Senior Confidential Administrative Assistant Spvr

Ranked #46 in U.S. News & World Report's list of Best Public Colleges and Universities, Rutgers University-Camden is a diverse, research-intensive campus of approximately 6,100 students at the undergraduate, graduate, and doctoral levels and 1,100 faculty and staff members. Located in Camden, N.J., directly across the Delaware River from Philadelphia, the university is uniquely situated to serve the local community while achieving global reach. A U.S. Department of Education-designated Minority Serving Institution, the university thrives due to a supportive culture that helps students achieve their goals and fosters collaboration among employees. Rutgers-Camden is recognized as a national model for civically engaged urban universities and was selected by the Carnegie Foundation for the Advancement of Teaching for a Community Engagement classification. Washington Monthly magazine has ranked Rutgers University-Camden among its "Best Bang for the Buck" universities and best national research universities. Recently, Rutgers-Camden earned Carnegie classification as an R2 research university due to a high volume of internationally recognized research, creative output, and scholarly activity

Rutgers University-Camden seeks a Senior Confidential Administrative Assistant Spvr. The Senior Administrative Assistant serves a critical administrative role within the Division of Finance & Administration at Rutgers University-Camden, providing high-level support to the Senior Vice Chancellor and ensuring the smooth execution of administrative coordination. This position exists to manage complex administrative functions that enable the Senior Vice Chancellor and leadership team to focus on strategic priorities while maintaining operational efficiency and compliance across a large, multifaceted division.

At its core, the role is designed to deliver executive-level administrative support, including managing calendars, coordinating meetings, events and travel, preparing reports and presentations, and handling confidential communications with discretion. The Senior Administrative Assistant acts as a trusted partner to senior leadership, ensuring that day-to-day responsibilities are organized and executed seamlessly. By overseeing logistics, monitoring budgets, and maintaining accurate records, the position safeguards the integrity of divisional processes and supports informed decision-making.

Beyond executive support, the Senior Administrative Assistant serves as the central point of contact for the division, and distributes inquiries and communications accordingly. This includes overseeing office operations, supervising administrative and student staff, and coordinating cross-divisional initiatives that impact multiple units such as finance, procurement, HR, and facilities. The position also plays a key role in processing financial transactions, managing vendor contracts, and supporting onboarding and compliance-related activities, all of which require a high degree of accuracy and policy knowledge.

Finally, the role contributes to organizational effectiveness by supporting leadership team operations and supervising the administrative assistant assigned to Finance & Administration. Through task delegation, performance monitoring, and professional development, the Senior Administrative Assistant ensures that administrative support is collaborative, efficient, and responsive to evolving priorities. While not responsible for setting strategic direction, the position influences planning by tracking action items, synthesizing meeting outcomes, and recommending process improvements that enhance divisional performance.

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.

Rutgers provides a comprehensive benefits package to eligible employees. The specific benefits vary based on the position and may include:

Requires a bachelor's degree in business administration, finance, higher education or a related field, or equivalent combination of education and/or experience, plus an additional two years of relevant work experience.

Required Knowledge

* University Policies & Procedures: Strong understanding of Rutgers administrative, financial, and HR policies, including procurement, travel, payroll, and compliance requirements.

* Financial Systems & Processes: Familiarity with systems such as Marketplace and Cornerstone, and knowledge of budget monitoring, expense tracking, and financial reporting.

* Event & Meeting Coordination: Knowledge of event planning logistics, including catering, AV, facilities, and billing processes.

* Confidentiality & Records Management: Understanding of best practices for handling sensitive information and maintaining secure electronic and hardcopy filing systems.

* Contract & Vendor Management: Awareness of university guidelines for reviewing and processing vendor and third-party contracts.

Required Skills

* Executive-Level Administrative Skills: Ability to manage complex calendars, coordinate travel, prepare high-quality reports and presentations, and handle correspondence with discretion.

* Project Coordination: Strong organizational skills to manage multiple projects, track action items, and ensure timely completion of deliverables.

* Financial & Data Accuracy: Attention to detail in processing transactions, monitoring budgets, and maintaining compliance with financial policies.

* Communication Skills: Excellent written and verbal communication skills for drafting reports, internal communications, and liaising with diverse stakeholders.

* Technology Proficiency: Skilled in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), virtual meeting platforms (Zoom, Teams), and university systems (Marketplace, Cornerstone).

Required Abilities

* Leadership & Supervision: Ability to delegate tasks, provide guidance, and manage performance of administrative staff effectively.

* Problem-Solving & Decision-Making: Capacity to resolve operational issues, prioritize competing demands, and make sound judgments under pressure.

* Adaptability & Initiative: Ability to work independently, anticipate needs, and adapt to changing priorities in a fast-paced environment.

* Collaboration: Strong interpersonal skills to work across divisions and foster positive relationships with internal and external stakeholders.

* Confidentiality & Professionalism: Ability to maintain discretion and uphold the highest standards of integrity in handling sensitive information.

Advanced degree in a related field, project management, experience with systems in use at Rutgers, demonstrated ability to manage budgets, contracts and financial transactions, and/or a proven track record in supervising staff.