Administrative Coordinator II

Rutgers University; Newark (NJ); On-site; USD 60,000 - 65,000; Full time

Benefits offered by this job

Medical, prescription drug, and dental

Paid vacation and holidays

Retirement benefits

Educational benefits

Job summary

Rutgers University in Newark is seeking an Administrative Coordinator II to provide critical support to the Department of Urban Global Public Health. You will assist with academic planning, educational programming, teaching and learning agendas, and student success initiatives, while coordinating department activities and events.

Reporting to the Chair, you will manage calendars, onboarding logistics, and research-related administrative tasks, ensuring confidential handling of information and

Qualifications

• Bachelor's Degree.
• 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.
• Strong organizational, administrative, interpersonal, and problem-solving skills.
• Excellent written and oral communication skills, with the ability to clearly relay information among faculty, staff, and students.
• Skill in negotiating ambiguous situations.
• Ability to exhibit a manner of professional behavior that will promote positive interactions between faculty, staff, students and external clients, and enhance the public image of the University.
• Must also be proficient in Microsoft Office including Excel, PowerPoint, and Word.

Responsibilities

• Assists the Chair with administrative tasks and calendaring; represents the Chair and Department with professionalism; and maintains confidentiality regarding sensitive information.
• Provides administrative support for faculty research activities, including processing research-related expenses and reimbursements, ordering supplies for research projects, assisting with onboarding and orientation logistics for research staff, maintaining related administrative records, and coordinating with faculty, staff, and university offices to support timely research operations.
• Performs office management duties for programs overseen by the department. Determines workflow; monitors and processes necessary paperwork; maintains records and filing systems; maintains the department emergency contact list and related administrative records; handles subject fee vouchers, departmental deposits, gift cards, and associated tracking logs; maintains departmental calendars; coordinates with School offices to avoid scheduling conflicts; and manages room scheduling and setup for courses, seminars, meetings, and in-person events.
• Monitors and assists with student admissions and recruitment processes. Convenes meetings of concentration leads and tracks outreach efforts to prospective students.

Skills

Organizational skills

Interpersonal skills

Problem-solving skills

Written and oral communication

Negotiation

Professional demeanor

Education

Bachelor's Degree

Tools

Microsoft Excel

Microsoft PowerPoint

Microsoft Word

Job description

Position Details

Administrative Coordinator II

Job Category: Staff & Executive - Administrative & Support

Department: SPH - Urban & Global Public Health

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 six centers and institutes that focus on cancer treatment and research, neuroscience, clinical and translational research, 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 including New Brunswick, Piscataway, Newark, Scotch Plains, Somerset, Blackwood, and other locations. Clinical partners include Robert Wood Johnson University Hospital in New Brunswick, 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 a Administrative Coordinator II for the Department of Urban Global Public Health within the School of Public Health, located in Newark, NJ. The Administrative Coordinator II performs a wide variety of administrative support to the Department and Chair focused on academic planning, educational programming, the teaching and learning agenda, and student success. Assists in the planning, coordination and support of Department-related activities.

Duties include:

• Assists the Chair with administrative tasks and calendaring; represents the Chair and Department with professionalism; and maintains confidentiality regarding sensitive information.
• Provides administrative support for faculty research activities, including processing research-related expenses and reimbursements, ordering supplies for research projects, assisting with onboarding and orientation logistics for research staff, maintaining related administrative records, and coordinating with faculty, staff, and university offices to support timely research operations.
• Performs office management duties for programs overseen by the department. Determines workflow; monitors and processes necessary paperwork; maintains records and filing systems; maintains the department emergency contact list and related administrative records; handles subject fee vouchers, departmental deposits, gift cards, and associated tracking logs; maintains departmental calendars; coordinates with School offices to avoid scheduling conflicts; and manages room scheduling and setup for courses, seminars, meetings, and in-person events.
• Monitors and assists with student admissions and recruitment processes. Convenes meetings of concentration leads and tracks outreach efforts to prospective students.

FLSA: Exempt

Grade: 19S

Salary: $60,000 - $65,000

Min Salary: 54196.000

Mid Range Salary: 64635.000

Max 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

Work Arrangement:

Union Description: HPAE 5094

Payroll Designation: PeopleSoft

Terms of Appointment: Staff - 12 month

Position Pension Eligibility: ABP

Qualifications

Minimum Education and Experience:

Certifications/Licenses:

Required Knowledge, Skills, and Abilities

• Bachelor's Degree.
• 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.
• Strong organizational, administrative, interpersonal, and problem-solving skills. Proven ability to assess priorities, with the ability to respond quickly to changing needs and to balance competing responsibilities. Excellent written and oral communication skills, with the ability to clearly relay information among faculty, staff, and students. Skill in negotiating ambiguous situations. Ability to exhibit a manner of professional behavior that will promote positive interactions between faculty, staff, students and external clients, and enhance the public image of the University.
• Must also be proficient in Microsoft Office including Excel, PowerPoint, and Word.

Preferred Qualifications

Equipment Utilized

Physical Demands and Work Environment

Special Conditions

Posting Details

Posting Number: 26ST2082

Posting Open Date:

Special Instructions to Applicants:

Regional Campus: Rutgers Biomedical and Health Sciences (RBHS)

Home Location Campus: Newark (RBHS)

City: Newark

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