New

Senior Administrative Assistant (to the Dean)

Rutgers University

life insurance, employee discount

United States, New Jersey, New Brunswick

Dec 05, 2025

Position Details

Position Information

Recruitment/Posting Title	Senior Administrative Assistant (to the Dean)
Job Category	URA-AFT Administrative
Department	Graduate School New Brunswick
Overview	Rutgers, The State University of New Jersey, is a leading national research university and the State of New Jersey's preeminent, comprehensive public institution of higher education. As one of the largest employers in the State of New Jersey, Rutgers University is committed not only to the students and the State that we serve, but also to the faculty and staff who work on our campuses. For two consecutive years, Rutgers is ranked on Forbes' list of America's Best Large Employers. Rutgers holds #64 of 500 employers and is the #1 New Jersey employer on the publication's 2023 list. Rutgers' commitment to its employees includes maintaining and fostering a safe, diverse, and respectful workplace environment, creating employment opportunities for our nation's military veterans, and ensuring accessibility and accommodation for individuals with disabilities.
Posting Summary	Rutgers, The State University of New Jersey, is seeking a Senior Administrative Assistant (to the Dean) for the School of Graduate Studies. The Senior Administrative Assistant provides support to the Dean and Senior Associate Deans in the School of Graduate Studies. This person is responsible for serving as the primary point of contact for those needing the Dean or Senior Associate Deans. Among the key duties of this position are the following: Provides executive-level support to the Dean and two Senior Associate Deans. Manages the Dean's calendar, schedules all appointments and arranges meetings. Responds to inquiries made to the Dean and Senior Associate Deans and determines the urgency of situations which may require immediate attention (i.e., student in crisis, request from senior management, request from faculty, and request by the media). Serves as a liaison between the Dean and the SGS Community including faculty, staff administrators and students. Serves as a trouble-shooter in solving routine, administrative, or procedural problems, collaborating with other units as needed. Maintains strict confidentiality on all matters involving staff, students, faculty, correspondence, communications, budgets and administrative matters. Handles complex inquiries or refers them as appropriate. Communicates with other University offices, schools, and centers to exchange information, enlist cooperation and implement School of Graduate Studies programs. Creates systems to manage information coming in and out of the Dean's Office, ensures that reports are reviewed and evaluated by the Dean and meets with the Dean to determine information needed for meetings. Maintains SGS records, policy and decision files, regulations, historical files and similar documentation applicable to the programs administered. Works closely with the Dean and others on special projects. Coordinates with others the implementation of the Dean's plans, manages team projects and ensures that deadlines are met. Provides all travel logistics for the Dean and visitors. Serves as subject matter expert to the Dean on all travel policies and procedures.
FLSA	Exempt
Grade	05
Salary Details
Minimum Salary	68278.480
Mid Range Salary	84393.980
Maximum Salary	100509.480
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	This position requires a fully on-site work arrangement.
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 preferably in a related field or an equivalent combination of education and/or experience. Two years of relevant experience.
Certifications/Licenses
Required Knowledge, Skills, and Abilities	Ability to use independent judgment, tact, and decisiveness while working under the pressure of constantly changing priorities, unanticipated urgent demands, multiple tasks, and projects with competing deadlines. Maintain confidentiality of information, records and correspondence using judgment and discretion. Demonstrated skill in identifying the correct issues to be communicated, the appropriate audience, the method of communication, and the timing of the communication. Skill to independently compose letters, memos, reports, and other written communication materials for a variety of audiences, using correct spelling, grammar, punctuation, composition, text editing, and proofreading skills. Superior communication skills to effectively and professionally communicate using tact and diplomacy with internal and external campus community including international visitors. Experience managing calendars and coordinating travel arrangements as necessary. Ability to be student-focused and service-oriented. Must display enthusiasm and an interest in the mission, vision, goals, and inner-workings of the School of Graduate Studies. Demonstrated ability to perform data research, multitask and effectively prioritize and manage time.
Preferred Qualifications	A Master's degree and/or work experience in student affairs or another higher education division helpful. Experience with database management.
Equipment Utilized	Personal computer, telephone, copy/scan/fax machine. Microsoft Office products (Outlook, Word, PowerPoint), Zoom and databasesystems. University procurement systems: MarketPlace, Concur, TCard, and Pcard and Rutgers Recruitment, Onboarding and Classification System. Website maintenance using a content management system.
Physical Demands and Work Environment	The position requires participation and attendance at two convocation ceremonies held for students receiving their Masters and PhDs. Additionally the position requires attendance at an annual Merit & Achievement Awards Ceremony. In person presence is required as the convocations and Merit & Achievement Awards are signature events hosted by the Dean. At times the Senior Administrative Assistant may attend in-person meetings at other buildings on the New Brunswick/Piscataway Campus.
Special Conditions

Posting Details

Posting Number	25ST2438
Posting Open Date	12/05/2025
Special Instructions to Applicants
Regional Campus	Rutgers University-New Brunswick
Home Location Campus	College Ave (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.

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