Regional Campus: Rutgers Biomedical and Health Sciences (RBHS)
Posting Number: 17ST1364
Job Type: Full Time
Rutgers, The State University of New Jersey, is seeking a Management Assistant for the Office of Information Technology.
This position provides general administrative and management support within the Central Office of Information Technology. The incumbent coordinates office operations and serves as a liaison with various units and administrative offices within OIT and throughout the University. Performs administrative duties including answering phones, filing, scheduling meetings, maintaining calendars/schedules, making travel arrangements, purchasing, expense reporting, building coordinator and access management, and general office management. Plans and schedules the department's administrative work to optimize effective utilization of employees, equipment and materials within budgetary requirements.
Responsible for the administrative aspects of personnel matters for the department; maintain time and attendance records, ensures timely completion of forms for Human Resources, Payroll, etc.
Answers calls, responds to questions, take messages and/or refer calls. Responsible for timely follow-up of problems and questions, and maintain a log and documentation of same.
Oversees the maintenance of department records and ensure that files and recordkeeping systems meet the needs of the department. Oversee departmental shared drives.
Composes correspondence, edit and proofread documents, creates and maintains databases and spreadsheets as required. Maintain and administer departmental email distribution lists.
Coordinates fiscal procedures within the office, including budget implementation and control. Ensures that expenditures are in accordance with allocation of funds. Responsible for PO's, Check Requests, travel reimbursements, contract renewals, phone billing, etc.
Compiles and analyzes relevant data from a variety of sources for inclusion in reports or presentation materials. Responsible for preparing reports for presentation to various audiences. Prepare charts, graphs or tables as necessary.
Home Location Campus: Piscataway (RBHS)
Required Knowledge, Skills, and Abilities:
Must demonstrate initiative, creativity, resourcefulness, and a service-orientation. Ability to exercise exceptional discretion, confidentiality and good judgment in dealing with sensitive issues and information. Ability to work both independently and as a team member. Strong analytical and problem solving skills. Effective communications skills, both verbal and written. Proficient in the use of Microsoft Office Suite.
Department: Office Information Technology