Clerical Assistant Casual

About the role

The Division of Enrollment Management at Rutgers University–Newark (RU‑N) is committed to attracting, enrolling, and supporting students throughout their academic journey. The division includes One Stop Student Services (integrating Financial Aid and the Registrar), the Offices of Undergraduate and Graduate Admissions, and the Center for Pre‑College Programs. The Clerical Assistant will play a critical role in supporting daily operations within the Office of the Registrar and across the Division of Enrollment Management.

Reporting to the Associate Registrar, this position provides assistance to the registration, records, and support services within the Office of the Registrar. Position status: Part‑time, temporary hourly appointment. Working hours: 19.75 per week, day shift. Consistent with Rutgers Policy 60.3.22, this position may be eligible for a hybrid work arrangement (subject to approval in the FlexWork@RU system).

Responsibilities

• Assist in year‑round registrations, processing of verifications, transcripts/apostilles, diplomas, and record updates and inquiries ensuring FERPA compliance.
• Audit and maintain student academic records; rosters, grade changes as aligned with policies.
• Inventory, scan, index, and archive documents in compliance with retention schedules.
• Utilize professional judgment on an individual basis to adjust student records within appropriate compliance standards.
• Manage Salesforce cases and calls from students, faculty, staff, and third parties.
• Audit data to ensure accuracy to meet state reporting deadlines.
• Continually review, support, and update training materials and practices to align with professional standards and maximize efficiency.

Requirements

Minimum Education and Experience: High school diploma or equivalent, and/or up to 4 years of relevant office, clerical, bookkeeping, library assistant, or related experience depending on the duties to be performed. An equivalent combination of education and/or experience may be substituted for the experience requirement.

Knowledge, Skills, and Abilities:

• Outstanding oral and written communication skills.
• Advanced proficiency with Microsoft Office Suite (Word, Access, Excel) or comparable products.
• Ability to handle a wide variety of tasks simultaneously and maintain calm under pressure.
• Sustained attention to detail while maintaining awareness of important priorities.
• Regularly take initiative and always follow through independently.
• Ability to manage time and projects to complete work thoroughly and on time.
• Ability to interact effectively with diverse people and a wide range of stakeholders: students, alumni, faculty, outside constituents, and university officers.

Preferred Qualifications

• Bachelor’s degree.
• Knowledge of computer software, familiarity with Microsoft Office products, willingness to learn the Student Records Database (SRDB), Adobe, Salesforce, Tableau.

Benefits

Rutgers provides a comprehensive benefits package to eligible employees. 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

Pay

$15.92 to $20.00 per hour. The final salary offer may be determined by several factors, including the candidate’s qualifications, experience, and expertise, availability of department or grant funds, market benchmarks, and internal equity.

Schedule

• Part‑time, 19.75 hours per week
• Day shift
• Hybrid work arrangement possible (subject to FlexWork@RU approval)

Physical Demands

Must be able to lift 25 pounds.

Equipment Utilized

• Desktop computers, MS Office software suite (MS Word, Excel, PowerPoint)
• IMS Student Records Database
• Imaging technologies such as scanners, Adobe Acrobat, Perceptive Content software