Administrative Coordinator - Job at Rutgers University in New Brunswick, NJ

Administrative Coordinator

New Brunswick, NJ

Posted 30 days ago

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Job Description

Position Details

Position Information

Recruitment/Posting Title	Administrative Coordinator
Job Category	Staff & Executive - Administrative & Support
Department	RWJ-Office of the Dean
Overview	New Jersey's academic health center, Rutgers Biomedical and Health Sciences (RBHS) takes an integrated approach to educating students, providing clinical care, and conducting research, all with the goal of improving human health. Aligned with Rutgers University-New Brunswick and collaborating university wide, RBHS includes eight schools, a behavioral health network, and five centers and institutes that focus on cancer treatment and research, neuroscience, advanced biotechnology and medicine, environmental and occupational health, and health care policy and aging research. Our faculty are teachers, clinicians, and scientists with unparalleled experience who advance medical innovation and provide patient care informed by the latest research findings. We offer an outstanding education in medicine, dentistry, pharmacy, public health, nursing, biomedical research, and the full spectrum of allied health careers. Our clinical and academic facilities are located throughout the state-at Rutgers University-New Brunswick, including Piscataway; and at locations in Newark, Scotch Plains, Somerset, Stratford, and other locations. Clinical partners include Robert Wood Johnson University Hospital in New Brunswick, Newark's University Hospital in Newark, and other affiliates. Through this community of healers, scientists, and scholars, Rutgers is equipped as never before to transform lives.
Posting Summary	Rutgers, The State University of New Jersey, is seeking an Administrative Coordinator for the Dean's Office at the Robert Wood Johnson Medical School. Performs and coordinates a wide variety of administrative assistance and support services within the department. Assists in the planning and support of program activities and coordinates office operations. Assists with calendar management, planning, procurement, and analyses. Responsible for the operational functions of the projects assigned, workflow, and providing resolutions where applicable. Among the key duties of this position are the following: Provides administrative, analytical, computing and staff support. Executes assignments (maintains timelines) and tasks requiring data collection, information gathering, analysis, data entry/retrieval, data base maintenance, and forms and graphics generation utilizing a variety of software packages. Serves as liaison between department and administrative units such as Procurement, Accounting and Payroll. Screens calls and provides information in accordance with organizational policy. Receives and appropriately handles incoming correspondence, makes appointments, schedules meetings, and responds to inquiries. Generates correspondence for signature; maintains distribution/mailing lists. Excellent calendar management skills, including the coordination of complex multi-stakeholder meetings. Maintains meeting schedules, exercising discretion, applies informed independent judgement. Makes travel arrangements and prepares meeting agendas and takes meeting minutes. Maintains or assists in maintaining department accounts, monitoring/reconciling expenditures and ensuring compliance with budgets. Coordinates office operations, including forms, secretarial/clerical work, space and office equipment, internal reporting systems and ordering supplies and materials. Suggests methods for office improvement. As directed by the Executive Manager, Office of the Dean, helps to assist in the coordination of assigned search and/or review committees.
Position Status	Full Time
Hours Per Week
Daily Work Shift
Work Arrangement	This position requires a fully on-site work arrangement.
FLSA	Exempt
Grade	21S
Position Salary
Annual Minimum Salary	61620.000
Annual Mid Range Salary	74426.500
Annual Maximum Salary	87233.000
Standard Hours	37.50
Union Description	Non-Union
Payroll Designation	PeopleSoft
Benefits	Rutgers offers a comprehensive benefit program to eligible employees. For details, please go to .
Seniority Unit
Terms of Appointment	Staff - 12 month
Position Pension Eligibility	ABP

Qualifications

Minimum Education and Experience	Bachelor's Degree plus five (5) years of administrative experience in a government agency, university setting or large business office with responsibility for office management, preparation of reports, etc. Equivalent experience, education and/or training may be substituted for the education requirements.
Certifications/Licenses
Required Knowledge, Skills, and Abilities	Must be proficient in computer applications as required by the department. Demonstrate excellent verbal communication, writing and presentation skills, and strong interpersonal skills, including ability to work effectively as a member of a small and dynamic team. Be self-motivated with a pro-active approach.
Preferred Qualifications
Equipment Utilized
Physical Demands and Work Environment	Physical Demands: Standing, sitting, walking, talking and hearing. No special vision requirements. Lifting up to 25 lbs. Work Environment: Office environment. Moderate noise.
Special Conditions

Posting Details

Posting Number	24ST0734
Posting Open Date
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 , 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:

Job Summary

Company

Rutgers University

Start Date

As soon as possible

Employment Term and Type

Regular, Full Time

Required Education

Bachelor's Degree

Required Experience

5 years