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.

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 http://uhr.rutgers.edu/benefits/benefits-overview.

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 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.

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: http://uhr.rutgers.edu/non-discrimination-statement

Supplemental Questions

Required fields are indicated with an asterisk (*).

• Do you have a Bachelor's Degree plus five years of administrative experience in a government agency, university setting or large business office with responsibility for office management, preparation of reports, etc?

• Yes

• No

Applicant Documents

Required Documents

• Resume/CV

Optional Documents

• Cover Letter/Letter of Application