgers’s status as a major research university, a land grant institution, and an academic health center. REACH capitalizes on the central role Rutgers plays in promoting holistic intervention approaches to community health and serves as a mechanism to marshal the university’s core activities in service of the public good, intentionally shifting how academic research and teaching relates to communities, with the goal of improving quality of life and advancing a more just and equitable future. Through REACH, Rutgers will create new spaces for inclusive engagement with the communities surrounding its campuses. It builds upon existing university resources and expertise while developing new collaborative structures and policy recommendations that can ameliorate inequities in education, housing, food access and security, and employment, as well as a population health component that will address social determinants in the context of health care delivery. REACH supports Rutgers’ mission of community engagement in research, teaching, and service by connecting the multidisciplinary expertise of faculty to regional problems, developing research and professional skills in students, and linking the resources of higher education to communities in New Jersey.
The specific projects undertaken by REACH will be guided by five objectives grounded in principles of integrity, collaboration, innovation, and social justice: (1) to engage in direct work with communities to reduce health disparities by addressing adverse social determinant of health; (2) to establish collaborative and inclusive community-academic partnerships in socially at-risk communities that develop evidence-based data, knowledge, and tools designed to support program, policy, systems, and environmental change leading to health equity; (3) to create opportunities for interdisciplinary collaborations that will facilitate the translation of social science, clinical science, and public health research findings into sustainable community-focused educational, programmatic, and population health initiatives; (4) to translate community-based research to inform effective and equitable public policy at the state and local levels; and(5) to work with university leadership to ensure that the transformation brought about by REACH is sustainable and inherent long after the completion of the grant cycle.
The specific projects undertaken by REACH will be guided by five objectives grounded in principles of integrity, collaboration, innovation, and social justice: (1) to engage in direct work with communities to reduce health disparities by addressing adverse social determinant of health; (2) to establish collaborative and inclusive community-academic partnerships in socially at-risk communities that develop evidence-based data, knowledge, and tools designed to support program, policy, systems, and environmental change leading to health equity; (3) to create opportunities for interdisciplinary collaborations that will facilitate the translation of social science, clinical science, and public health research findings into sustainable community-focused educational, programmatic, and population health initiatives; (4) to translate community-based research to inform effective and equitable public policy at the state and local levels; and(5) to work with university leadership to ensure that the transformation brought about by REACH is sustainable and inherent long after the completion of the grant cycle.
Posting Summary
Rutgers, The State University of New Jersey, is seeking an Administrative Assistant for the Rutgers Equity Alliance for Community Health (REACH). This position will support the Executive Director and the Associate Director of Finance and Administration in the day-to-day operations of the initiative, as well as offer general support to the team, including faculty, staff, student coaches, and community-based Project Coordinators
The Administrative Assistant is responsible for and not limited to:
- Providing support for all administrative and operations functions of the REACH office.
- Producing and ensuring clear, consistent, reliable, and thorough written and oral communications.
- Maintaining calendars for REACH leadership.
- Scheduling meetings for leadership and REACH team, preparing agendas, recording and distributing minutes in a timely manner, and disseminating information as needed.
- Managing departmental relationships with various administrative units of the University such as Purchasing, Accounts Payable, Human Resources, Research Financial Services, Payroll and Facilities.
- Assist Content Coaches in scheduling Community Learning Table meetings, providing support to prepare materials.
- Answering phones and general email inquiries, and forwarding for response to appropriate team members.
- Managing the department shared drives and related folders, including file organization, naming conventions, and long-term maintenance.
- Providing support for events such as community learning tables, annual conferences, and other public events, including, but not limited to managing contracts with sites and vendors, event set-up and break down, distributing materials, attending events and managing flow of activities, event staff, speakers, and attendees.
- Providing support to Communications Specialist in updating web site, social media pages, and collateral and print materials.
- Providing support to Associate Director for Finance and Administration with budget tracking and reporting.
- Providing routine editing of memos, letters and preparation of correspondence for signature; maintain any mailing and distribution lists.
- Using technology to achieve operational efficiencies and a streamlined workflow.
- Must be able to maintain professional demeanor and multitask in a fast-paced environment and complete work consistent with a basic understanding of the mission, vision, role, and goals of REACH and the role the tasks and responsibilities of this position play in the achievement of these goals.
Position Status
Full Time
Hours Per Week
Daily Work Shift
Work Arrangement
FLSA
Nonexempt
Grade
03
Position Salary
Annual Minimum Salary
44831.000
Annual Mid Range Salary
55743.000
Annual Maximum Salary
66655.000
Standard Hours
37.50
Union Description
URA-AFT Administrative
Payroll Designation
PeopleSoft
Benefits
Rutgers offers a comprehensive benefit program to eligible employees. For details, please go to http://uhr.rutgers.edu/benefits/benefits-overview.
Rutgers also offers a benefit program to eligible full-time postdoctoral fellow students. For details, please go to https://finance.rutgers.edu/healthcare-risk/insurance/postdoctoral-health-insurance.
Rutgers also offers a benefit program to eligible full-time postdoctoral fellow students. For details, please go to https://finance.rutgers.edu/healthcare-risk/insurance/postdoctoral-health-insurance.
Seniority Unit
Terms of Appointment
Staff - 12 month
Position Pension Eligibility
ABP
Qualifications
Minimum Education and Experience
- Bachelor’s degree, or an equivalent combination of education and/or experience demonstrating knowledge and understanding of office administration and organization.
Certifications/Licenses
- Use of personal vehicle in order to travel for business demands; a valid driver’s license would be required for this position.
Required Knowledge, Skills, and Abilities
- Proficiency in Microsoft Office programs (Word, Excel, PowerPoint, SharePoint, and Outlook) is required.
- Ability to use shorthand or other skills to record accurate meeting minutes.
- Ability to type 55 words per minute.
- Possess good interpersonal skills, excellent oral and written communication skills
- Has the ability to handle and prioritize multiple tasks, and interact successfully with a wide range of individuals at all levels of the University and external community.
- Must be able to work in a fast-paced, deadline-driven environment.
Preferred Qualifications
- Knowledge of Rutgers University systems.
- Experience at an institution of higher education.
- Understanding of public health, population or community health.
Equipment Utilized
- Must be comfortable working in an Apple or PC environment.
- Fluent in MS Office Suite.
- Adobe products, mass-mailing programs, social media platforms, and knows or will learn any Rutgers University-specific systems required to complete the tasks of this position.
Physical Demands and Work Environment
- Fast-paced, deadline-driven office environment.
- Must be able to lift up to 40 pounds.
- Must be able to move about the office, across campus and in conference settings to manage and move supplies, complete administrative tasks, support conference activities, etc.
- Must be able to traverse stairs to office on the third floor.
Special Conditions
- Clean Driving Record.
Posting Details
Posting Number
23ST1236
Posting Open Date
05/12/2023
Special Instructions to Applicants
Regional Campus
Rutgers University-Camden
Home Location Campus
Rutgers University-Camden
City
Camden
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 60.1.35 Immunization Policy for Rutgers Employees and Prospective Employees, Rutgers University requires all prospective employees to provide proof that they are fully vaccinated and have received a booster (where eligible) against COVID-19 prior to commencement of employment, unless the University has granted the individual a medical or religious exemption. Employees who are not eligible for a booster at the time of an offer of employment must provide proof they have received a booster upon eligibility and upload proof of same. 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.
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