Administrative Assistant

Position Details

Position Information

Recruitment/Posting Title Administrative Assistant Job Category URA-AFT Administrative Department Rutgers Ombudsman Overview

The Office of the Ombudsperson for Students is a confidential, impartial, independent, and informal resource for students. The office provides support to students who have new or persistent university-related concerns or issues. The office facilitates fair resolution outcomes by providing: referrals to other university departments, guidance on university policies and federal and state laws, consultation, coaching, conflict resolution, and facilitation services.

Posting Summary

Rutgers, The State University of New Jersey is seeking an Administrative Assistant for the Ombuds Office in the New Brunswick campus.

This office is designated as confidential. The Ombuds Office operates under strict principles of confidentiality, neutrality, independence, and informality in accordance with the standards set forth by the International Ombuds Association. This position regularly has access to highly sensitive information and communications that are not available to the general employee population. This position requires substantial knowledge of university systems and resources, enabling it to navigate sensitive situations appropriately.

Among the key duties of the position are the following:

• Provides executive level administrative support to the ombudsperson and the Ombuds Office by coordinating daily operations, scheduling meetings, triaging incoming issues, managing cases, and providing supervisory oversight for student staff.
• Serves as the initial point of contact for the office and is responsible for impartially intaking sensitive information with diligence and diplomacy.
• Provides discretion in managing confidential data, scheduling sensitive meetings, and coordinating communications that may involve legal, compliance, or institutional reputation considerations.

FLSA Nonexempt Grade 03 Salary Details A minimum of $54,027 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 8:30 AM to 5:00 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, 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

• Bachelor's degree or an equivalent combination of education and/or experience.

Certifications/Licenses Required Knowledge, Skills, and Abilities

• Demonstrated knowledge and understanding of office management, administrative support, organizational structures, and confidential practices.
• Advanced proficiency with Microsoft Office tools (i.e., Outlook, Excel, Word, OneNote, PowerPoint).
• Strong computer literacy, including operating hardware, software, file management, email, videoconferencing platforms, navigating the internet using multiple browsers, and basic troubleshooting.
• Extensive experience working with databases.
• Scheduling one-on-one and group meetings using Outlook and other scheduling platforms (e.g., Doodle, When2meet).
• Ability to exercise a high degree of discretion, emotional intelligence, diplomacy, and professional judgment.
• Demonstrated experience managing sensitive information and working in a confidential environment.
• Comprehensive understanding of or ability to learn university systems (e.g., Concur, Marketplace), policies (e.g., academic, student conduct, financial aid, residency, registration, withdrawal), laws (e.g., HIPPA, FERPA, Civil Rights) and common standard practices in order to independently counsel and refer students and families.
• Ability to work independently, cooperatively, and effectively with university faculty and administrators to help address students' issues expeditiously.
• Excellent organizational skills, including prioritizing competing responsibilities.
• Attention to detail.
• Ability to work with little to no supervision.
• Ability to be proactive and anticipate the needs of the office and the office staff.
• Strong written and verbal communication skills.

Preferred Qualifications

• Conflict resolution skills (e.g., mediation).
• Experience with Canva and/or other graphic design programs.
• Experience using Generative AI tools (e.g., CoPilot, ChatGPT, Gemini).
• Experience supervising student staff.

Equipment Utilized

• Computer, mouse, keyboard, laptop, printer, Microsoft Office applications (including Outlook, Excel, PowerPoint, Word, OneNote, Teams), WebEx, Zoom, 3rd party database, dollies, carts, telephone, headphones.

Physical Demands and Work Environment

• Prolonged periods of sitting, daily use of computers and related accessories (mouse, keyboard).
• Prolonged screen use and frequent use of phone.
• Occasional climbing and descending stairs.
• Occasional standing.
• Occasional lifting and carrying up to 35 pounds, pushing and pulling, organizing, reaching (at, above, and below shoulder level).
• Gross and fine motor manipulation, driving, bending, crouching, kneeling, speaking.
• Light to moderate background noise.
• Open space cubicle layout.

Special Conditions

Posting Details

Posting Number 26ST1579 Posting Open Date 08/10/2026 Special Instructions to Applicants Regional Campus Rutgers University-New Brunswick Home Location Campus Rutgers University - New Brunswick City Piscataway 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

Required fields are indicated with an asterisk (*).

• • Do you have a Bachelor's degree or an equivalent combination of education and/or experience?

• Yes

• No

• • Are you currently a member of URA-AFT?

• Yes

• No

Applicant Documents

Required Documents

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

Optional Documents