Student Assistant

Rutgers University; New Brunswick (NJ); Hybrid; USD 23,000 - 32,000; Part time

Job summary

Rutgers University seeks a Student Assistant for the Faculty & Staff Affairs department at the Robert Wood Johnson Medical School. The role supports digitization and organization of faculty personnel records, including scanning, cataloging, and data entry into a secure database in compliance with university policies.

Ideal candidates are currently enrolled students with strong attention to detail and the ability to work on-site.

Qualifications

• Strong attention to detail and organizational skills.
• Basic computer proficiency, including file management and data entry.
• Ability to handle sensitive and confidential information responsibly.
• Reliable, punctual, and able to follow written procedures.

Responsibilities

• Scan faculty personnel files and related documents using departmental scanning equipment.
• Accurately name, label, and index electronic files according to established naming conventions.
• Enter and catalog records into a designated database or document management system.
• Perform basic quality checks to ensure scanned documents are complete and properly filed.
• Maintain confidentiality and compliance with university data privacy requirements.
• Organize and prepare physical files for scanning and secure storage.
• Assist with additional administrative tasks as needed.

Skills

Attention to detail

Organizational skills

Data entry

Confidential information handling

Education

Currently enrolled student

Tools

Excel

SharePoint

Document management systems

Job description

Job Category Staff & Executive - Administrative & Support

Department

Department RWJ - Faculty & Staff Affairs

Overview

New Jersey’s academic health center, Rutgers Biomedical and Health Sciences ( RBHS ) takes an integrated approach to educating students, providing clinical care, and conducting research, all with the goal of improving human health. Aligned with Rutgers University–New Brunswick and collaborating university wide, RBHS includes eight schools, a behavioral health network, and five centers and institutes that focus on cancer treatment and research, neuroscience, advanced biotechnology and medicine, environmental and occupational health, and health care policy and aging research.

Our faculty are teachers, clinicians, and scientists with unparalleled experience who advance medical innovation and provide patient care informed by the latest research findings. We offer an outstanding education in medicine, dentistry, pharmacy, public health, nursing, biomedical research, and the full spectrum of allied health careers.

Our clinical and academic facilities are located throughout the state—at Rutgers University–New Brunswick, including Piscataway; and at locations in Newark, Scotch Plains, Somerset, Stratford, and other locations. Clinical partners include Robert Wood Johnson University Hospital in New Brunswick, Newark’s University Hospital in Newark, and other affiliates.

Through this community of healers, scientists, and scholars, Rutgers is equipped as never before to transform lives.

Posting Summary

Rutgers, The State University of New Jersey, is seeking a Student Assistant for the department of Faculty & Staff Affairs at the Robert Wood Johnson Medical School. The Student Assistant will support the department with the digitization and organization of faculty personnel records. This role involves scanning paper files, accurately cataloging documents into a secure database, and assisting with records management activities in accordance with university policies and confidentiality standards. Among the key duties of this position are the following:

• Scans faculty personnel files and related documents using departmental scanning equipment.
• Accurately names, labels, and indexes electronic files according to established naming conventions.
• Enters and catalogs records into a designated database or document management system.
• Performs basic quality checks to ensure scanned documents are complete, legible, and properly filed.
• Maintains strict confidentiality and compliance with university data privacy requirements.
• Organizes and prepares physical files for scanning and secure storage.
• Assists with additional administrative or records-related tasks as needed.

FLSA

FLSA Nonexempt

Grade

Grade 99H

Salary Details

Salary Details $20/hour is budgeted for this position.

Minimum Salary

Minimum Salary 15.92

Mid Range Salary

Mid Range Salary 75.00

Maximum Salary

Maximum Salary 150.00

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 Part Time

Working Hours

Working Hours 15 hours - flexible based on class schedule

Standard Hours

Standard Hours 20.00

Daily Work Shift

Work Arrangement

This position requires a fully on-site work arrangement.

Union Description

Union Description Student Hourly Employees

Payroll Designation

Payroll Designation PeopleSoft

Seniority Unit

Terms of Appointment

Terms of Appointment Temporary Staff Appointment - Hourly

Position Pension Eligibility

Position Pension Eligibility None

Qualifications

Minimum Education and Experience

• Currently enrolled undergraduate or graduate student in good academic standing, required.

Certifications/Licenses

Required Knowledge, Skills, and Abilities

• Strong attention to detail and organizational skills.
• Basic computer proficiency, including file management and data entry.
• Ability to handle sensitive and confidential information responsibly.
• Reliable, punctual, and able to follow written procedures.

Preferred Qualifications

• Experience with scanning, document management systems, or data entry.
• Familiarity with Microsoft Excel, SharePoint, or similar databases.
• Interest in administration, records management, health administration, or higher education operations.

Physical Demands and Work Environment

• Physical Demands: Ability to sit for extended periods. Ability to lift and move file boxes weighing up to 25 pounds (if applicable).

Special Conditions

Posting Number

Posting Number 26ST1819

Posting Open Date

Special Instructions to Applicants

Regional Campus

Regional Campus Rutgers Biomedical and Health Sciences (RBHS)

Home Location Campus

Home Location Campus Downtown New Brunswick

City

State

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

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 .