Position Details
Position Information
| Recruitment/Posting Title |
Senior Legal Secretary - Office of University Labor Relations |
| Job Category |
Staff & Executive - Administrative & Support |
| Department |
Office of Univ Labor Relations |
| 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 Legal Secretary for the Office of University Labor Relations.
Among the key duties of the position are the following:
- Provides a wide variety of confidential administrative assistance to the Office of University Labor Relations, as assigned.
- Handles attorney-client privileged and confidential attorney work-product documents, information, and communications as well as a full range of complex and sensitive administrative functions for assigned OULR staff.
- Maintains calendars, schedule appointments and meetings, arranges and coordinates logistics for events and meetings, and ensures follow up.
- Coordinating and schedules in-person meetings, Zoom and MSTeams meetings, administrative hearings, grievance hearings, mediations, witness meetings, accurately keeps track of stewards, officers and spokespersons and the union conference time provisions as necessary.
- Maintains and regularly updates numerous databases within OULR to ensure completeness and accuracy. All coding for databases must be completed timely and accurately.
- Must maintain databases of employees, employee type and payroll systems.
- Prepares appropriate documents for signature and approval.
- Handles updating information and inputting into HCM system, dues deductions for Unions and Seniority dates.
- Handles running and sending seniority reports to unions and also sending the seniority reports to departments.
- Provides appropriate authorization within ROCS. Maintains and organizes OULR records, files and archives.
- Collects data necessary for preparing reports and presentations and uses Word, Excel, PowerPoint and other presentation software to draft reports and presentations.
- Processes union dues deductions authorizations within contractual agreement parameters. Responds appropriately to changes in all processes. All authorizations must be processed promptly upon receipt. Processed dues deduction cards must be filed promptly and accurately. Authorizations which do not meet contractual agreement parameters must be handled according to established procedures.
- Resolves various dues deductions problems.
- Completes and updates union personnel actions analysis reports.
- Maintains and creates grievance records and logs.
- Identifies contractual deadlines outlined in various collective negotiations agreements.
- Prepares correspondence to grievants and grievance committee members.
- Tracks activities relating to grievances.
- Responsible for coordinating and distributing grievance material to committee members. Prepares and updates status reports and historical spreadsheets related to all faculty grievances.
- Perform routine and as-assigned tasks in electronic systems including document management and matter management; travel and expense management; archiving and records management software and database program; create, maintain and organize files electronically and in paper form.
- Assists Deputy General Counsel and assigned staff with various position-related tasks as needed on a day-to-day basis. This includes tracking projects as necessary, and coordinating agendas for meetings, conducting research and managing ad hoc projects as necessary, and coordinating issues/cases/scheduling as needed with Office of Executive Vice President and General Counsel ("OGC").
- Coordinates meetings with OGC attorneys and requests for legal review by attorneys.
- Prepares travel requests in compliance with office and university travel policies and guidelines, including but not limited to: submitting conference registration forms; booking flights; arranging ground transportation; reserving hotel accommodations; and estimating shuttle, taxi, mileage and toll charges; reconciling travel and related expenses and receipts and submitting in the online travel and expense database for reimbursement.
- Tracks inbound and outbound correspondence to ensure timely reply, gathers background materials as necessary for replies, tracks follow up from other offices, and assists in proofreading and finalizing correspondence for signature.
- Performs other duties as assigned
|
| FLSA |
Nonexempt |
| Grade |
04 |
| Salary Details |
|
| Minimum Salary |
62129.000 |
| Mid Range Salary |
78642.000 |
| Maximum Salary |
95154.000 |
| 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 |
|
| Union Description |
Administrators Confidential |
| Payroll Designation |
PeopleSoft |
| Seniority Unit |
|
| Terms of Appointment |
Staff - 12 month |
| Position Pension Eligibility |
ABP |
Qualifications
| Minimum Education and Experience |
- Bachelor's degree in a related field; or an equivalent combination of education and/or experience.
- Two (2) years of relevant experience.
|
| Certifications/Licenses |
|
| Required Knowledge, Skills, and Abilities |
- Proficiency with Microsoft Office software applications including word processing, spreadsheets, and email; online internet searching; ability and adaptability to learn new software applications and procedures.
- Ability to set priorities and work under pressure to meet deadlines.
- Ability to maintain a high degree of confidentiality and to effectively communicate with clients, attorneys and other professionals.
- Ability to be a self-starter who is detail-oriented, and has strong organizational skills and the ability to work independently with a high degree of accuracy.
- Strong verbal and interpersonal communication skills is a must.
|
| Preferred Qualifications |
- Experience working with attorneys and/or in a legal office or setting.
|
| Equipment Utilized |
- Software programs and databases utilized: NetDocuments (document management). LexisNexis\CounselLink (e-billing and matter management).
- SciQuest (RU Marketplace) (Procurement).
- Concur (travel and expense management).
- Infolinx (archive and records management).
|
| Physical Demands and Work Environment |
- Travel on occasion may be necessary.
|
| Special Conditions |
|
Posting Details
| Posting Number |
26ST0326 |
| Posting Open Date |
02/18/2026 |
| Special Instructions to Applicants |
|
| Regional Campus |
Rutgers University-New Brunswick |
| Home Location Campus |
Downtown 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 |
Rutgers University
life insurance, employee discount
Feb 19, 2026