Rutgers, The State University of New Jersey, is seeking an Administrative Assistant (AA) for the SEBS- Institute for Food, Nutrition, and Health (IFNH). As the primary point of contact for the IFNH, this position is responsible for providing high-level front-oﬃce support to the Director, the IFNH Business Specialist and IFNH Center and Program Directors. The AA manages the IFNH Director's calendar; assists in work related travel as well as in the administration of programs, projects, and communications that are essential to the day-to-day operations of the IFNH, its members and stakeholders.
Among the key duties of this position are the following:
Reviews, responds, and directs the IFNH Director's correspondence and email as appropriate, procurement, expense report, travel orders and invoices.
Assists the IFNH Business Specialist in: Facilitating events, programs, conferences, symposiums, and seminars by organizing, scheduling, coordinating and planning the details to achieve success, as well as providing recommendations on policies and procedures.
Serves as the IFNH liaison to oﬃces of university leadership, faculty, staff, students, IFNH leadership advisory board, external advisory board, fund raising board, donors, government oﬃcials, high level industry collaborators, and others working to collaborate with the IFNH.
Maintains IFNH databases such as Core usage, security access, phone directory, and emergency contact list.
Processes time reports ensuring IFNH hourly employees are paid in a timely fashion.
Assembles and enter onboarding personnel documents into the University portal ROCS.
Minimum Education and Experience:
Requires a Bachelor’s Degree in business/administrative; 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.
Required Knowledge, Skills, and Abilities:
Proficient with Windows based computer and program operations
Excellent oral and written communication skills
Strongly self-motivated, and good interpersonal skills
Ability to handle multiple concurrent tasks and constant interruptions
Working knowledge of the following computer programs: Microsoft Office (Word, Excel, PowerPoint, & Outlook), Microsoft One Drive, Internet Explorer, Adobe Acrobat, etc. Able to operate photocopier, scanner and fax.
Must be able to use and provide routine maintenance for photocopier, fax, modern telephone system, and printers.
Experience running conference programs within budgetary parameters.
Knowledge of university regulations, human resource and immigration policy and procedures.
Windows based computer software and photocopier.
Posting Number: 19ST2522
Location: Cook (RU-New Brunswick)
Internal Number: 91455
About Rutgers University
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.