Administrative Assistant Confidential

Rutgers University; New Brunswick; On-site; USD 52,000 - 80,000; Full time

Job summary

An established academic institution is seeking an Administrative Assistant Confidential for its Dean's Office. This role is pivotal in facilitating HR and payroll processes, ensuring compliance with university policies. The ideal candidate will possess a strong background in human resources and payroll management, equipped to handle various administrative tasks with discretion and professionalism. Join a diverse and inclusive environment that values equity and excellence, where your contributions will support the educational mission of the university. Embrace the opportunity to make a meaningful impact in a vibrant academic community.

Benefits

Comprehensive Benefits

Flexible Work Hours

Professional Development Opportunities

Qualifications

• Bachelor's degree in HR management or related field required.
• Experience in HR and payroll practices is essential.

Responsibilities

• Coordinate HR and payroll functions for faculty and staff.
• Process transactions in Oracle HCM Cloud for HR activities.

Skills

Human Resources Management

Payroll Processing

Customer Service

Oracle HCM Cloud

Education

Bachelor's Degree in Human Resources Management

Equivalent Experience

Tools

Oracle HCM Cloud

PeopleSoft

Microsoft Office

Job description

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The School of Arts and Sciences ( SAS ) is the largest academic unit at Rutgers University and the center of the undergraduate experience on the Rutgers–New Brunswick campus and is comprised of 41 academic departments spanning the liberal arts. SAS offers more than 100 majors and minors across the life sciences, humanities, social and behavioral sciences, and mathematical and physical sciences with research centers and institutes across the school. With a diverse student body of more than 20,000 students, SAS has a membership of over 1,700 faculty members, more than 500 administrative staff, and 200,000 living alumni.

SAS delivers a wide array of services in support of the teaching, research, and the mission and goals of Rutgers University.

The School of Arts and Sciences promotes anti-racist, inclusive, equity-enhancing ideas and practices both inside and outside of the classroom for our community of educators, staff, and students. This includes a diverse set of voices and experiences. All individuals no matter their race, ethnicity, gender, gender identity, nationality, history, sexual orientation, religious practices, or socio-economic status are valued and respected. The School of Arts and Sciences is especially interested in candidates who can contribute to and support the diversity and excellence of the organization. Applicants are encouraged to include in their cover letter information about how they will further our commitment to these values.

Posting Summary

Rutgers, The State University of New Jersey, is seeking an Administrative Assistant Confidential for the School of Arts and Sciences – Dean’s Office. This position provides daily coordination and facilitation of the policies and procedures concerning employment of faculty, staff and students in the School of Arts and Sciences.

Among the key duties of this position are the following:

• Coordinates and performs various functions relating to faculty, staff, and student Human Resources and Payroll matters.
• Supports the designated departments and units of the School of Arts and Sciences by accurately and timely completion/review of processes and transactions in support of Human Resources and Payroll related activities.
• Processes Human Resources, Absence Management and Payroll and Time and Labor transactions into our Human Capital Management system, Oracle HCM Cloud.
• Transactions processed in Oracle HCM Cloud include but are not limited to: hires, rehires, add assignment, job changes, Lecturer appointments, Graduate appointments, contract pay, terminations, request change of primary assignment, end assignments, compensation changes, transfers, and reappointments, absence management, and Time and Labor transactions.
• Administers the Position Management functions for the School of Arts and Sciences.
• Processes related to Position Management include but are not limited to: initiate a Position Request in Oracle HCM Cloud, initiate a Position Request in ROCs, assign a hire, rehire, reappointment, transfer to the correct Position, update Positions in Oracle HCM as needed, generate and maintain Position reports.
• Serves as the designated departments/units point of contact for HCM and Payroll related inquiries.
• Prepares and distributes documents, including cost-related analyses requested by the Office of University Labor Relations, and the Office of General Counsel in support of the university’s labor negotiations efforts and in support of labor relations functions related to the administration of collective bargaining agreements.
• Prioritizes work, resolves routine conflicts and issues, and prepares and implements administrative guidelines and procedures for the unit.
• Provides routine and non-routine information and explanation to employees and department administrators.
• Carries out routine and non-routine tasks with occasional and process related review of work outputs by supervisor and/or HCM /Payroll Approver.
• Performs professional work that requires knowledge of Human Resources and Payroll guidelines and general administrative/office management principles.
• A bachelor’s degree in human resources management or a related field, or an equivalent combination of education and/or experience that demonstrates knowledge and understanding of human resources and payroll practices.

Certifications/Licenses

Required Knowledge, Skills, and Abilities

• Demonstrated commitment to excellent customer service; ability to deal with a variety of situations with discretion and confidentiality.
• A good understanding, use, and application of concepts, theories, principles, practices, terminology and applied bases of HR/Payroll practices and unit administration.

Preferred Qualifications

• Prior HCM /Payroll system experience preferably Oracle HCM Cloud.
• Knowledge of Rutgers University systems, policies and procedures.
• Two years of human resources related experience, including experience utilizing Human Resources Information Systems.
• HCM (PeopleSoft, Oracle HCM Cloud), Cornerstone, Guardian (e-Verify), SAS systems, and departmental databases on a daily basis. Knowledge of Windows, Microsoft Office. Use of computer, VPN , Virtual Meeting software, telephone, printers, fax, Box, OneDrive, Sharepoint, etc.

Physical Demands and Work Environment

• Ability to lift up to 15-20 pounds.
• Travel to all RU-NB campuses using personal vehicle.
• Occasional evening and weekend work hours.

Special Conditions

Posting Number

Posting Number 25ST0976

Posting Open Date

Posting Open Date 05/01/2025

Special Instructions to Applicants

Regional Campus

Home Location Campus

Home Location Campus College Ave (RU-New Brunswick)

City

State

State NJ

Position Information Recruitment/Posting Title Administrative Assistant Confidential Job Category Staff & Executive - Human Resources Department SAS - Dean's Office Overview The School of Arts and Sciences ( SAS ) is the largest academic unit at Rutgers University and the center of the undergraduate experience on the Rutgers–New Brunswick campus and is comprised of 41 academic departments spanning the liberal arts. SAS offers more than 100 majors and minors across the life sciences, humanities, social and behavioral sciences, and mathematical and physical sciences with research centers and institutes across the school. With a diverse student body of more than 20,000 students, SAS has a membership of over 1,700 faculty members, more than 500 administrative staff, and 200,000 living alumni.

SAS delivers a wide array of services in support of the teaching, research, and the mission and goals of Rutgers University.

The School of Arts and Sciences promotes anti-racist, inclusive, equity-enhancing ideas and practices both inside and outside of the classroom for our community of educators, staff, and students. This includes a diverse set of voices and experiences. All individuals no matter their race, ethnicity, gender, gender identity, nationality, history, sexual orientation, religious practices, or socio-economic status are valued and respected. The School of Arts and Sciences is especially interested in candidates who can contribute to and support the diversity and excellence of the organization. Applicants are encouraged to include in their cover letter information about how they will further our commitment to these values. Posting Summary Rutgers, The State University of New Jersey, is seeking an Administrative Assistant Confidential for the School of Arts and Sciences – Dean’s Office. This position provides daily coordination and facilitation of the policies and procedures concerning employment of faculty, staff and students in the School of Arts and Sciences.

Among the key duties of this position are the following:

• Coordinates and performs various functions relating to faculty, staff, and student Human Resources and Payroll matters.
• Supports the designated departments and units of the School of Arts and Sciences by accurately and timely completion/review of processes and transactions in support of Human Resources and Payroll related activities.
• Processes Human Resources, Absence Management and Payroll and Time and Labor transactions into our Human Capital Management system, Oracle HCM Cloud.
• Transactions processed in Oracle HCM Cloud include but are not limited to: hires, rehires, add assignment, job changes, Lecturer appointments, Graduate appointments, contract pay, terminations, request change of primary assignment, end assignments, compensation changes, transfers, and reappointments, absence management, and Time and Labor transactions.
• Administers the Position Management functions for the School of Arts and Sciences.
• Processes related to Position Management include but are not limited to: initiate a Position Request in Oracle HCM Cloud, initiate a Position Request in ROCs, assign a hire, rehire, reappointment, transfer to the correct Position, update Positions in Oracle HCM as needed, generate and maintain Position reports.
• Serves as the designated departments/units point of contact for HCM and Payroll related inquiries.
• Prepares and distributes documents, including cost-related analyses requested by the Office of University Labor Relations, and the Office of General Counsel in support of the university’s labor negotiations efforts and in support of labor relations functions related to the administration of collective bargaining agreements.
• Prioritizes work, resolves routine conflicts and issues, and prepares and implements administrative guidelines and procedures for the unit.
• Provides routine and non-routine information and explanation to employees and department administrators.
• Carries out routine and non-routine tasks with occasional and process related review of work outputs by supervisor and/or HCM /Payroll Approver.
• Performs professional work that requires knowledge of Human Resources and Payroll guidelines and general administrative/office management principles.

Position Status Full Time Hours Per Week Daily Work Shift Day Work Arrangement FLSA Nonexempt Grade 03 Position Salary Annual Minimum Salary 52200.00 Annual Mid Range Salary 66071.00 Annual Maximum Salary 79941.00 Standard Hours 37.50 Union Description Administrators Confidential 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 . Seniority Unit Terms of Appointment Staff - 12 month Position Pension Eligibility ABP Qualifications Minimum Education and Experience

• A bachelor’s degree in human resources management or a related field, or an equivalent combination of education and/or experience that demonstrates knowledge and understanding of human resources and payroll practices.

Certifications/Licenses Required Knowledge, Skills, and Abilities

• Demonstrated commitment to excellent customer service; ability to deal with a variety of situations with discretion and confidentiality.
• A good understanding, use, and application of concepts, theories, principles, practices, terminology and applied bases of HR/Payroll practices and unit administration.

Preferred Qualifications

• Prior HCM /Payroll system experience preferably Oracle HCM Cloud.
• Knowledge of Rutgers University systems, policies and procedures.
• Two years of human resources related experience, including experience utilizing Human Resources Information Systems.

Equipment Utilized

• HCM (PeopleSoft, Oracle HCM Cloud), Cornerstone, Guardian (e-Verify), SAS systems, and departmental databases on a daily basis. Knowledge of Windows, Microsoft Office. Use of computer, VPN , Virtual Meeting software, telephone, printers, fax, Box, OneDrive, Sharepoint, etc.

Physical Demands and Work Environment

• Ability to lift up to 15-20 pounds.
• Travel to all RU-NB campuses using personal vehicle.
• Occasional evening and weekend work hours.

Special Conditions Posting Details Posting Number 25ST0976 Posting Open Date 05/01/2025 Special Instructions to Applicants Regional Campus Rutgers University-New Brunswick Home Location Campus College Ave (RU-New Brunswick) City New Brunswick 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

Supplemental Questions

Required fields are indicated with an asterisk (*).

• * Do you have a bachelor’s degree in human resources management or a related field, or an equivalent combination of education and/or experience that demonstrates knowledge and understanding of human resources and payroll practices?
  • Yes
  • No

Required Documents

Resume/CV

Cover Letter/Letter of Application

Optional Documents

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 .

In compliance with the Americans with Disabilities Act (ADA) and the New Jersey Law Against Discrimination (NJLAD), if you have a disability and would like to request an accommodation with regard to your access to and/or your participation in the application and selection processes (for example, the online application process or interviews), please call 848-932-4444 or e-mail us .

Rutgers University is an equal access/equal opportunity institution. If you have trouble accessing this page because of a disability, please contact us at 732.745.7378 or via email at [e-mail] .

For technical assistance with the applicant tracking system (login, filling out your application, resetting your password, etc.) please contact the ROCS Help Desk at 848-932-4444 or [e-mail] .

To learn more about Rutgers University’s commitment to diversity and inclusion on its campuses, click here .