Administrative Assistant

Position Information

Recruitment/Posting Title

Administrative Assistant

Job Category

URA-AFT Administrative

Department

Rutgers Residence Life

Overview

Residence Life consists of 68 full-time staff members, 29 graduate staff students, 300 undergraduate staff students, and over 100 student workers which serve a Residence Life program of about 16,000 students, with approximately 3,200 additional conference attendees during the summer months. The Administrative Assistant (AA) reports primarily to the Director of Administration and Operations and provides support to the Administration and Operations area, which includes Housing Assignments and Accommodations, Conference Services, Residential Campus Operations, and Information Technology Applications Development units.

Posting Summary

Rutgers, The State University of New Jersey is seeking an Administrative Assistant for Residence Life.

Among the key duties of the position are the following:

• Provides courteous customer service to all staff, students, parents and other visitors who contact Residence Life via phone, email, and in person.
• Provides administrative support to the director, supervisors, and professional staff within the Administration and Operations area.
• Schedules appointments, performs purchasing functions, schedules service calls, creates and maintains databases, and serves as a primary point of contact Residence Life related questions and concerns.
• Supervises student workers and works toward continued office improvement and professionalism.
• Creates and maintains files as well as multiple database systems.
• Implements office procedures, protocols and administrative guidelines to ensure proper operations for this office.
• Handles crisis calls and emergency situations, providing support to students, parents, faculty and staff when needed.
• Handles communication with Mail Services to confirm student occupancy and assignment needs, as well as support to the Director to coordinate the housing cancellation process and the special medical housing accommodations processes, ensuring that records are accurately maintained and orderly for decisions.
• Works under general supervision and requires flexibility and must maintain a high degree of confidentiality and sensitivity in all department matters.

FLSA

Nonexempt

Grade

03

Salary Details

Minimum Salary

Mid Range Salary

Maximum Salary

Offer Information

The final salary offer may be determined by several factors, including, but not limited to, the candidate's qualifications, experience, and expertise, and availability of department or grant funds to support the position. We also take into consideration market benchmarks, if and when appropriate, and internal equity to ensure fair compensation relative to the university's broader compensation structure. We are committed to offering competitive and flexible compensation packages to attract and retain top talent.

Benefits

Rutgers offers a comprehensive benefits package to eligible employees, based on position, which includes:

• Medical, prescription drug, and dental coverage
• Paid vacation, holidays, and various leave programs
• Competitive retirement benefits, including defined contribution plans and voluntary tax-deferred savings options
• Employee and dependent educational benefits
• Life insurance coverage
• Employee discounts programs

For detailed information on benefits and eligibility, please visit:

Position Status

Full Time

Working Hours

Standard Hours

37.50

Daily Work Shift

Work Arrangement

Union Description

URA-AFT Administrative

Payroll Designation

PeopleSoft

Seniority Unit

Terms of Appointment

Staff - 12 month

Position Pension Eligibility

ABP

Qualifications

Minimum Education and Experience

• Bachelor's Degree or an equivalent combination of education and/or experience that demonstrates knowledge and understanding of office administration and work organization.

Certifications/Licenses

Required Knowledge, Skills, and Abilities

• Strong communication skills.
• Ability to work with a highly diverse population.
• Strong commitment to customer service.

Preferred Qualifications

Equipment Utilized

• PC based, Microsoft Office/Business Applications.
• University financial/administrative applications: Marketplace/HCM/ Maxient/RS2/others/ Housing Mangement Software/Deans View.

Physical Demands and Work Environment

Special Conditions

• Due to the nature of this office the work hours for this position are 8:30am to 5:00pm, Monday through Friday.
• During opening of the residence halls at the start of each semester and on other University significant events where the Residence Life Office needs to be open the AA may be required to work on weekend days.

Posting Details

Posting Number

25ST2117

Posting Open Date

10/09/2025

Special Instructions to Applicants

Regional Campus

Rutgers University-New Brunswick

Home Location Campus

Busch (RU-New Brunswick)

City

Piscataway

State

NJ

Location Details

Pre-employment Screenings

All offers of employment are contingent upon successful completion of all pre-employment screenings.

Immunization Requirements

Under Policy Immunization Policy for Covered Individuals, if employment will commence during Flu Season, Rutgers University may require certain prospective employees to provide proof that they are vaccinated against Seasonal Influenza for the current Flu Season, unless the University has granted the individual a medical or religious exemption. Additional infection control and safety policies may apply. Prospective employees should speak with their hiring manager to determine which policies apply to the role or position for which they are applying. Failure to provide proof of vaccination for any required vaccines or obtain a medical or religious exemption from the University will result in rescission of a candidate's offer of employment or disciplinary action up to and including termination.