ADMINISTRATIVE COORDINATOR

Rutgers University; Piscataway Township (NJ); Hybrid; USD 60,000 - 88,000; Full time

Benefits offered by this job

Medical, prescription drug, and dental

Paid vacation, holidays, and leave

Competitive retirement benefits

Educational benefits

Life insurance

Employee discount programs

Job summary

Rutgers University in Piscataway is seeking an Administrative Coordinator for the Ernest Mario School of Pharmacy. The role reports to the School’s Business Manager and supports the Dean's office, handling personnel and financial tasks in PeopleSoft, SciQuest, and Oracle.

Responsibilities include preparing personnel reports, coordinating HR matters, payroll transactions, and onboarding. The position offers a full-time hybrid schedule, standard 37.5 hours, and a comprehensive benefits package.

Qualifications

• Bachelor’s degree or equivalent with two years of relevant financial experience.
• Experience with payroll deadlines and financial reports.
• Familiar with Oracle Cloud, SciQuest and PeopleSoft systems.
• Ability to manage multiple priorities and meet deadlines.

Responsibilities

• Provides confidential support to the Office of the Dean.
• Oversees Dean’s office operations, coordinating personnel actions and financial support.
• Prepares personnel reports for RBHS Faculty Affairs using Perceptive Content.
• Prepares reports for the Dean’s office and RBHS.
• Onboards new employees and handles payroll procedures.

Skills

Time management

Communication

Financials coordination

Education

Bachelor’s Degree

Tools

Oracle Cloud Financial System

SciQuest

PeopleSoft

Job description

Rutgers, The State University of New Jersey, is a leading national research university and the State of New Jersey’s preeminent, comprehensive public institution of higher education. As one of the largest employers in the State of New Jersey, Rutgers University is committed not only to the students and the State that we serve, but also to the faculty and staff who work on our campuses.

For two consecutive years, Rutgers is ranked on Forbes’ list of America’s Best Large Employers. Rutgers holds #64 of 500 employers and is the #1 New Jersey employer on the publication’s 2023 list. Rutgers’ commitment to its employees includes maintaining and fostering a safe, diverse, and respectful workplace environment, creating employment opportunities for our nation’s military veterans, and ensuring accessibility and accommodation for individuals with disabilities.

Posting Summary

Rutgers, The State University of New Jersey is seeking an Administrative Coordinator for the Ernest Mario School of Pharmacy. The Administrative Coordinator reports directly to the School’s Business Manager.

Among the key duties of the position are the following:

• Provides confidential support to the Office of the Dean.
• Oversees operations of the Dean’s office by coordinating personnel actions for the School, providing personnel and financial support to the Dean’s office, submitting data in PeopleSoft Management, procurement (SciQuest) and other administration assignments as needed.
• Prepares all personnel reports to Rutgers Biomedical Health System ( RBHS ) Faculty Affairs by working with Perceptive Content system for all faculty appointments, reappointments and promotions.
• Prepares reports for the Dean’s office and RBHS .
• Serves as the School’s liaison with Human Resources, RBHS Faculty Affairs and Office of University Labor Relations ( OULR ) for all personnel related matters which include all new hires, terminations, leaves of absence, Postdoctoral Associates, TA/GA, Fellows’ appointment/reappointment, promotion packets for faculty, etc.
• Reviews all payroll committing accounts related to GL and project accounts, makes necessary adjustments in HCM system and prepares salary reallocation as needed.
• Performs all necessary procedures to onboard new employees (including I-9 verification).

FLSA

FLSA Nonexempt

Grade

Grade 04

Salary Details

Minimum Salary 59893.480

Mid Range Salary 73909.480

Maximum Salary 87925.480

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

Day

Work Arrangement

Consistent with the current application of Rutgers Policy 60.3.22 or the applicable provisions of relevant collective negotiations agreements, this position may be eligible for a hybrid work arrangement. Flexible work arrangements are not permanent, subject to change or discontinuation, and contingent on the employee receiving approval in the FlexWork@RU Application System.

Union Description

URA-AFT Administrative

Payroll Designation

PeopleSoft

Terms of Appointment

Staff - 12 month

Position Pension Eligibility

ABP

Qualifications

Minimum Education and Experience

• Bachelor’s Degree or an equivalent combination of education and/or experience and two years of relevant experience working with financials, and accounting.

Certifications/Licenses

Required Knowledge, Skills, and Abilities

• Familiar with current Oracle Cloud Financial System, SciQuest, and PeopleSoft.
• Knowledge of fiscal management and coordination of multiple demands.
• Ability to complete university submission and payroll deadlines and reports.
• Ability to use good time management to multi task.

Preferred Qualifications

• Excellent in excel and macros function.
• Knowledge of University policy and procedures.
• Ability to prepare budget independently.
• Strong communication skills and attention to detail.
• PC, Copy Machine.

Equipment Utilized

• PC, Copy Machine.

Posting Details

Posting Number 26ST2030

Posting Open Date 11/02/2026

Regional Campus

Busch (RU-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 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: http://uhr.rutgers.edu/non-discrimination-statement

Supplemental Questions

Required fields are indicated with an asterisk (*).

• * Do you have a Bachelor's Degree or an equivalent combination of education and/or experience and two years of relevant experience working with financials, and accounting?
  • Yes
  • No
• * Are you a current member of URA-AFT Administration?
  • Yes
  • No

Required Documents

• Resume/CV
• Cover Letter/Letter of Application
• List of Professional References (contact Info)

Optional Documents

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: Non-Discrimination-Statement .

In compliance with the Americans with Disabilities Act (ADA) and the New Jersey Law Against Discrimination (NJLAD), if you have a disability and would like to request an accommodation with regard to your access to and/or your participation in the application and selection processes (for example, the online application process or interviews), please call 848-932-3973 or e-mail us .

Rutgers University is an equal access/equal opportunity institution. If you have trouble accessing this page because of a disability, please contact us at 732.745.7378 or via email at [e-mail] .

Rutgers University participates in the E-Verify program as required by law. Learn more about the E-Verify program .

For technical assistance with the applicant tracking system (login, filling out your application, resetting your password, etc.) please contact the ROCS Help Desk at 848-932-4444 or [e-mail] .

To learn more about Rutgers University’s commitment to diversity and inclusion on its campuses, click here .