Administrative Coordinator II

Rutgers University; New Brunswick (NJ); On-site; USD 54,000 - 76,000; Full time

Benefits offered by this job

Medical, prescription drug, and dental

Paid vacation and holidays

Retirement benefits

Education benefits

Life insurance

Employee discounts

Job summary

Rutgers University in New Brunswick, NJ, seeks an Administrative Coordinator II for the Institute for Nicotine and Tobacco Studies to provide wide-ranging administrative support within the central team in a 37.5-hour workweek.

The role coordinates office operations, processes travel expenses, purchase orders, and vendor communications, and maintains departmental records to support research programs and faculty. Strong organizational and communication skills are essential.

Qualifications

• Bachelor's degree plus one year of administrative experience in a government agency, university setting or large business office.
• Equivalent experience, education and/or training may be substituted for the education requirement.
• Must be highly proficient in computer applications as required by the department, specifically Marketplace, Peoplesoft, PCard utilization, Concur Travel, and Expense Management.
• Must have excellent communication skills.

Responsibilities

• Provides administrative support for INTS and its faculty. Troubleshoots and assists staff and faculty with issues related to university administrative systems.
• Prepares travel advances/expenses, purchase orders, and check requests. Maintains records of fiscal expenditures, ensures all required documentation (quotes, contracts, SOW, ICED, Waiver of Bid forms) are properly submitted. Monitors purchase orders and tracks invoice payments.
• Communicates with faculty, staff and vendors regarding invoices, payment status, and procurement documentation.
• Expedites and coordinates services such as maintenance, service and repairs, supplies and mail.
• Oversees the maintenance of departmental records and ensures that files and record keeping systems meet the needs of the department.

Skills

Excellent communication skills

Education

Bachelor's degree plus 1 year admin experience

Tools

Marketplace

PeopleSoft

PCard utilization

Concur Travel

Expense Management

Job description

Position Details

Position Information

Recruitment/Posting Title: Administrative Coordinator II

Job Category: Staff & Executive - Research Support (Laboratory/Non-Laboratory)

Department: Nicotine & Tobacco Institute

Overview: The Rutgers Institute for Nicotine and Tobacco Studies (formerly Rutgers Center for Tobacco Studies) is undergoing dynamic and transformative growth. The Rutgers Institute for Nicotine and Tobacco Studies is one of the nation's leading tobacco focused research centers and its faculty have received over $50 million in extramural funding over the past two decades. The Institute's efforts are focused on their mission of reducing and ultimately eliminating, tobacco-related morbidity and mortality. Five Centers or Programs currently operate at the Institute including a Tobacco Center for Regulatory Science, the Center of Excellence for Rapid Surveillance of Tobacco, the Tobacco Dependence Program, a Tobacco Industry Marketing Program, and a Tobacco Control Law & Policy Resource Center.

Posting Summary: Rutgers is seeking an Administrative Coordinator II for the Institute for Nicotine and Tobacco Studies, located in New Brunswick, NJ. The Administrative Coordinator II performs a wide variety of administrative services within the Institute for Nicotine and Tobacco Studies (INTS). The position will be a part of the central administrative team and will coordinate office support operations.

• Provides administrative support for INTS and its faculty. Troubleshoots and assists staff and faculty with issues related to university administrative systems.
• Prepares travel advances/expenses, purchase orders, and check requests. Maintains records of fiscal expenditures, ensures all required documentation (quotes, contracts, SOW, ICED, Waiver of Bid forms) are properly submitted. Monitors purchase orders and tracks invoice payments.
• Communicates with faculty, staff and vendors regarding invoices, payment status, and procurement documentation.
• Expedites and coordinates services such as maintenance, service and repairs, supplies and mail.
• Oversees the maintenance of departmental records and ensures that files and record keeping systems meet the needs of the department.

FLSA: Exempt

Grade: 19S

Salary Details: $54,196 - $64,635

Minimum Salary: 54196.000

Mid Range Salary: 64635.000

Maximum Salary: 76450.000

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

Working Hours: 37.50

Standard Hours: 37.50

Daily Work Shift: Day

Union Description: HPAE 5094

Payroll Designation: PeopleSoft

Terms of Appointment: Staff - 12 month

Position Pension Eligibility: ABP

Qualifications

• Bachelor's Degree plus one (1) year of administrative experience in a government agency, university setting or large business office.
• Equivalent experience, education and/or training may be substituted for the education requirement.
• Must be highly proficient in computer applications as required by the department, specifically Marketplace, Peoplesoft, PCard utilization, Concur Travel, and Expense Management.
• Must have excellent communication skills.

Posting Details

Posting Number: 26ST1766

Regional Campus: Rutgers Biomedical and Health Sciences (RBHS)

Home Location Campus: Downtown New Brunswick

City: New Brunswick

State: NJ

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