ADMINISTRATIVE COORDINATOR

Rutgers University-New Brunswick; United States; Hybrid; USD 60,000 - 88,000; Full time

Benefits offered by this job

Medical coverage

Vacation & leave programs

Competitive retirement benefits

Employee education benefits

Life insurance

Job summary

Rutgers University-New Brunswick is seeking an Administrative Coordinator for the Ernest Mario School of Pharmacy. The role reports to the School’s Business Manager and provides confidential support to the Dean’s Office, coordinating personnel and financial activities and managing reports in various systems.

The position involves onboarding new staff, handling payroll processes, and preparing reports for RBHS Faculty Affairs, while liaising with Human Resources, RBHS Faculty Affairs and OULR.

Qualifications

• Bachelor’s degree or equivalent combination of education and experience with two years of financials/accounting experience.
• Familiar with Oracle Cloud Financial System, SciQuest, and PeopleSoft.
• Ability to meet payroll deadlines and prepare university reports.

Responsibilities

• Provide confidential support to the Office of the Dean and oversee Dean’s office operations.
• Coordinate personnel actions, reports, payroll, and reallocation of funds.
• Onboard new employees (I-9) and prepare personnel reports for RBHS Faculty Affairs.
• Serve as liaison with HR, RBHS Faculty Affairs, and OULR on personnel matters.

Skills

Oracle Cloud Financial System

SciQuest

PeopleSoft

Budgeting

Education

Bachelor’s Degree or equivalent

Tools

Excel

Job description

Position Details

Position Information

| Recruitment/Posting Title | ADMINISTRATIVE COORDINATOR | | Job Category | URA-AFT Administrative | | Department | Ernest Mario School of Pharmac | | Overview | 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 | Nonexempt | | 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 | | Seniority Unit | | | 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. | | Equipment Utilized | PC, Copy Machine. | | Physical Demands and Work Environment | | | Special Conditions | |

Posting Details

| Posting Number | 26ST2030 | | Posting Open Date | 11/02/2026 | | 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 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