Rutgers, The State University of New Jersey, is seeking an Administrative Assistant II for The School of Arts and Sciences – Division of Life Sciences. The Administrative Assistant II reports directly to the two Assistant Directors of the Office for Diversity and Academic Success in the Sciences. This position interacts extensively with undergraduates and other individuals across the New Brunswick/Piscataway Campus in promoting academic achievement and is responsible for providing secretarial assistance to all ODASIS staff members. Key responsibilities include: staff and program support, general office support, database and record management and maintaining program information.
Among the key duties of this position are the following:
Assists in the preparation of endorsement forms, reports and grant proposals and
Interacts with internal and external partners as required.
Maintains the Assistant Directors' appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
Maintains and protect program functions by keeping information confidential.
Assists Office Manager with organizing and overseeing all aspects of ODASIS events such as the Fall Orientation, Motivational Workshop, Access Med committee Meetings, Rutgers & ODASIS Open houses and Access Med Dinner.
Responds positively to phone calls and emails and pleasantly greet visiting staff, administrators, recruiters and students
Distributes and responds accordingly to incoming mail
Interacts with Faculty, students, and staff to coordinate room scheduling
Ensures proper operation of equipment in both ODASIS offices by following manufacturer's instructions; troubleshoots malfunctions; calls for repairs; maintains equipment inventories; evaluates new equipment and techniques.
Develops and maintains an updated database of ODASIS Alumni and Access Med participants.
Updates and maintains all ODASIS bulletin boards in the Beck and Nelson offices and ensure related information is accurate
Home Location Campus: Busch (RU-New Brunswick)
Previous work experience in student affairs or a university environment is preferred.
Required Knowledge, Skills, and Abilities:
Ability to prioritize tasks, meet deadlines and maintain a high level of performance.
Ability to multi-task.
Must be able to function as a team player.
Strong interpersonal, organization and problem-solving skills.
Demonstrate excellent written and oral communication skills.
Experience with computers and the application of information technologies to enhance efficiency of operations.
Professional, service-oriented demeanor.
Ability to communicate with and establish a friendly, yet professional, rapport with students of diverse educational, economical, and cultural backgrounds .
Occasionally attend evening and weekend events to promote the ODASIS office.
Department: SAS - DLS - OMUSP
Vacation time cannot be taken during the two weeks preceding and the two weeks after the beginning of classes nor the week preceding student orientation, Graduation and Awards Ceremony, or other program-wide events.
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.