Administrative Coordinator

Rutgers University; New Brunswick, Northern (NJ, KY); Hybrid; USD 66,000 - 93,000; Full time

Benefits offered by this job

Medical coverage

Paid vacation and leave programs

Competitive retirement benefits

Educational benefits

Life insurance coverage

Employee discount programs

Job summary

Rutgers University seeks an Administrative Coordinator for the Dean’s Office at the Robert Wood Johnson Medical School. The role provides administrative support, planning assistance, calendar management, procurement, and financial analyses to ensure smooth office operations.

Responsibilities include liaison with Procurement, Accounting and Payroll, screening inquiries, travel arrangements, and maintaining project workflows.

Qualifications

• Must be proficient in computer applications as required by the department.
• Excellent verbal communication, writing and presentation skills, and strong interpersonal skills.
• Be self-motivated with a pro-active approach.

Responsibilities

• Provides administrative, analytical, computing and staff support. Executes assignments (maintains timelines) and data handling.
• Screens calls, receives correspondence, schedules meetings and handles inquiries.
• Manages complex multi-stakeholder calendars, coordinates travel, agendas and minutes.
• Maintains department accounts, monitors expenditures and ensures budget compliance.
• Coordinates office operations, forms, space, equipment and supplies; suggests improvements.

Skills

Computer skills

Verbal & written communication

Interpersonal skills

Self-motivated

Education

Bachelor’s degree + 5 years admin experience

Equivalent experience/education substitution

Job description

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.


• 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

FLSA Exempt

Grade

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

Standard Hours 37.50

Work Arrangement

Payroll Designation PeopleSoft

Terms of Appointment Staff - 12 month

Position Pension Eligibility ABP

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.

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.

Physical Demands and Work Environment

• PHYSICAL DEMANDS ; Standing, sitting, walking, talking and hearing. No special vision requirements. Lifting up to 25 lbs.

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: 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 (5) 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
  
  
  
  

Required Documents

• Resume/CV

Optional Documents

• Cover Letter/Letter of Application

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