Job description
Position Details
Position Information
Recruitment/Posting Title
Administrative Coordinator
Job Category
Staff & Executive - Administrative & Support
Department
RBHS - Academic & Student Affairs
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.
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 Academic and Student Affairs Department within Rutgers Biomedical and Health Sciences.
The Administrative Coordinator is an integral member of the combined Office of Academic Affairs which includes the Office of Academic and Student Affairs and the Office of Faculty Affairs. The Administrative Coordinator reports to the Assistant Vice Chancellor for Academic & Student Affairs (AVCASA) and supports administrative activities for all units within the office. The Administrative Coordinator interfaces with offices at all RBHS schools and campuses to assist with implementing relevant federal, state and University regulations, policies, and protocols. Interacts The Administrator Coordinator will also interact with administrative offices across the University, external federal and state agencies, and other colleges and universities on assigned duties.
Among the key duties of this position are the following:
The Administrative Coordinator is an integral member of the combined Office of Academic Affairs which includes the Office of Academic and Student Affairs and the Office of Faculty Affairs. The Administrative Coordinator reports to the Assistant Vice Chancellor for Academic & Student Affairs (AVCASA) and supports administrative activities for all units within the office. The Administrative Coordinator interfaces with offices at all RBHS schools and campuses to assist with implementing relevant federal, state and University regulations, policies, and protocols. Interacts The Administrator Coordinator will also interact with administrative offices across the University, external federal and state agencies, and other colleges and universities on assigned duties.
Among the key duties of this position are the following:
- Monitors the RBHS Registrar e-mail account. Responds to or forwards communications for response as required.
- Serves as primary contact for ordering of diplomas and related materials; interacts with vendor as necessary.
- Schedules, takes minutes for, and develops agendas and other materials in preparation or as follow-up for meetings.
- Supports the office human resource functions including but not limited to time and attendance and ROCS management.
- Maintains calendars for AVCASA and supports calendaring for all members of the Office of Academic and Student Affairs.
- Provides support to and checks information developed for special projects within the department for reliability, consistency, completeness, accuracy, and appropriateness.
- Receives, handles, and relays confidential communications.
- Manages the department shared drives and related folders, including file organization, naming conventions, and long-term maintenance.
Position Status
Full Time
Hours Per Week
Daily Work Shift
Work Arrangement
FLSA
Exempt
Grade
21S
Position Salary
Annual Minimum Salary
53917.000
Annual Mid Range Salary
64456.000
Annual Maximum Salary
76347.000
Standard Hours
37.50
Union Description
HPAE, Local 5094
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.
Rutgers also offers a benefit program to eligible full-time postdoctoral fellow students. For details, please go to https://finance.rutgers.edu/healthcare-risk/insurance/postdoctoral-health-insurance.
Rutgers also offers a benefit program to eligible full-time postdoctoral fellow students. For details, please go to https://finance.rutgers.edu/healthcare-risk/insurance/postdoctoral-health-insurance.
Seniority Unit
Terms of Appointment
Staff - 12 month
Position Pension Eligibility
ABP
Qualifications
Minimum Education and Experience
- Bachelor’s Degree plus four (4) years of progressively more responsible administrative experience, of which three (3) have involved higher education activities.
- Additional related experience may be substituted for the degree on a year-for-year basis.
Certifications/Licenses
Required Knowledge, Skills, and Abilities
- Demonstrated proficiency in Access, Excel, PowerPoint and Word.
- Must possess exceptional writing and editing skills and the ability to compose correspondence.
- Must be a self-starter with abilities to work autonomously and as part of a team, when needed.
- Must have exceptional time management skills and the ability to prioritize and manage multiple projects and deadlines.
- Experience working with multiple stakeholders and the ability to thrive in a team environment.
- Ability to exercise sound judgment in making critical decisions.
- Demonstrated strong interpersonal skills working in a service-oriented environment with the ability to work with all constituencies.
Preferred Qualifications
- Familiarity with U.S. Department of Education software programs.
- Experience with WordPress.
Equipment Utilized
Physical Demands and Work Environment
- Ability to navigate office and communal spaces on multiple Rutgers campuses; oral and verbal communication ability, no special vision requirements. Lifting up to 20 lbs., with or without accommodations.
- Office environment.
- Moderate noise.
Special Conditions
Posting Details
Posting Number
23ST0963
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 60.1.35 Immunization Policy for Rutgers Employees and Prospective Employees, Rutgers University requires all prospective employees to provide proof that they are fully vaccinated and have received a booster (where eligible) against COVID-19 prior to commencement of employment, unless the University has granted the individual a medical or religious exemption. Employees who are not eligible for a booster at the time of an offer of employment must provide proof they have received a booster upon eligibility and upload proof of same. 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.
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