Administrative Assistant

Rutgers, International; Newark (NJ); Hybrid; USD 53,000 - 77,000; Full time

Benefits offered by this job

Medical, prescription drug, and dental

Paid vacation & holidays

Competitive retirement benefits

Employee education benefits

Life insurance

Employee discounts

Job summary

Rutgers University-Newark seeks an Administrative Assistant in the Department Chemistry, School of Arts and Sciences-Newark. The role provides administrative support to the Department and its faculty, staff, and students, handling a broad range of duties and payroll processing.

The position offers a hybrid work arrangement, full-time status, and opportunities to engage across programs and committees, with a salary that reflects the department's standards and market benchmarks.

Qualifications

• Requires bachelor’s degree in a related field or an equivalent combination of education and/or experience that demonstrates knowledge and understanding of office administration.
• Requires excellent oral and written communication skills, the ability to handle and prioritize multiple tasks, and to interact successfully with a wide range of individuals at all levels of the University community.
• Must be able to work in a fast-paced, deadline-driven, stakeholder focused, team environment in a large, complex academic department.

Responsibilities

• First point of contact for the Department, ensuring effective and efficient operations through a wide range of administrative responsibilities.
• Assists the Department Chair and others with the administration of academic programs and student support.
• Arranges and coordinates events and meetings.
• Prepares and processes payroll appointments and transactions.
• Prepares a variety of business transactions.
• Maintains Department records and information in a variety of formats.

Skills

Communication skills

Multitasking

Team interaction

Education

Bachelor's degree in a related field

Tools

MS Office Suite

Cornerstone

SASN appointments system

ROCS

HCM

SSN RAPSS ECRT REGIS Course Scheduling System Infosilem

Degree Navigator

E-Verify

Grad Portal

Sakai Canvas

Job description

Job Category Staff & Executive - Administrative & Support

Rutgers University-Newark, an urban public research university and anchor institution, located in Newark, New Jersey, a city of promise, is seeking an Administrative Assistant for the Department Chemistry of the School of Arts and Sciences ( SASN ). The Department of Chemistry offers undergraduate major and minor programs in chemistry along with graduate training (M.S. and Ph.D.) in a modern facility with state-of-the-art instrumentation.

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 in the Department of Chemistry, School of Arts and Sciences-Newark. Reporting to the Department Administrator, this Administrative Assistant provides administrative support to the Department and all its programs, including the Department’s faculty, staff, and students.
This position is responsible for and not limited to the following:

• First point of contact for the Department, ensuring effective and efficient operations through a wide range of administrative responsibilities.
• Assists the Department Chair and others with the administration of academic programs and student support.
• Arranges and coordinates events and meetings.
• Prepares and processes payroll appointments and transactions.
• Prepares a variety of business transactions.
• Maintains Department records and information in a variety of formats.

FLSA Nonexempt

Grade 03

Minimum Salary 52602.480

Mid Range Salary 64788.980

Maximum Salary 76975.480

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.

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 37.5

Standard Hours 37.50

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

Minimum Education and Experience

• Requires bachelor’s degree in a related field, or an equivalent combination of education and/or experience that demonstrates knowledge and understanding of office administration.

Required Knowledge, Skills, and Abilities

• Requires excellent oral and written communication skills, the ability to handle and prioritize multiple tasks, and to interact successfully with a wide range of individuals at all levels of the University community.
• Must be able to work in a fast-paced, deadline-driven, stakeholder focused, team environment in a large, complex academic department.

Preferred Qualifications

• Position regularly uses MS Office Suite, Cornerstone, SASN appointments system, ROCS , HCM , SSC , RAPSS , ECRT , REGIS , Course Scheduling System, Infosilem Data Collection Utility ( DCU ), Degree Navigator, E-Verify, Grad Portal, Course Analysis System, Sakai, Canvas, and knows or will learn any and all systems RU uses for expense reimbursement, absence reporting, time keeping, personnel appointments, parking, telephones, payroll, grant submission, recruitment, student support, course scheduling, facilities and space scheduling and management, event management, website and social media maintenance and updates, and knows or will learn all equipment, software, and specialized materials needed to support the effective and efficient performance of this position.

Physical Demands and Work Environment

• Fast-paced, deadline-driven, stakeholder focused, confidential, team environment in a large, complex academic department. Must be able to work occasional evenings and weekends.

Posting Details

Posting Number 26ST1997

Posting Open Date 11/04/2026

Special Instructions to Applicants

Regional Campus

Home Location Campus

City Newark

State NJ

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 (*).

• * What is the highest level of education you have completed?
  • High School Diploma/GED
  • Associate's Degree
  • Bachelor's Degree
  • Master's Degree
  • Ph.D.
• * Do you have an equivalent combination of education and/or experience that demonstrates knowledge and understanding of office administration?
  • Yes
  • No
• * Have you been in your current position for 6 months?
  • Yes
  • No

Required Documents

• Resume/CV
• Cover Letter/Letter of Application
• List of Professional References (contact Info)

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 encourage all qualified applicants to apply. For additional information please see the Non-Discrimination Statement at the following web address: Non-Discrimination-Statement .

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] .

Rutgers University participates in the E-Verify program as required by law. Learn more about the E-Verify program .

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 .