Adminstrative Assistant

JobGo; Daerah Khusus Ibukota Jakarta; On-site; IDR 100.000.000 - 200.000.000; Full time

Job summary

A public research university is seeking an Administrative Assistant in Jakarta to oversee office administration, manage SBDC client communication, and assist in event planning and bookkeeping. The ideal candidate will have a Bachelor's degree and strong organizational skills. Responsibilities include maintaining client databases, coordinating outreach, and managing financial records. This role requires independence and effective communication, particularly in a fast-paced environment, providing a great opportunity for growth in the field.

Qualifications

• Requires a bachelor's degree or equivalent experience in office administration.
• Good communication skills and computer literacy are essential.
• Experience in business or customer service is preferred.

Responsibilities

• Provides general office administrative duties.
• Monitors the SBDC client database with confidentiality.
• Assists with event planning and client communication.
• Coordinates marketing and outreach activities.
• Manages financial records and prepares promotional materials.

Skills

Independent thinking

Decision-making abilities

Attention to detail

Organizational skills

Communication skills

Computer literacy

Education

Bachelor's degree in a related field

Tools

Excel

MS Office

PeopleSoft

Job description

Rutgers University Newark, an urban public research university and anchor institution, located in Newark, New Jersey, is seeking an administrative Assistant. Reporting to the Regional Director in the Small Business Development Center, this position will provide general office administrative duties and SBDC client management and monitoring functions such as handling center inquiries email, reception duties and customer service duties.

This position is responsible for and not limited to the following:

• Monitors and provides maintenance on the SBDC client database with confidentiality
• Assists with event planning, registration, client communication, organizing and coordination
• Coordinates marketing and outreach for SBDC
• Assists the Regional Director with special projects
• Coordinates and prepares promotional materials; liaise with suppliers, vendors and oversees the maintenance of all promotional materials
• Assists with the monitoring of the Centers grant and program income accounts and is responsible for accurate bookkeeping of the Centers financial records, PeopleSoft financial management system, and in-house financial accounting procedures as well as manages PeopleSoft purchasing system and procedures
• Keeps maintenance of Personnel Data Record and Payroll Authorizations forms with confidentiality
• Supervises work-study student employees and oversees part-time workers
• Coordinates training and event schedules, onsite training procedures, and all training logistics arrangements as well as responsible for the coordination of all training program reporting in the SBDC events database system
• Conducts initial client needs assessments for small business clients and directs them to appropriate program services

Qualifications

Minimum Education and Experience

Requires 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. Also requires good communication skills and computer literacy.

Preferred Qualifications

• Independent thinking, ability to initiate ideas and execute projects independently, decision-making abilities, attention to detail, ability to multi-task, and impeccable organizational skills with the ability to manage organizational operational requirements and program compliance
• High technology competencies (computer, Internet, website) and use of basic computer software (Excel, MS Office, Word, PowerPoint, database application, etc.)
• Social Media capability and knowledge of financial worksheets
• Experience in business, marketing; sales, financial management, and/or customer service a plus.
• Familiarity with grant management and SBA regulations a plus.

Required Knowledge, Skills, and Abilities

• Independent thinking, ability to initiate ideas and execute projects independently, decision-making abilities, attention to detail, ability to multi-task, and impeccable organizational skills with the ability to manage organizational operational requirements and program compliance
• High technology competencies (computer, Internet, website) and use of basic computer software (Excel, MS Office, Word, PowerPoint, database application, etc.)
• Social Media capability and knowledge of financial worksheets
• Experience in business, marketing; sales, financial management, and/or customer service a plus.
• Familiarity with grant management and SBA regulations a plus.

NJSBDC Intranet IC client management database system. ScholarChip Online Payment Gateway and PeopleSoft financial systems. Blackboard access, posting and document review. Website management & maintenance. Constant Contact Electronic Marketing Portal. PeopleSoft HCM database management of employee and consultant time.

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-dis