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Administrative Assistant

Rutgers University- Newark (RU-N), an urban public research university and anchor institution, located in Newark, New Jersey, a city of promise is seeking an Administrative Assistant Reporting to the Director of Admissions.

This position is responsible for the following and not limited to:

  • Provides administrative support to the Office of Graduate and Undergraduate Admissions by assisting with the coordination and administration of programs, projects, and/or processes and with the preparation and control of records, statistics, reports and documents. The Administrative Assistant is the first point of contact for visitors to the Office of Graduate and Undergraduate Admissions. He/she must be able to professionally manage high volume welcome/reception and processing areas; schedule appointments, arrange and coordinate logistics for events and meetings. Processes various administrative documents and data including scanning and linking documents such as transcripts and financial documents. Creates routine informational materials for efficient operational use that will help student workers who answer phones, scan/link/file documents, and assist visitors who come into the office.
  • The Administrative Assistant will work in coordination with the Director of Admissions and the Program Coordinator to provide work direction to the student workers who provide office support by helping with the mail, phones and tours. The Administrative Assistant will prioritize tasks, and manage the flow of traffic in the welcome/reception and processing areas, handling regular walk-in traffic as well as scheduled appointments/visitors to the office. The Administrative Assistant must be able to multi-task, manage conflicting deadlines, proactively raise issues to the Director of Admissions, and manage intricate event details assigned throughout the year with minimal direction.
  • The Administrative Assistant will manage other duties as assigned throughout the year demonstrating his/her capability to learn new information, understand it and use that information to be effective in the position. Communicates effectively to all colleagues through regular and planned communication and/or meetings so that information and updates have been passed accurately and timely to those who require it. Is accurate and demonstrates true commitment to quality work in all aspects of the job. Due to the nature of this position and it’s open location, this person must maintain an organized, neat, clean, and confidential area; must also ensure that reception area is always neat, clean, and visually pleasing and welcoming to visitors.