Administrative Assistant - Newark, United States - Rutgers University

Rutgers University

Verified Company

Newark, United States

3 weeks ago

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