Administrative Assistant

Position Details

Position Information

Recruitment/Posting Title Administrative Assistant Job Category URA-AFT Administrative Department Psychological Services Center Overview

At the Rutgers University Graduate School of Applied and Professional Psychology, we provide the nation's highest quality doctoral education and training, which develops outstanding practitioners and fosters personal leadership to advance the practice and field of professional psychology. Since the establishment of our Psychological Clinic in 1929 and the school's founding in 1974, we have become the "gold standard" in the education and training of qualified and competent direct-service psychologists.

The mission of GSAPP is threefold: education, research/scholarship, and public service. Its goal is to prepare well-educated, qualified, and competent direct-service psychologists who have a special commitment to direct community involvement and to underserved populations-professionals who can integrate scientific knowledge with innovation in the delivery of psychological services to individuals, families, groups, and organizations. Professionals receiving a doctoral degree in psychology should be capable of extending psychological knowledge and exhibiting the high level of analytic skills and theoretical understanding needed to use existing and emerging psychological knowledge.

Posting Summary

Rutgers, The State University of New Jersey is seeking an Administrative Assistant for the Center for Psychological Services within the Graduate School of Applied and Professional Psychology (GSAPP). The Center comprises 3 main clinics and at least 10 specialty clinics which serve a combined 730 clients per year and provides clinical training for approximately 200 doctoral and masters level students in GSAPP's programs. This Administrative Assistant position supports most daily operations of all 13+ clinics across 2 main locations.

Among the key duties of the position are the following:

• Schedules 6-10 front desk work study staff and provides back up receptionist duties.
• Handles daily revenue reconciliation and bookkeeping.
• Handles client billing support and collections, as well as third-party billing and collections.
• Purchases supplies for the clinics.
• Assists with assessment report distribution and archiving.
• Coordinates other operational needs for the clinics (meetings, maintenance, services, etc).
• Supports clinicians and supervisors with day-to-day needs and performs duties as needed by multiple clinics at the center.

FLSA Nonexempt Grade 03 Salary Details 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 Standard Hours 37.50 Daily Work Shift 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 in a related field, or an equivalent combination of education and/or experience that demonstrates knowledge and understanding of office administration, organization, coordination, facilitation, bookkeeping and/or report writing.

Certifications/Licenses Required Knowledge, Skills, and Abilities

• Good Excel and Word skills.
• Attention to detail.
• Communication and customer service skills.
• Computer literacy.

Preferred Qualifications

• Knowledge of Rutgers financial/HR systems (Cornerstone, Marketplace, FMS, PeopleSoft). Knowledge of HIPAA rules and regulations and of electronic medical records.
• Comfort interacting with children.
• Bilingual speakers encouraged to apply.
• Familiarity with GAAP.

Equipment Utilized

• Standard office equipment - computers, phones, copiers, faxes.
• Electronic Medical Record (Therasoft Online), Cornerstone, Rutgers Procurement and Accounting Systems.
• Video Recording System (VALT), and assessment kit inventory software (WASP).

Physical Demands and Work Environment

• Some lifting may be required to receive orders.
• Most orders tend to be under 20lbs.
• Carts and assistance can be requested for larger items.

Special Conditions

• Travel between local NB/P campuses is required.

Posting Details

Posting Number 26ST2109 Posting Open Date 11/12/2026 Special Instructions to Applicants Regional Campus Rutgers University-New Brunswick Home Location Campus Busch (RU-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 in a related field, or an equivalent combination of education and/or experience that demonstrates knowledge and understanding of office administration, organization, coordination, facilitation, bookkeeping and/or report writing?

• Yes

• No

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

• Yes

• No

• • Some evening shifts are required to support evening clinic hours. Do you have flexibility to work some evenings?

• Yes

• No

Applicant Documents

Required Documents

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

Optional Documents

• Cover Letter/Letter of Application