Administrative Coordinator

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.

The Administrative Coordinator performs and coordinates a wide variety of administrative assistance and support services within the department. The Administrative Coordinator also assists in the planning and support of program activities and coordinates office operations. Additionally, the Administrative Coordinator assists with calendar management, planning, procurement, and analyses, and is 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.

FLSA
Exempt


Grade
21S


Salary Details

Minimum Salary
66009.000


Mid Range Salary
79728.000


Maximum Salary
93446.000


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
MPSC - Legacy UMD


Payroll Designation
PeopleSoft


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
26ST1813


Posting Open Date

Special Instructions to Applicants

Regional Campus
Rutgers Biomedical and Health Sciences (RBHS)


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: