Rutgers, The State University of New Jersey, is seeking an Administrative Assistant to provide support for Undergraduate Admissions and report to the Associate Vice-President (AVP) for Enrollment Management. This position will assist the AVP and four directors in order to schedule meetings, answer phones, prepare documents, conduct web research, and all other office and customer service duties. Undergraduate Admissions is a deadline-driven office which requires many tasks to be handled efficiently, accurately, and within the deadlines given for each assignment. Among the key duties of this position are the following:
Schedules meetings, reserve appropriate meeting locations, confirm meetings, send pertinent documents to meeting participants prior to scheduled events and request technical assistance for teleconferencing if needed.
Handles email and paper correspondence on a daily basis, route mail to appropriate parties and ensure there is follow up and closure, will draft routine correspondence and expedite urgent, confidential and important correspondence to appropriate personnel.
Orders and coordinates with outside vendors to secure services, such as hotel reservations, air travel, car service, and other logistics pertaining to conference and recruitment travel.
Furnishes budget updates to management, perform routine accounting work within the unit and ensure the proper billing/charging of accounts and the daily reconciliations of account activities through the internal shadow system (Grant Manager).
Utilizes Rutgers financial systems such as SciQuest and Expense Management to ensure the accuracy of all daily transactions and account balances relating to assigned accounts within Undergraduate Admissions
Prepares requisitions, purchase orders, stop payments on checks, and journal entries related to domestic and international travel, in accordance with university guidelines and procedures.
Performs professional work requiring knowledge of generally accepted accounting principles and practices, terminology, and applies bases of accounting.
Provides accurate information and general assistance and provides excellent customer service as a representative of the university in all public contacts by telephone, email and in person.
Handles routine office communications as well as communicate with a wide spectrum of constituents such as deans, directors, various university departments, students, parents, school counselors, government offices, and corporate contacts.
Completes other work consistent with a basic understanding of the mission, vision, role, and goals of Undergraduate Admissions.
Minimum Education and Experience:
Requires a bachelor's degree in or an equivalent combination of education and/or experience that demonstrates knowledge and understanding of of office administration, organization, coordination, facilitation, bookkeeping, research, and report preparation.
Required Knowledge, Skills, and Abilities:
Requires excellent communication and problem-solving skills in order to provide effective customer service and office support.
Must be diplomatic, collaborative, and have strong interpersonal skills.
Analytical ability and computer literacy are required, as well as experience with Microsoft Office Suite.
Must have the ability to work independently and give keen attention to details.
Must use considerable judgment in executing day-to-day business functions in compliance with established office and university practices and procedures.
Working knowledge of Rutgers University Finance and Purchasing Systems, RU Marketplace, SciQuest, Expense Management, etc. would be a plus.
Physical Demands and Work Environment:
Must have a flexible work schedule including early morning, evening, night, or weekend hours.
Rutgers, The State University of New Jersey, is a leading national public research university and the state's preeminent, comprehensive public institution of higher education. Rutgers is dedicated to teaching that meets the highest standards of excellence; to conducting research that breaks new ground; and to turning knowledge into solutions for local, national, and global communities. As it was ...at our founding in 1766, the heart of our mission is preparing students to become productive members of society and good citizens of the world. Rutgers teaches across the full educational spectrum: preschool to precollege; undergraduate to graduate and postdoctoral; and continuing education for professional and personal advancement. Rutgers is New Jersey's land-grant institution and one of the nation's foremost research universities, and as such, we educate, make discoveries, serve as an engine of economic growth, and generate ideas for improving people's lives.