Rutgers, The State University of New Jersey, is seeking an Administrative Assistant (AA) for SEBS-Continuing Prof Education. This position reports to the Program Coordinator I at Rutgers Cooperative Extension – New Jersey Agricultural Experiment Station's Office of Continuing Professional Education (NJAES-OCPE), the primary purpose of this position provides support to the Program Coordinator for the administration and coordination of short courses and related events/programs. The AA works under direct supervision of Program Coordinator I with specific instructions on routine and semi-routine work and within established work parameters for OCPE. The AA should be knowledgeable about and support OCPE's programs as well as the mission, vision, role and goals of OCPE, the Experiment Station, Cooperative Extension and the university.
Among the key duties of this position are the following:
Prepares and controls records, statistics, reports, and documents for courses and related events and re-certification credit filings/requirements for various agencies and professional organizations.
Oversees day-to-day operations of programming.
Schedules appointments, arranges and coordinates logistics for short courses, programs and related events.
Creates and approves routine informational materials including agendas, brochures and web pages.
Drafts contracts and process instructor payments;submits invoices and expenses for payment.
Serves as liaison within unit to ensure materials, equipment and sites are prepared and confirmed.
Serves as liaison within university departments as well as outside vendors and instructors.
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, work organization, coordination, facilitation, and report writing principles and practices.
Required Knowledge, Skills, and Abilities:
Requires excellent organizational skills, ability to prioritize tasks, good written and verbal communication and customer service skills
Computer literacy in MS Office Suite including Excel and Adobe software
Works effectively in a high-energy, fast-paced, challenging environment and be able to handle multiple concurrent tasks and priorities.
Use of personal vehicle in order to travel for business demands; a valid driver's license would be required for this position.
All Microsoft Office applications including Word, Excel, Access, PowerPoint; IE/Firefox/Chrome internet browsers; Adobe Creative Cloud software including Acrobat, Publisher, Photoshop and In-Design.
Physical Demands and Work Environment:
Travel to offsite meetings is required (Rutgers does not control the accessibility of non-Rutgers locations, but the majority of meeting sites are at University and State / County / Local government buildings that offer access ramps, elevators, etc. to assist those with mobility limitations). No specific dress code is defined, but this position is expected to dress professionally for meetings, conferences and classes with internal and external clients.
This position will be required to work evening classes at times throughout the year and a maximum of one weekend (Saturday and Sunday) per month with work week adjusted accordingly. Also may occasionally be required to work outside of normal business hours – early morning, late afternoon/evening – as the needs of program, courses or events requires.
Ability to lift 40 lbs.
Clean Driving Record
Must pass university's defensive driving program upon hiring and willingness to drive to off-site courses throughout the state.
Posting Number: 20ST0025
Location: Cook (RU-New Brunswick)
Internal Number: 108704
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.