Position Details
Position Information
| Recruitment/Posting Title |
Administrative Assistant |
| Job Category |
URA-AFT Administrative |
| Department |
SEBS - Personnel |
| Overview |
The School of Environmental and Biological Sciences, located on the George H. Cook Campus, is one of the largest schools of Rutgers University in New Brunswick, New Jersey. We pursue excellence in research, teaching, and outreach in areas of study that address the biological spectrum from molecules to ecosystems. Our emphasis is on both the fundamental sciences and the social and human dimensions. We offer 21 undergraduate majors, including plant and animal sciences, microbiology, biotechnology, agriculture and food systems, landscape architecture, food and nutritional sciences, ecology and evolution, marine science and oceanography, environmental sciences and meteorology, human ecology, entomology, and environmental economics.
In addition to instruction in the classroom, field, and laboratory, our students have opportunities for experiential learning on and off campus, including a growing emphasis on international experiences through short- and long-term study abroad. Students also have access to a robust program of applied research and outreach hosted by the New Jersey Agricultural Experiment Station laboratories, farms, business incubators, and marine stations throughout the state. |
| Posting Summary |
Rutgers, The State University of New Jersey is seeking an Administrative Assistant for the School of Environmental and Biological Sciences. This position provides daily coordination and facilitation of the policies and procedures concerning employment of faculty, staff and students in the School of Environmental and Biological Sciences. This position supports designated departments and units of the School of Environmental and Biological Sciences by accurate and timely completion/review of processes and transactions in support of Human Resources and Payroll related activities.
Among the key duties of the position are the following:
- Performs various functions relating to faculty, staff, and student Human Resources and Payroll matters such as serving as ROCS/HCM preparer for Class 1 faculty positions for all of SEBS/NJAES, serving as back up HCM preparer for all of SEBS/NJAES, and processing the verification reverification of eligibility for employment (Form I-9) for all Class 1 staff positions at SEBS/NJAES.
- Completes processes related to Position Management including initiating a Position Request in Oracle HCM Cloud, initiating a Position Request in ROCs, assigning a hire, rehire, reappointment, transferring to the correct Position and updating Positions in Oracle HCM as needed.
- Acts as the designated departments/units point of contact for HCM and Payroll related inquiries.
- Serves as training resource to departments and subject matter expert for HCM Cloud system implementation.
- Responsible for the records management of all faculty personnel documents, including employment documents, letters of recommendation, correspondence, evaluation forms, and shared resource folders, etc.
- Responsible for record management of all staff hiring packets.
- Assists with the daily aspects of tenure-track/tenured faculty matters ensuring proper handling of faculty actions, including recruitment, new appointments, reappointments, promotion, salary adjustments, etc.
- Responds to inquiries from department administrators on coordination of reappointment/promotion forms.
- Provides routine and non-routine information and explanation to employees and department administrators.
- Prioritizes work, resolves routine conflicts and issues, and prepares and implements administrative guidelines and procedures for the unit.
|
| FLSA |
Nonexempt |
| Grade |
03 |
| Salary Details |
$52,602.48 to $57,863 |
| 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 offers a comprehensive benefits package to eligible employees, based on position, which includes:
- 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
- Life insurance coverage
- Employee discounts programs
For detailed information on benefits and eligibility, please visit:
http://uhr.rutgers.edu/benefits/benefits-overview. |
| Position Status |
Full Time |
| Working Hours (per week) |
37.5 |
| Standard Hours |
37.50 |
| Daily Work Shift |
Day |
| Work Arrangement |
Consistent with the current application of Rutgers Policy 60.3.22, this position may be eligible for a hybrid work arrangement.
The flexible work arrangements outlined in Rutgers Policy 60.3.22 are part of a pilot program that is effective September 1, 2022 through August 31, 2023. Therefore, there is no guarantee that this flexible work arrangement will continue beyond that date. Flexible work arrangements are not permanent, are subject to change or cancellation and contingent on the employee receiving approval in the FlexWork@RU Application System. Additional information may be found at
https://futureofwork.rutgers.edu. |
| 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 human resources management or a related field, or an equivalent combination of education and/or experience that demonstrates knowledge and understanding of human resources and payroll practices.
|
| Certifications/Licenses |
|
| Required Knowledge, Skills, and Abilities |
- Demonstrated commitment to excellent customer service.
- Ability to deal with a variety of situations with discretion and confidentiality.
- Strong MS Office skills including intermediate Excel.
- Ability to generate reports from various systems and analyze data.
- Excellent editing skills.
- Excellent attention to detail with a high degree of accuracy.
- Ability to clearly communicate information to a wide variety of audiences.
- Strong written and oral communications skills.
- Results oriented and skilled at leading and participating in teams.
- Ability to manage multiple and complex objectives and tasks concurrently with tight deadlines.
|
| Preferred Qualifications |
- Prior HCM/Payroll system experience preferably Oracle HCM Cloud.
- Knowledge of Rutgers University systems, policies and procedures.
|
| Equipment Utilized |
HCM (PeopleSoft, Oracle HCM Cloud), Cornerstone, Guardian (e-Verify), SEBS systems, and departmental databases on a daily basis.- Windows, Microsoft Office.
- Use of computer, VPN, Virtual Meeting software, telephone, printers, fax, Box, OneDrive, Sharepoint, etc.
|
| Physical Demands and Work Environment |
- Ability to lift up to 15-20 pounds.
- Occasional travel to RU-NB campuses using personal vehicle.
|
| Special Conditions |
- Occasional evening and weekend work hours.
|
Posting Details
| Posting Number |
25ST1705 |
| Posting Open Date |
08/15/2025 |
| Special Instructions to Applicants |
|
| Regional Campus |
Rutgers University-New Brunswick |
| Home Location Campus |
Cook (RU-New Brunswick) |
| City |
New Brunswick |
| 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. Affirmative Action/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 value diversity of background and opinion, and prohibit discrimination or harassment on the basis of any legally protected class in the areas of hiring, recruitment, promotion, transfer, demotion, training, compensation, pay, fringe benefits, layoff, termination or any other terms and conditions of employment. For additional information please see the Non-Discrimination Statement at the following web address: http://uhr.rutgers.edu/non-discrimination-statement |
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