Administrative Assistant

Rutgers University; Newark, Northern (NJ, KY); Hybrid; USD 53,000 - 77,000; Full time

Benefits offered by this job

Medical, prescription drug, and dental

Paid vacation and holidays

Competitive retirement benefits

Educational benefits

Life insurance coverage

Employee discount programs

Job summary

Rutgers University- Newark seeks an Administrative Assistant to provide confidential general office support to the Office of the Chancellor, coordinate meetings, travel, and records, and assist with project support. The role involves preparing documents for university systems, requisitions, expense reports, and payroll timesheets, while maintaining data accuracy and confidentiality.

Ideal candidates will have a bachelor’s degree and 2–3 years of administrative experience in a complex

Qualifications

• Requires a bachelor’s degree in a related field or equivalent experience.
• 2–3 years of administrative experience supporting senior leadership.
• Good communication skills and computer literacy.

Responsibilities

• Serve as first point of contact for visitors and phone inquiries.
• Organize records, schedules, travel, and meetings; maintain databases.
• Prepare requisitions, expense reports, payroll timesheets, and absences.
• Support projects from the Chancellor's Office and prepare reports.

Skills

Administrative experience

Communication skills

Computer literacy

Education

Bachelor's degree in related field

Tools

Microsoft Office

Job description

Job Category

Staff & Executive - Administrative & Support

Department

Newark Chancellor

Posting Summary

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. Reporting to the Senior Executive Associate, the Administrative Assistant provides confidential general office administrative support to the Office of the Chancellor, Rutgers – Newark, prepares documents for entry into University administrative systems, and provides support for office projects and programs.

Responsibilities

• Serves as the first point of contact for in-person visits and phone inquiries, organizing and maintaining office records and databases, tracking office supply inventory and ensuring replenishment as needed, organizing meetings, scheduling conference room space, coordinating travel arrangements, coordinating staff moves, removal of surplus equipment and archiving documents
• Utilizes University administrative systems to prepare requisitions, create expense reports, enter payroll time sheets, and maintain absence records
• Works with vendors to ensure timely payment of invoices and accuracy of payments
• Provides support for projects and programs originating in the Office of the Chancellor
• Prepares reports and communications, compile research, organize data and prepare spreadsheets
• Maintains project plans and timelines
• Performs at a high level of professionalism and will always maintain the confidentiality of the Office of the Chancellor
• Completes other assignments consistent with the mission, vision, role, and goals of the Office of the Chancellor

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

• 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

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

Terms of Appointment

Staff - 12 month

Position Pension Eligibility

ABP

Qualifications

Minimum Education and Experience

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

Certifications/Licenses

Required Knowledge, Skills, and Abilities

• Requires 2–3 years of administrative experience supporting senior leadership, ideally within a higher education or similarly complex institutional setting.
• Requires good communication skills and computer literacy.

Preferred Qualifications

• Advanced skills in Microsoft Office suite preferred.
• Experience in a higher education environment preferred
• Standard office equipment

Equipment Utilized

• Standard office equipment

Physical Demands and Work Environment

• Standard office environment

Special Conditions

Posting Details

• Posting Number 26ST1304
• Posting Open Date 06/25/2026

Special Instructions to Applicants

Regional Campus

Home Location Campus

City Newark

State NJ

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 2–3 years of administrative experience supporting senior leadership, ideally within a higher education or similarly complex institutional setting?
  • 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.

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 848-932-3973 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].

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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.