Job description
Position Details
Position Information
Recruitment/Posting Title
Coordinator of Administrative Services
Job Category
Staff & Executive - Administrative & Support
Department
SAS - Dean's Office
Overview
The School of Arts and Sciences (SAS) at Rutgers University is the largest academic unit of the University and is comprised of 41 academic departments spanning humanities, social, physical and life sciences and over 100 different majors, plus programs, centers, bureaus and institutes. SAS has a membership of over 2,000 permanent and temporary faculty (instructional and research), teaching and graduate assistants, part-time lecturers, and post-doctoral appointees, and over 500 administrative staff.
Arts and Sciences delivers a wide array of services in support of the teaching, research, and service missions of the School. We are committed to providing academic departments, programs, and centers in the School of Arts and Sciences with reliable and trusted service, clear policies and procedures, innovative technologies, and a commitment to administrative excellence and efficiency.
The School of Arts and Sciences promotes anti-racist, inclusive, equity-enhancing ideas and practices both inside and outside of the classroom for our community of educators, staff, and students. This includes a diverse set of voices and experiences. All individuals no matter their race, ethnicity, gender, gender identity, nationality, history, sexual orientation, religious practices, or socio-economic status are valued and respected. The School of Arts and Sciences is especially interested in candidates who can contribute to and support the diversity and excellence of the organization. Applicants are encouraged to include in their cover letter information about how they will further our commitment to these values.
Posting Summary
Rutgers, The State University of New Jersey, is seeking a Coordinator of Administrative Services for the School of Arts and Sciences (SAS). This position reports to the SAS Human Resources Manager . The Coordinator of Administrative Services is responsible for administering the human resources and academic personnel policies affecting SAS employees (including staff, faculty, student workers, and hourly employees).
Among the key duties of this position are the following:
Among the key duties of this position are the following:
- Provides HR and Academic services related to SAS including, but not limited to: create and maintain confidential electronic personnel records and databases.
- Develops, conducts and monitors processes of recruitment, hire, orientation, and discipline in concert with various departments and units within SAS and the University.
- Assists with all aspects of the annual salary increment and compensation processes for SAS faculty and staff.
- Ensures compliance with relevant aspects of faculty and staff contractual agreements and university policies.
- Recommends, delivers and monitors employee development programs aligned with SAS and university mission and strategic goals.
- Conducts periodic and as-needed staff administrative support position classification and review.
- Assess and conducts employee development.
- Provides guidance for and ensures completion of performance management and evaluations of relevant staff.
- Collaborates with the Assistant Director to identify critical staff support organizational needs.
- Collaborates with the Assistant Director to review existing policies and procedures and recommend policies and procedures as needed.
- Gathers data (including confidential and sensitive), generates reports, analyzes data and prepares reports, ongoing data review to ensure data integrity, and establish effective and efficient procedures and practices to ensure data requirements are met with valid data.
- Prepares and distributes documents, including cost-related analyses, requested by the Office of University Labor Relations, and the Office of General Counsel in support of the university’s labor negotiations efforts and in support of labor relations functions related to the administration of collective negotiations agreements.
Position Status
Full Time
Hours Per Week
Daily Work Shift
Work Arrangement
Consistent with the current application of Rutgers Policy 60.3.22, this position may be eligible for a hybrid work arrangement.
The flexible work arrangements outlined in Rutgers Policy 60.3.22 are part of a pilot program that is effective September 1, 2022 through August 31, 2023. Therefore, there is no guarantee that this flexible work arrangement will continue beyond that date. Flexible work arrangements are not permanent, are subject to change or cancellation and contingent on the employee receiving approval in the FlexWork@RU Application System. Additional information may be found at
https://futureofwork.rutgers.edu.
FLSA
Exempt
Grade
05
Position Salary
Annual Minimum Salary
58867.000
Annual Mid Range Salary
73298.000
Annual Maximum Salary
87729.000
Standard Hours
37.50
Union Description
URA-AFT Administrative
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 in human resources management or an equivalent combination of education and/or experience.
- Two or more years of experience in a human resources related position performing employment related duties.
Certifications/Licenses
Required Knowledge, Skills, and Abilities
- Demonstrates knowledge and understanding of human resources, office administration, work organization, coordination, facilitation, and writing principles and practices.
- Ability to clearly communicate information to a wide variety of audiences.
- Strong written and oral communication skills.
- Strong interpersonal communication, analytical, computer and organization skills.
- Capacity to work as part of a team and provide exemplary customer service.
- Capacity to perform in a high-pressured, confidential office.
- Working knowledge of Microsoft Office.
Preferred Qualifications
- Prior human resources experience or administrative experience in an institution of higher education.
Equipment Utilized
- Microsoft Office, Guardian I-9 system, PeopleSoft, ROCS, FCP/SCP/P4P systems, SAS systems/databases/ListServs, Zoom, DocuSign, RU Marketplace, Qualtrics, OrgChart 14, Joomla.
Physical Demands and Work Environment
- Lifting up to 15 pounds.
- Travel to all Rutgers University New Brunswick campuses.
Special Conditions
Posting Details
Posting Number
23ST0903
Posting Open Date
04/06/2023
Special Instructions to Applicants
Regional Campus
Rutgers University-New Brunswick
Home Location Campus
Busch (RU-New Brunswick)
City
Piscataway
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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