Recruitment/Posting Title Administrative Assistant Job Category URA-AFT Administrative Department IPO-Project Services Overview The Division of Institutional Planning & Operations (IP&O) employs a workforce of approximately 2,700 staff, represented by 15 collective negotiations agreements, and is responsible for institutional strategic initiatives and operations, which encompasses an expansive range of comprehensive service and business operations across the State of New Jersey. These include planning and construction, facilities, public safety and emergency operations, environmental health and safety, transportation, housing, and auxiliary/retail operations. Posting Summary Rutgers, The State University of New Jersey, is seeking an Administrative Assistant for the Division of Institutional Planning & Operations (IP&O). Reporting to the Director of Facilities Projects provides administrative support to the unit management by assisting with the coordination and administration of projects, processes and with the preparation of documents. Schedules appointments, arranges and coordinates logistics for events and meetings.

Among the key duties of this position are the following: Responsible for the coordination/scheduling of meetings and events for the Project Management Group, assists with the preparation of all event/meeting (including but not limited to, equipment setup, refreshments, guest parking, and printed handouts/meeting materials), and for the recording/maintaining of meeting minutes. Accountable for the organizing and maintaining of Project Management related databases, files and documents. Completes, processes, and maintains administrative materials and reports, for the Project Management group. Responsible for the procurement of Project Management purchase orders/IPOs. Charged with filing and follow-up of staff reimbursements for travel and all miscellaneous expenses. Responsible for maintaining the current stock of supplies, including but not limited to paper, pens, disks, cameras, phones, and kitchen supplies Responsible for maintaining the Director’s calendar in consultation with the Director. Is charged with the management of student interns schedules, making sure there is adequate coverage throughout the work week. Is charged with maintaining the online conference room calendar that is shared with all of Project Management staff. Processes various administrative documents and data. Creates routine informational materials. Position Status Full Time Hours Per Week Daily Work Shift Work Arrangement FLSA Nonexempt Grade 03 Position Salary Annual Minimum Salary 50065.00 Annual Mid Range Salary 62252.00 Annual Maximum Salary 74438.00 Standard Hours 37.50 Union Description URA-AFT Administrative Payroll Designation PeopleSoft Benefits Rutgers offers a comprehensive benefit program to eligible employees. For details, please go to http://uhr.rutgers.edu/benefits/benefits-overview. Seniority Unit Terms of Appointment Staff - 12 month Position Pension Eligibility ABP