Administrative Assistant - Newark, United States - Rutgers University

Mark Lane

Posted by:

Mark Lane

beBee recruiter


Description

Position Details:


  • Position Information
    Recruitment/Posting Title
  • Administrative Assistant
    Job Category


  • Staff & Executive

  • Administrative & Support
    Department


  • Counseling Center

  • Nwk
    Overview

Counseling Center
The Counseling Center at Rutgers University-Newark supports the mental health & well-being of our diverse student community.

A passionate and dedicated staff of licensed clinicians work to create a safe and therapeutic environment where students can find the support they need.

Our care is holistic and culturally responsive, providing an affirming space where our students can work to achieve a sense of well-being that maximizes their potential.


Posting Summary

  • Rutgers University-Newark, an urban public research university and anchor institution, located in Newark, New Jersey, a city of promise, is seeking an Administrative Assistant. Providing administrative support to the Assistant Vice Chancellor for Student Health & Wellness and the counseling center by assisting with the coordination and administration of all front desk operations and calendaring. Most critically, this position will be the first point of contact for students seeking mental health treatment; thus, this position must be able to create a supportive, organized, and friendly reception area. Must demonstrate understanding that serving students and staff to ensure optimal functioning is a critical component of this role. This position will also support programs, projects, and/or processes with the center and the health & wellness unit. Schedules appointments, arranges and coordinates logistics for all counseling center staff and AVC, as well as for events and meetings.
This position is responsible for and not limited to the following:

  • Processes various administrative documents and data within Rutgers systems
  • Works under direct supervision, with specific instructions on routine or semi routine work and within established work parameters for the unit. Work is usually reviewed upon completion
  • Works with business manager/HR liaison to ensure all operations occur in a timely and efficient manner (i.e. purchase requisitions) and dispatches within 48 hours
  • Ensures all counseling center areas are properly maintained, and ensures that all office equipment are operating properly
  • Supervises and provides guidance to two parttime support clerical assistants and works collaboratively with all staff of all the Health & Wellness units
  • All correspondence follows the university's style guidelines, is accurate, and free from errors. Organizes correspondence in priority order; exercises discretion in ordering documents for immediate action and forwards pertinent correspondence directly to associates for their attention and follow up
  • Coordinates the AVC and Director's schedules
  • Responds to all inquiries and correspondence for the Director
  • Demonstrates a working knowledge of university policies and procedures
  • Understands and complies with the strictest confidential standards as required by law when working within a mental health setting
  • Must maintain calm, supportive attitude at all times and manages the demands and challenges of the position

Position Status

  • Full Time
    Hours Per Week

Daily Work Shift

Work Arrangement

  • This position requires a fully onsite work arrangement. (Approval not required)

FLSA

  • Nonexempt
    Grade
  • 03
    Position Salary

Annual Minimum Salary

Annual Mid Range Salary

Annual Maximum Salary

Standard Hours

  • 37.50
    Union Description
  • URA-AFT Administrative
    Payroll Designation
  • PeopleSoft
    Benefits

Seniority Unit

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/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.

Certifications/Licenses

Required Knowledge, Skills, and Abilities

  • Must have experience working in a confidential setting and understand the confidentiality laws governing mental healthcare

Preferred Qualifications

Equipment Utilized

  • Titanium, an electronic health records system
  • Knowledge of the RU systems preferred

Physical Demands and Work Environment

Special Conditions

  • Posting Details
    Posting Number
  • 24ST0870
    Posting Open Date
  • 04/23/2024
    Special Instructions to Applicants

Regional Campus

  • Rutgers University-Newark
    Home Location Campus
  • Rutgers University-Newark
    City
  • Newark
    State
  • NJ
    Location Details


  • Preemployment Screenings

  • All offers of employment are contingent upon successful completion of all preemployment screenings.
  • Immunization Requirements

More jobs from Rutgers University