Rutgers, The State University of New Jersey, is seeking a Program Assistant for the Office of Advanced Research Computing for the Office of Information Technology.
The Office of Advanced Research Computing's (OARC's) Business Operations, Grant Management, and Workforce Development team directs the financial management, budget, grant coordination, strategic planning and project management, human resources, event, marketing, and educational activities of the department. This essential team is now seeking a Program Assistant who will work in both the Piscataway and Newark OARC offices. Reporting to the Director of Business Operations, Grant Management, and Workforce Development, under the Associate Vice President (AVP) for Advanced Research Computing, the Program Assistant is a skilled and experienced professional role which will support the department's administrative functions. The incumbent will oversee the daily operations and performance of two offices and their facilities management. The Program Assistant will perform administrative duties including scheduling meetings, maintaining calendars/schedules, making travel arrangements, purchasing, expense reporting, facilities management, and general office management.
Among the key duties of this position are the following:
Executive assistance to AVP, Directors, and other staff including presentation materials, meetings, scheduling, and other administrative functions, as needed. Will be heavily relied upon by the AVP, Directors, and other staff to ensure the smooth facilitation of the department.
Calendar management and schedules meetings on behalf of the department, including room reservations, setting up/tearing down equipment, catering, agendas, taking meeting minutes when requested, and other duties. Presence in either Piscataway or Newark office on any particular day may be determined by scheduled meetings or other events for which the Program Assistant is needed and/or primarily responsible for coordinating and ensuring they run smoothly.
Greets visitors to the department and provides assistance, as needed. Screens calls and provides information in accordance with organizational policy. Receives and appropriately handles incoming correspondence and responds to inquiries. Responsible for timely follow-up of problems and questions.
Researches needed products, on request; Acts as primary purchasing requester; Manages the inventory and ordering of office supplies and business cards as needed; Communicates with vendors: obtains quotes, sends Purchase Orders and invoice inquiries, when necessary; Works closely with the department's Business Specialist and other team members to ensure procurement and other business needs of the department are met, as well as accurately tracked and inventoried.
Assists with human resources functions including new hire online templates, I-9 verification, time sheet management/tracking for student staff and others as needed, assisting with job descriptions, CARFs, and applicant screening; onboarding of new staff and students; task delegation for student staff.
Liaison to Faculty Advisory Committee, an internal advisory board made up of high level directors, VP's, and faculty from all parts of the University.
Minimum Education and Experience:
Bachelor's Degree in a related field is required; plus one (1) year of relevant work experience in an administrative function.
Equivalent experience, education and/or training may be substituted for the education requirements.
Required Knowledge, Skills, and Abilities:
Excellent communication and interpersonal skills.
Proficiency in MS Windows suite of programs including Word, PowerPoint, Excel and Outlook.
The candidate must be able to manage their time and balance the demands of two offices, finding the appropriate balance and maintaining flexibility.
The incumbent should be self-reliant, an independent worker and thinker, and exercise sound professional judgment in addition to having the ability to work with a variety of University offices and personalities; manage multiple priorities simultaneously; and adhere to deadlines.
We are looking for a candidate who has a friendly, collegial, flexible, and professional demeanor, with a focus on customer satisfaction and problem resolution.
We are searching for a professional with a high-level of accountability and the ability to work with autonomy, prioritizing and managing multiple projects at any given time. An individual who takes pride in their excellent organizational skills, with particular attention to detail and accuracy. This role will be very visible to high levels of the University administration and therefore must be an excellent representative of the quality of OARC's work and importance to the University.
Driver's license to travel to different sites.
Physical Demands and Work Environment:
Physical Demands: Standing, sitting, walking, talking or hearing. No special vision requirements.
Requires the ability to work 2-3 days/week in Piscataway and the balance in Newark, as needed. Flexibility in this regard is of paramount importance.
Posting Number: 18ST3932
Location: Piscataway (RBHS)
Internal Number: 81008
About Rutgers University
Rutgers, The State University of New Jersey, is a leading national public research university and the state's preeminent, comprehensive public institution of higher education. Rutgers is dedicated to teaching that meets the highest standards of excellence; to conducting research that breaks new ground; and to turning knowledge into solutions for local, national, and global communities. As it was at our founding in 1766, the heart of our mission is preparing students to become productive members of society and good citizens of the world. Rutgers teaches across the full educational spectrum: preschool to precollege; undergraduate to graduate and postdoctoral; and continuing education for professional and personal advancement. Rutgers is New Jersey's land-grant institution and one of the nation's foremost research universities, and as such, we educate, make discoveries, serve as an engine of economic growth, and generate ideas for improving people's lives.