Administrative Assistant
Rutgers University
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Benefits offered by this job
Job summary
Rutgers University’s Ombuds Office in New Brunswick seeks an Administrative Assistant to provide executive-level administrative support, coordinate daily operations, and manage confidential student issues with discretion. The role requires handling sensitive information and collaborating across university systems.
Qualified candidates will have a Bachelor's degree, strong Microsoft Office proficiency, database experience, and excellent organizational and communication skills.
Qualifications
- Bachelor’s degree or an equivalent combination of education and/or experience.
- Advanced proficiency with Microsoft Office tools (Outlook, Excel, Word, OneNote, PowerPoint).
- Extensive experience working with databases.
- Scheduling one-on-one and group meetings using Outlook and other scheduling platforms (e.g., Doodle, When2meet).
- Ability to exercise a high degree of discretion, emotional intelligence, diplomacy, and professional judgment.
- Demonstrated experience managing sensitive information and working in a confidential environment.
- Comprehensive understanding of or ability to learn university systems (e.g., Concur, Marketplace), policies and laws, to independently counsel and refer students.
- Ability to work independently, cooperatively, and effectively with university faculty and administrators.
- Excellent organizational skills, including prioritizing competing responsibilities.
- Attention to detail.
- Ability to work with little to no supervision.
- Ability to be proactive and anticipate the needs of the office and staff.
- Strong written and verbal communication skills.
Responsibilities
- Provides executive level administrative support to the ombudsperson and the Ombuds Office by coordinating daily operations, scheduling meetings, triaging incoming issues, managing cases, and supervising student staff.
- Serves as the initial point of contact for the office and impartially intake sensitive information with diligence and diplomacy.
- Provides discretion in managing confidential data and coordinating communications that may involve legal, compliance, or institutional considerations.
Skills
Education
Tools
Job description
The Office of the Ombudsperson for Students is a confidential, impartial, independent, and informal resource for students. The office provides support to students who have new or persistent university-related concerns or issues. The office facilitates fair resolution outcomes by providing: referrals to other university departments, guidance on university policies and federal and state laws, consultation, coaching, conflict resolution, and facilitation services.
Posting Summary
Rutgers, The State University of New Jersey is seeking an Administrative Assistant for the Ombuds Office in the New Brunswick campus.
This office is designated as confidential. The Ombuds Office operates under strict principles of confidentiality, neutrality, independence, and informality in accordance with the standards set forth by the International Ombuds Association. This position regularly has access to highly sensitive information and communications that are not available to the general employee population. This position requires substantial knowledge of university systems and resources, enabling it to navigate sensitive situations appropriately.
Among the key duties of the position are the following:
- Provides executive level administrative support to the ombudsperson and the Ombuds Office by coordinating daily operations, scheduling meetings, triaging incoming issues, managing cases, and providing supervisory oversight for student staff.
- Serves as the initial point of contact for the office and is responsible for impartially intaking sensitive information with diligence and diplomacy.
- Provides discretion in managing confidential data, scheduling sensitive meetings, and coordinating communications that may involve legal, compliance, or institutional reputation considerations.
FLSA
FLSA Nonexempt
Grade
Grade 03
Salary Details
Salary Details A minimum of $54,027
Minimum Salary
Minimum Salary 52602.480
Mid Range Salary 64788.980
Maximum Salary
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.
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
Position Status Full Time
Working Hours
Working Hours 8:30 AM to 5:00 PM
Standard Hours
Standard Hours 37.50
Daily Work Shift
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, subject to change or discontinuation, and contingent on the employee receiving approval in the FlexWork@RU Application System.
Union Description
Union Description URA-AFT Administrative
Payroll Designation
Payroll Designation PeopleSoft
Seniority Unit
Terms of Appointment
Terms of Appointment Staff - 12 month
Position Pension Eligibility
Position Pension Eligibility ABP
Qualifications
Minimum Education and Experience
- Bachelor’s degree or an equivalent combination of education and/or experience.
Certifications/Licenses
Required Knowledge, Skills, and Abilities
- Demonstrated knowledge and understanding of office management, administrative support, organizational structures, and confidential practices.
- Advanced proficiency with Microsoft Office tools (i.e., Outlook, Excel, Word, OneNote, PowerPoint).
- Extensive experience working with databases.
- Scheduling one-on-one and group meetings using Outlook and other scheduling platforms (e.g., Doodle, When2meet).
- Ability to exercise a high degree of discretion, emotional intelligence, diplomacy, and professional judgment.
- Demonstrated experience managing sensitive information and working in a confidential environment.
- Comprehensive understanding of or ability to learn university systems (e.g., Concur, Marketplace), policies (e.g., academic, student conduct, financial aid, residency, registration, withdrawal), laws (e.g., HIPPA , FERPA , Civil Rights) and common standard practices in order to independently counsel and refer students and families.
- Ability to work independently, cooperatively, and effectively with university faculty and administrators to help address students’ issues expeditiously.
- Excellent organizational skills, including prioritizing competing responsibilities.
- Attention to detail.
- Ability to work with little to no supervision.
- Ability to be proactive and anticipate the needs of the office and the office staff.
- Strong written and verbal communication skills.
Preferred Qualifications
- Conflict resolution skills (e.g., mediation).
- Experience with Canva and/or other graphic design programs.
- Experience using Generative AI tools (e.g., CoPilot, ChatGPT, Gemini).
- Experience supervising student staff.
Equipment Utilized
- Computer, mouse, keyboard, laptop, printer, Microsoft Office applications (including Outlook, Excel, PowerPoint, Word, OneNote, Teams), WebEx, Zoom, 3rd party database, dollies, carts, telephone, headphones.
Physical Demands and Work Environment
- Prolonged periods of sitting, daily use of computers and related accessories (mouse, keyboard).
- Prolonged screen use and frequent use of phone.
- Occasional climbing and descending stairs.
- Occasional standing.
- Occasional lifting and carrying up to 35 pounds, pushing and pulling, organizing, reaching (at, above, and below shoulder level).
- Gross and fine motor manipulation, driving, bending, crouching, kneeling, speaking.
- Light to moderate background noise.
- Open space cubicle layout.
Special Conditions
Posting Number
Posting Number 26ST1579
Posting Open Date
Posting Open Date 08/10/2026
Special Instructions to Applicants
Regional Campus
Home Location Campus
Home Location Campus Rutgers University - New Brunswick
City
City Piscataway
State
State NJ
Position Information Recruitment/Posting Title Administrative Assistant Job Category URA-AFT Administrative Department Rutgers Ombudsman Overview The Office of the Ombudsperson for Students is a confidential, impartial, independent, and informal resource for students. The office provides support to students who have new or persistent university-related concerns or issues. The office facilitates fair resolution outcomes by providing: referrals to other university departments, guidance on university policies and federal and state laws, consultation, coaching, conflict resolution, and facilitation services. Posting Summary Rutgers, The State University of New Jersey is seeking an Administrative Assistant for the Ombuds Office in the New Brunswick campus. This office is designated as confidential. The Ombuds Office operates under strict principles of confidentiality, neutrality, independence, and informality in accordance with the standards set forth by the International Ombuds Association. This position regularly has access to highly sensitive information and communications that are not available to the general employee population. This position requires substantial knowledge of university systems and resources, enabling it to navigate sensitive situations appropriately. Among the key duties of the position are the following:
- Provides executive level administrative support to the ombudsperson and the Ombuds Office by coordinating daily operations, scheduling meetings, triaging incoming issues, managing cases, and providing supervisory oversight for student staff.
- Serves as the initial point of contact for the office and is responsible for impartially intaking sensitive information with diligence and diplomacy.
- Provides discretion in managing confidential data, scheduling sensitive meetings, and coordinating communications that may involve legal, compliance, or institutional reputation considerations.
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
Position Status Full Time
Working Hours
Working Hours 8:30 AM to 5:00 PM
Standard Hours
Standard Hours 37.50
Daily Work Shift
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, subject to change or discontinuation, and contingent on the employee receiving approval in the FlexWork@RU Application System.
Union Description
Union Description URA-AFT Administrative
Payroll Designation
Payroll Designation PeopleSoft
Seniority Unit
Terms of Appointment
Terms of Appointment Staff - 12 month
Position Pension Eligibility
Position Pension Eligibility ABP
- Resume/CV
- Cover Letter/Letter of Application
- List of Professional References (contact Info)
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 OneSource@Rutgers.edu .
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 ROCS@hr.rutgers.edu .
To learn more about Rutgers University’s commitment to diversity and inclusion on its campuses, click here .
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