Administrative Coordinator II

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

Benefits offered by this job

Medical, prescription drug, and dental

Paid vacation and holidays

Competitive retirement benefits

Educational benefits

Life insurance

Employee discount programs

Job summary

Rutgers School of Public Health (SPH) in Piscataway, NJ, is seeking an Administrative Coordinator II in the Department of Health Behavior, Society and Policy. The role provides broad administrative support focused on academic planning, education programs, teaching, and student success.

The candidate will assist with planning, coordination and support of department activities, including faculty research support, staff onboarding, and event logistics, in a dynamic university setting.

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.
• 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.
• Knowledge of University academic policies and procedures. 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

Administrative experience

Organizational skills

Communication skills

Problem-solving

Education

Bachelor's Degree

Tools

Microsoft Office

Job description

Job 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.

Position Summary

Rutgers School of Public Health ( SPH ) is seeking an Administrative Coordinator II in the Department of Health Behavior, Society and Policy, located in Piscataway, NJ. The Administrative Coordinator II will perform 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

• 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.

Salary Details

Minimum Salary 54196.000

Mid Range Salary 64635.000

Maximum Salary 76450.000

PS19S salary scale. 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

• 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

Working Hours

Full Time

37.50

37.50

Day

Location

Piscataway (RBHS)

Piscataway, NJ

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.


• 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.


• Knowledge of University academic policies and procedures. 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.

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