Administrative Assistant

Position Details

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Position Information

Recruitment/Posting Title Administrative Assistant

Job Category Staff \& Executive \- Administrative \& Support

Department Newark Chancellor

Overview

The Institute of Jazz Studies (IJS) at Rutgers University–Newark is recognized as the world’s most comprehensive and publicly accessible jazz archive, holding a unique place within the scholarly and cultural landscape of jazz. Housing one of the largest and most significant collections of jazz\-related materials globally, the IJS functions as a research library and archive, a public space for live jazz and related programming, and an important spoke in a larger hub of academic inquiry. The IJS executive director and this position are a part of the Office of the Chancellor and are housed within the Dana Library, working closely with staff in both.

Posting Summary

Rutgers University\- Newark (RU\-N), an urban public research university and anchor institution, located in Newark, New Jersey, a city of promise is seeking an Administrative Assistant. Reporting to the Executive Director of the Institute of Jazz Studies (IJS) the Administrative Assistant provides complex, specialized, and often confidential office administrative support to the executive director of the IJS, prepares documents for entry into university administrative systems, and provides support for IJS office projects and programs and some related Dana Library general office work at the discretion of the IJS executive director. Exercises independent judgement to effectively handle internal and external stakeholders while adhering to RU\-N University policies, as well as the mission, vision, and goals of Rutgers University in general and IJS, specifically. Provides support as directed for the Dana Library.

This position is responsible for and not limited to the following:

• Serves as the first point of contact for in\-person visits and phone inquiries, organizing and maintaining office records and databases, tracking office supply inventory and ensuring replenishment as needed, organizing meetings, scheduling conference room space, coordinating travel arrangements, coordinating staff moves, removal of surplus equipment and archiving documents.
• Utilizes University administrative systems to prepare requisitions, create expense reports, enter vouchers, payroll time sheets, and maintain absence records.
• Involves regular handling, processing, or exposure to sensitive and confidential information that may include preparing reports, assisting with the coordination of vendor and personnel actions, and supporting higher\-level administrators with data requests that require a high degree of discretion.
• Works with vendors to ensure timely payment of invoices and accuracy of payments.
• Provides support for projects and programs originating in the Institute of Jazz Studies.
• Prepares reports and communications, compile research, organize data and prepare spreadsheets.
• Maintains project plans and timelines.
• Performs at a high level of professionalism and will always maintain the confidentiality of the IJS and the executive director.
• Completes other assignments consistent with the mission, vision, role, and goals of the Institute of Jazz.

FLSA Nonexempt

Grade 03

Salary Details

Minimum Salary 52602\.480

Mid Range Salary 64788\.980

Maximum Salary 76975\.480

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 provides a comprehensive benefits package to eligible employees. The specific benefits vary based on the position and may include:

• 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 (when applicable)
• Life insurance coverage
• Employee discount programs

Position Status Full Time

Working Hours 8am \- 5 pm

Standard Hours 37\.50

Daily Work Shift Day

Work Arrangement

Consistent with the current application of Rutgers Policy 60\.3\.22 or the applicable provisions of relevant collective negotiations agreements, this position may be eligible for a hybrid work arrangement. Flexible work arrangements are not permanent, are subject to change or discontinuation, and contingent on the employee receiving approval in the FlexWork@RU Application System.

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

• Requires a bachelor’s degree in a related field, or an equivalent combination of education and experience that demonstrates knowledge and understanding of office administration, organization, coordination, facilitation, bookkeeping and/or report writing.

Certifications/Licenses

Required Knowledge, Skills, and Abilities

• Also project support and coordination.
• Also requires good communication skills and computer literacy.
• Requires a high degree and professionalism and confidentiality

Preferred Qualifications

• Advanced skills in Microsoft Office suite preferred.
• Experience in a higher education environment preferred

Equipment Utilized

• Standard office equipment

Physical Demands and Work Environment

• Light duties

Special Conditions

Posting Details

Posting Number 26ST0456

Posting Open Date 03/20/2026

Special Instructions to Applicants

Regional Campus Rutgers University\-Newark

Home Location Campus Rutgers University\-Newark

City Newark

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 100\.3\.1 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.

Equal Employment Opportunity Statement

It is university policy to provide equal employment opportunity to all its employees and applicants for employment regardless of their race, creed, color, national origin, age, ancestry, nationality, marital or domestic partnership or civil union status, sex, pregnancy, gender identity or expression, disability status, liability for military service, protected veteran status, affectional or sexual orientation, atypical cellular or blood trait, genetic information (including the refusal to submit to genetic testing), or any other category protected by law. As an institution, we encourage all qualified applicants to apply. For additional information please see the Non\-Discrimination Statement at the following web address: http://uhr.rutgers.edu/non\-discrimination\-statement

Supplemental Questions

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Required fields are indicated with an asterisk (\*).

\ What is the highest level of education you have completed?

+ High School Diploma/GED

+ Associate's Degree

+ Bachelor's Degree

+ Master's Degree

+ Ph.D.

\ Do you have experience that demonstrates knowledge and understanding of office administration, organization, coordination, facilitation, bookkeeping, and/or report writing?

+ Yes

+ No

\ Have you been in your current position for 6 months?

+ Yes

+ No

Applicant Documents

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Required Documents

• Resume/CV
• Cover Letter/Letter of Application
• List of Professional References (contact Info)

Optional Documents