Team Administrator

Rutgers University Foundation; New Brunswick (NJ); Hybrid; USD 50,000 - 61,000; Full time

Benefits offered by this job

Office-centric hybrid work schedule

Comprehensive medical

Dental & vision coverage

403(b) plan with employer match

Vacation: 3 weeks + wellness and sick

Holidays: 9 + 4 floating

Tuition reductions

Professional development

Cell phone reimbursement

Job summary

Rutgers University Foundation seeks a Team Administrator to provide high-level administrative support to senior staff, handling calendars, schedules, and confidential information with minimal supervision.

The role requires independence, multi-tasking across projects, and willingness to cross-train for coverage of other team administrators. Office-centric hybrid position with strong emphasis on process, organization, and collaboration within the Foundation.

Qualifications

• Bachelor's degree and/or 1+ years of professional experience in fundraising, alumni relations, non-profit organizations, event planning, higher education, or related fields.
• Ability to work independently and multi-task with minimal supervision.
• Strong confidentiality and cross-training to cover other administrators.

Responsibilities

• Manage AVP's/Director's/Team's calendars, including scheduling meetings
• Maintain operation schedules and production schedules for department
• Coordinate logistics for meetings and events
• Responsible for gift processing, requisitions, expense reports, credit card reconciliations, and budget monitoring
• Greets guests to the departments
• Manage organizational systems in the office such as filing, both paper and electronic, and purchasing
• Other Duties as assigned

Skills

Leadership

Autonomy

Complexity

Strategy

Education

Bachelor's degree or equivalent

Job description

Reporting to the Director, Administrative Services, the Team Administrator will provide high level administrative support with a high level of confidentiality. This position requires the ability to work independently, comfortably multi-task on a wide variety of tasks or projects in alignment with the ARCI method instituted by the Foundation, possess a keen eye for detail, be able to collaborate with colleagues and follow through with minimal supervision, and be willing to cross-train to provide coverage for other internal Team Administrators.

Essential Functions

• Manage AVP's/Director's/Team's calendars, including scheduling meetings
• Maintain operation schedules and production schedules for department
• Coordinate logistics for meetings and events
• Responsible for the department gift processing (If applicable), check requisitions, transmittal forms, expense reports, credit card reconciliations, expense reports, assists with monitoring the department budget
• Greets guests to the departments
• Manage organizational systems in the office such as filing, both paper and electronic, and purchasing
• Other Duties as assigned

Competency Aptitudes

Leadership

• Work on straight forward projects which have a distinct beginning and end date
• Complete tasks assigned by lead and/or manager
• Shift to owning components of projects and programs
• Ability to positivity influence/advance ideas across levels/departments
• Provide positive customer service with a solution-oriented mindset

Autonomy

• Create set guidelines/timeline for the department/project which is provided by lead and/or manager
• Suggest process improvements to optimize outcomes
• Communicate actively with all partners and colleagues to accomplish task/project objectives

Complexity

• Balance multiple responsibilities
• Follow set guidelines for task/projects/initiatives and begin to own components to shift to more complex task/projects
• Begin to assume administrative and project related tasks across the department

Strategy

• Execute strategy and move in the direction of planning/ownership of task/project/program elements
• Contribute to complex task/projects/programs as part of an overall strategy
• Align to the strategy in service of internal and external partners
• Develop and submit budgets and other collateral materials as needed to support the project

Education And/or Experience

Bachelor's degree and/or 1+ years of professional experience in fundraising, alumni relations, non-profit organizations, event planning, higher education, or related fields.

Working Conditions

This position requires clarity of focus while juggling complex projects or deadlines with little physical effort. Will work evenings, weekends, or odd hours to meet organizational commitments. Typical working conditions with an absence of disagreeable elements. This position requires some early mornings and late evenings to accommodate meetings, travel, events, and external constituent schedules.

Workplace Arrangements

This is classified as an office-centric hybrid position. Colleagues working under an office-centric hybrid arrangement have a primary workstation in a university or foundation location and are in the office between one and five days a week. The frequency with which they are present in the office depends on their role and function and the interdependency of other functions.

Compensation And Benefits

The position is budgeted for an annual salary of $55,000. In addition to salary, Rutgers University Foundation offers:

• Office-centric hybrid work schedule
• Comprehensive medical
• Comprehensive no cost dental, and no cost vision insurance for employee and dependents
• 403(b) plan with matching employer contribution
• Accrual of three weeks of annual vacation time, in addition to five wellness days and fifteen sick days per year
• Nine holidays, as well as four floating holidays
• Significant tuition reductions
• Professional development is highly valued at the Rutgers University Foundation, where employees are encouraged to look across the organization to develop new skills and abilities for professional career progression.
• $40 monthly cell phone reimbursement

Equal Employment Opportunity

It is Foundation policy to provide equal employment opportunity to all its employees and applicants. The Foundation prohibits discrimination against any employee or applicant for employment because of race, color, religion, creed, age, sex, national origin, ancestry, marital status, familial status, disability, sexual orientation, gender identity, gender expression, veteran status, genetic information, and any other characteristics protected by applicable state, federal and/or local laws. Equal employment opportunity applies to hiring, placement, transfer, promotion, demotion, recruitment, advertising or solicitation for employment, treatment during employment, rates of pay or other forms of compensation, selection for training, layoff, or termination.