Rutgers, The State University of New Jersey, is seeking an Administrative Assistant to provide support to the Director of Office of Information Technology – Camden. This position provides full administrative support to the Camden management team through the organization and coordination of its operations and by coordinating and supporting projects and processes undertaken by the unit. Following University Policy, the position is responsible for the preparation and implementation of administrative functions and guidelines to be followed by the unit members as well as departmental procedures for the control of records, reports, and other documents (including retention policy). Among the key duties of this position are the following:
Oversees and completes office work in line with the mission and goals of the department.
Develops, documents, and implements office procedures following University guidelines.
Communicates office procedures to staff. Interviews, hires, and trains office assistants in office policies and procedures.
Develops supply reorder thresholds and maintains adequate supplies on-hand.
Provides routine and non-routine information to clients.
Prepares purchase requisitions for the department and reviews requisitions prepared by other unit members for correctness. Processes personnel actions for submission to OIT HR office for submission to UHR.
Maintains accounting oversight of unit's state and non-state budgets for revenue and expenses as well as the Camden campus Student Computing Fee (ICI) budget.
Reconciles budgets monthly and presents budget reports to the director.
Notifies management of impending budget disparities or issues. Works with the Manager of IT in the preparation of part time payroll, submits for payment, and resolves issues. Responsible for the on-boarding of all part time workers. Maintains emergency contact information for staff.
Oversees and manages first-time and renewal billings to clients for services provided by OIT-Camden.
Works closely with other Business Managers on the campus to resolve any conflicts with budget entries and positions.
Prepares plans, time lines, and work responsibilities for projects.
Supervises completion of project tasks and realigns time lines as necessary.
Communicates with staff and vendors as necessary to facilitate completion of projects.
Coordinates campus wide events involving not only OIT-Camden services, but OIT wide events and collaborations requiring complete room, staff, equipment, and communication activities.
Prepares statistical reports on project status for management.
Arranges, schedules, and oversees service providers and vendors for assigned project work.
Manages the scheduling of the videoconferencing room and equipment for various campus meetings.
Develops processes and supervises procedures for safeguarding of departmental records and supervises securing of confidential information.
Stays abreast of university policies on hiring, classifications, and operational activities and communicates and trains unit staff on procedures and changes that occur. Assures compliance with university policies and manages initial orientation of new hires on departmental and university guidelines, processes, and procedures.
Completes exit interviews to reclaim resources and complete the termination of employment.
Completes various other tasks and duties as assigned.
Home Location Campus: Rutgers University-Camden
Two years or more relevant experience in an administrative function highly preferred.
Required Knowledge, Skills, and Abilities:
Good communication skills to work with faculty, students, staff, and vendors.
Computer literacy that demonstrates knowledge of basic computer skills to answer questions and access the full range of computer services at Rutgers.
Familiarity with computer terminology – most activity associated with the department is based upon computer terminology.
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.