Adminstrative Assistant

Posting Summary

Rutgers University Newark, an urban public research university and anchor institution, located in Newark , New jersey a city of provide is seeking an administrative Assistant. Reporting to the Regional Director in Small Business Development Center. This Position will provide general office administrative duties and SBDC client management and monitoring functions such as handling center inquiries email. reception duties and customer service duties.

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

• Monitors and provides maintenance on the SBDC client database with confidentiality
• Assists with event planning, registration, client communication, organizing and coordination
• Coordinates marketing and outreach for SBDC
• Assists the Assists Regional Director with special projects
• Coordinates and prepares promotional materials; liaise with suppliers, and vendors and oversees the maintenance of all promotional materials
• Assists with the monitoring of the Centers grant and program income accounts and is responsible for accurate bookkeeping of the Centers financial records, PeopleSoft financial management system, and in-house financial accounting procedures as well as manages PeopleSoft purchasing system and procedures
• Keeps maintenance of Personnel Data Record and Payroll Authorizations forms with confidentiality
• Supervises work-study student employees and oversees part-time workers
• Coordinates training and event schedules, onsite training procedures, and all training logistics arrangements as well as responsible for the coordination of all training program reporting in the SBDC events database system
• Conducts initial client needs assessments for small business clients and directs them to appropriate program services

Qualifications

Minimum Education and Experience

Requires a bachelors 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. Also requires good communication skills and computer literacy.

Certifications/Licenses

Preferred Qualifications

Required Knowledge, Skills, and Abilities

• Independent thinking, ability to initiate ideas and execute projects independently, decision-making abilities, attention to detail, ability to multi-task, and impeccable organizational skills with the ability to manage organizational operational requirements and program compliance
• High technology competencies (computer, Internet, website) and use of basic computer software (Excel, MS Office, Word, PowerPoint, database application, etc.)
• Social Media capability and knowledge of financial worksheets
• Experience in business, marketing; sales, financial management, and/or customer service a plus.
• Familiarity with grant management and SBA regulations a plus.
  

Equipment Utilized

NJSBDC Intranet IC client management database system. ScholarChip Online Payment Gateway and PeopleSoft financial systems. Blackboard access, posting and document review.Website management & maintenance. Constant Contact Electronic Marketing Portal. PeopleSoft HCM database management of employee and consultant time.

Physical Demands and Work Environment

Special Conditions

Posting Details

Posting Number 23ST0564

Posting Open Date 03/21/2023

Special Instructions to Applicants

Regional Campus Rutgers University-Newark

Home Location Campus Rutgers University-Newark

City Newark

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 60.1.35 Immunization Policy for Rutgers Employees and Prospective Employees (https://policies.rutgers.edu/6...) , Rutgers University requires all prospective employees to provide proof that they are fully vaccinated and have received a booster (where eligible) against COVID-19 prior to commencement of employment, unless the University has granted the individual a medical or religious exemption. Employees who are not eligible for a booster at the time of an offer of employment must provide proof they have received a booster upon eligibility and upload proof of same. Under Policy 100.3.1 Immunization Policy for Covered Individuals (https://policies.rutgers.edu/s...) , 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 candidates 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-dis...