Administrative Assistant

Rutgers University-New Brunswick

Piscataway Township (NJ)

Hybrid

USD 53,000 - 77,000

Full time

6 days ago

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Benefits offered by this job

Medical, dental, and prescription

Paid vacation and holidays

Competitive retirement benefits

Educational benefits

Employee discounts

Job summary

Rutgers University—Newark seeks an Administrative Assistant to provide comprehensive administrative and operational support to the Athletics & Recreation department. You will manage calendars, meetings, travel, room reservations, and purchasing, while coordinating events and communications for varsity athletics, recreation, and student engagement initiatives.

The role involves liaison work with students, coaches, campus partners, vendors, and external organizations.

Qualifications

Bachelor’s degree or equivalent in a related field.
Minimum of two years in administrative or clerical support.
Proficiency in Microsoft Office Suite and Google Workspace.
Strong communication and organizational skills.

Responsibilities

Provide comprehensive administrative support to the Athletics & Recreation department.
Manage calendars, meetings, travel, and room reservations.
Coordinate events, front desk operations, and communications.
Support special projects and department-wide initiatives.

Skills

Strong communication

Customer service orientation

Independent work

Multitasking

Education

Bachelor’s degree

Tools

Microsoft Office

Google Workspace

Teams/Zoom

Adobe Creative Suite

Canva

Job description

Position Details

Position Information

| Recruitment/Posting Title | Administrative Assistant |
| Job Category | Staff & Executive – Administrative & Support |
| Department | Athletics & Recreation Newark |
| Overview | |
| Posting Summary | Rutgers University — Newark, an urban public research anchor institution, located in Newark, New Jersey, a city of promise, is seeking an Administrative Assistant. The Administrative Assistant for Athletics & Recreation provides comprehensive administrative, operational, and customer service support to the Department of Athletics & Recreation. This position is responsible for and not limited to the following: Serves as the department’s primary administrative support resource and is responsible for coordinating a wide range of day-to-day business and office functions, including calendar management, meeting coordination, purchasing support, travel arrangements, room reservations, catering requests, office technology coordination, front desk operations, and general departmental communications. Supports the department’s varsity athletics, recreation, intramural sports, aquatics, fitness, and student engagement initiatives by coordinating logistics for meetings, events, and special programs; maintaining departmental records. Assists with communications and promotional materials. Serves as a liaison with students, coaches, campus partners, vendors, and external organizations. Assists with facility rentals, game-day and event logistics, and other operational activities that contribute to the efficient delivery of departmental programs and services. Provides administrative support for special projects and department-wide initiatives, which may include seasonal programming, the mascot and spirit program, wellness initiatives, committee work, and other strategic priorities. |
| 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 | 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 |
| Daily Work Shift | Day |
| 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 |
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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. Minimum of two years of experience in an administrative or clerical support role.

| Certifications/Licenses | |

| Required Knowledge, Skills, and Abilities | Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint), Google Workspace, and digital scheduling tools. Strong verbal and written communication skills and customer service orientation. Ability to work independently, exercise good judgment, and manage multiple tasks in a fast-paced environment. Strong interpersonal skills and the ability to work collaboratively with a diverse community of students, staff, and partners. Demonstrated attention to detail and excellent organizational skills. Discretion in handling confidential or sensitive information.

| Preferred Qualifications | Associate’s or bachelor’s degree from an accredited college or university. Experience in higher education, athletics, or student affairs. Familiarity with management systems. Experience coordinating student-focused events.

| Equipment Utilized | Office equipment: computers, printers, copiers, scanners. Software: Microsoft Office Suite, Teams/Zoom, Adobe Creative Suite, Canva. University systems: Email/calendar software, digital signage platforms, student record management systems. Event equipment: folding tables, banners, pop-up tents, mascot suit and storage, directional signage.

| Physical Demands and Work Environment | Standard office environment, with frequent walking between recreation spaces and event sites. Must be able to lift and carry up to 25 pounds occasionally for event setup. May be required to work some evenings and weekends to support games, special events, or spirit activities. Must be comfortable working indoors and outdoors in varied conditions.

| Special Conditions | |

Posting 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.

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

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