Senior Executive Assistant

Rutgers University

United States, New Jersey, New Brunswick

Jan 10, 2025

Position Details

Position Information

Recruitment/Posting Title	Senior Executive Assistant
Job Category	Staff & Executive - Administrative & Support
Department	University Librarian
Overview	Rutgers University Libraries are the intellectual center of the university-serving all members of the university community, supporting all disciplines, and playing a key role in advancing student learning and faculty research. The Libraries serve all institutions that make up Rutgers, The State University of New Jersey: Rutgers University-New Brunswick, Rutgers University-Newark, Rutgers University-Camden, and Rutgers Biomedical and Health Sciences. The Libraries have a highly valued faculty and staff of about 200, who are committed to developing innovations in access services, information literacy, and digital initiatives. Rutgers University Libraries operate with a budget of $45 million and have outstanding collections, especially in jazz and New Jerseyana. Collectively, the Libraries' holdings include more than 5 million volumes. The Libraries hold memberships in ARL, CNI, CRL, Lyrasis, NERL, VALEnj, SPARC, and the Coalition of Open Access Policy Institutions ( COAPI); use Ex Libris, Alma, Primo, and OCLC as primary bibliographic utilities; and utilize a Fedora-based institutional repository.
Posting Summary	Rutgers, The State University of New Jersey is seeking a Senior Executive Assistant for the University Librarian. Among the key duties of the position are the following: Provides confidential support in a wide range of library-wide strategic areas. Serves as the primary point of administrative contact for the VPUL/University Librarian for internal and external constituencies, often concerning complex and confidential issues and exercises discretion and sound judgement in handling day-to-day matters. Coordinates and manages the administrative suite for the University Libraries. Prioritizes and supervises work, resolves routine conflicts and issues, prepares, and implements administrative guidelines and procedures, and provides oversight and facilitation as needed within the University Librarian office. Creates informational materials; prepares, processes, and controls records, reports, and documents. Schedules the VPUL/UL appointments; arranges and coordinates design and logistics for events and meetings; and completes other work consistent with a broad understanding of the mission, vision, role, and the goals of the University Libraries. Serves as liaison within and external units. Works under general supervision, within established work parameters, with few direct instructions. Performs professional work that requires knowledge of general administrative/office management principles and practices, and basic knowledge of internal control concepts.
Position Status	Full Time
Hours Per Week
Daily Work Shift	Day
Work Arrangement
FLSA	Exempt
Grade	06
Position Salary
Annual Minimum Salary	79387.00
Annual Mid Range Salary	100485.00
Annual Maximum Salary	121582.00
Standard Hours	37.50
Union Description	Administrators Confidential
Payroll Designation	PeopleSoft
Benefits	Rutgers offers a comprehensive benefit program to eligible employees. For details, please go to http://uhr.rutgers.edu/benefits/benefits-overview.
Seniority Unit
Terms of Appointment	Staff - 12 month
Position Pension Eligibility	ABP

Qualifications

Minimum Education and Experience	Bachelor's degree; or an equivalent combination of education and/or experience that demonstrates comprehensive knowledge and understanding of executive management and administrative principles and practices. Five (5) years of experience in complex administrative work in a frequently changing, fast-paced environment.
Certifications/Licenses
Required Knowledge, Skills, and Abilities	Excellent interpersonal, written, and oral communication skills with a keen eye for details. Excellent organizational and planning skills, and the ability to manage competing deadlines. Strong computer literacy skills.
Preferred Qualifications	Basic research skills. Prior experience in a large, fast-paced higher education environment with frequently changing priorities.
Equipment Utilized	MS Office applications (including proficiency in Word, Excel, PowerPoint, Access). Videoconferencing tools such as WebEx, Zoom, MS Teams, etc., and web navigation. Works regularly with University systems such as PeopleSoft and Absence Reporting System.
Physical Demands and Work Environment
Special Conditions	May require working some evening and weekend hours.

Posting Details

Posting Number	25ST0068
Posting Open Date	01/10/2025
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.

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