Administrative Coordinator II - Strategic Communications and External Relation

University Hospital; Newark (NJ); On-site; USD 55,000 - 78,000; Full time

Benefits offered by this job

Medical & Prescription Drug Coverage

Dental & Vision Insurance

Health Savings Account

Pension Plan

Employee Assistance Program (EAP)

Professional Development

Job summary

University Hospital is seeking an Administrative Coordinator to support the Strategic Communications and External Relations team in Newark. The role coordinates projects, manages communications, and helps develop marketing content and reports.

The ideal candidate holds a Bachelor’s degree with at least one year of admin experience in a relevant setting and demonstrates strong organizational and communication skills. Proficiency in Microsoft Office and basic social media tools is expected.

Qualifications

• Bachelor’s degree and at least one year of administrative experience in marketing, communications, a government agency, university setting, or large business office.
• Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• Basic knowledge of social media platforms and digital marketing tools including Instagram, LinkedIn, Facebook, and Canva.

Responsibilities

• Coordinates and tracks departmental projects and related activities.
• Manages incoming and outgoing communications, including emails and phone calls, and directs inquiries appropriately.
• Collects and organizes information to support departmental initiatives and the development of materials.
• Maintains accurate and organized files, media lists, databases, and departmental records.
• Supports the planning and coordination of media events and works with the Events team to manage logistics.
• Assists with drafting, preparing, and formatting marketing and communications materials, including presentations, daily news content, and newsletters.
• Tracks project timelines, monitors progress, and provides updates to team members.
• Supports website updates and content management following appropriate training.
• Prepares departmental and leadership reports, including media coverage and social media analytics.
• Monitors news sources to identify relevant information and media coverage.
• Serves as a liaison between the department and key administrative areas, including Purchasing, Human Resources, IST, Accounting, and Payroll.
• Adheres to policies, compliance standards, the Code of Conduct, and Conflict of Interest requirements.
• Maintains knowledge of applicable regulations, policies, and requirements.

Skills

Communication

Organization

Time management

Teamwork

Education

Bachelor’s Degree

Equivalent experience

Tools

Microsoft Office

Outlook

Canva

Job description

About The Role

The primary purpose of this role is to coordinate a variety of administrative activities and complete basic internal communications work within the department. This position will provide support to the Strategic Communications and External Relations team and drive interdepartmental relations.

What You’ll Do

• Coordinates and tracks departmental projects and related activities.
• Manages incoming and outgoing communications, including emails and phone calls, and directs inquiries appropriately.
• Collects and organizes information to support departmental initiatives and the development of materials.
• Maintains accurate and organized files, media lists, databases, and departmental records.
• Supports the planning and coordination of media events and works with the Events team to manage logistics.
• Assists with drafting, preparing, and formatting marketing and communications materials, including presentations, daily news content, and newsletters.
• Tracks project timelines, monitors progress, and provides updates to team members.
• Supports website updates and content management following appropriate training.
• Prepares departmental and leadership reports, including media coverage and social media analytics.
• Monitors news sources to identify relevant information and media coverage.
• Serves as a liaison between the department and key administrative areas, including Purchasing, Human Resources, IST, Accounting, and Payroll.
• Adheres to University Hospital policies, compliance standards, the Code of Conduct, and Conflict of Interest requirements.
• Maintains knowledge of applicable federal, state, and University Hospital regulations, policies, and requirements.

What You’ll Bring

• Bachelor’s Degree plus at least one (1) year of administrative experience in marketing, communications, a government agency, university setting, or large business office.
• Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• Basic knowledge of social media platforms and digital marketing tools, including Instagram, LinkedIn, Facebook, and Canva.
• Ability to effectively plan, organize, prioritize tasks, manage deadlines, and maintain calendars.
• Strong organizational and multitasking skills with excellent attention to detail.
• Strong written and verbal communication skills.
• Ability to work effectively both independently and as part of a team.
• Equivalent experience, education, and/or training may be substituted for the education requirement.

What We Offer

• Medical & Prescription Drug Coverage
• Dental & Vision Insurance
• Health Savings Account (HSA) & Flexible Spending Account (FSA)
• Short- & Long-Term Disability Insurance
• Pension Plan
• Pet Insurance
• Employee Assistance Program (EAP)
• Professional Development

Compensation

In compliance with the New Jersey Pay Transparency Act, the salary range for this position is PS/19S: $54,948 to $78,136. University Hospital considers several factors when determining compensation, including, but not limited to, the position’s scope and responsibilities, relevant work experience, education and training, key skills, internal equity, market data, and organizational needs.

About Us

University Hospital is one of the nation’s leading academic medical centers. As the principal teaching affiliate of Rutgers New Jersey Medical School and the only state-certified Level 1 Trauma Center in Northern New Jersey, University Hospital is training the next generation of physicians and advancing science to discovery while taking exceptional care of patients, regardless of their financial situation.

We encourage candidates from all backgrounds to apply. If you want to grow your career in healthcare while serving a vibrant community, we’d love to meet you