Program Coordinator I

Rutgers University; New Brunswick (NJ); On-site; USD 60,000 - 88,000; Full time

Benefits offered by this job

Medical, prescription drug, and dental

Paid vacation and holidays

Competitive retirement benefits

Education benefits for employees

Life insurance

Employee discount programs

Job summary

Rutgers University, The State University of New Jersey, seeks a Program Coordinator I for the Ernest Mario School of Pharmacy. This confidential role provides support to Dr. Renping Zhou, handling correspondence, scheduling, and logistics for research activities, forums, and grant processes.

Responsibilities include coordinating meetings, preparing materials, overseeing departmental operations, payroll duties, and maintaining lab supplies, with a focus on accuracy and professional communication.

Qualifications

• Bachelor's degree in Biology or equivalent combination of education/experience.
• At least two years of relevant experience in program coordination/administrative function exhibiting office administration, organization, coordination, facilitation, bookkeeping and/or report writing and analysis.

Responsibilities

• Coordinates Dr. Zhou's communications and correspondence with scientists, colleagues, and students.
• Manages and arranges Dr. Zhou's daily schedule and appointments and handles inquiries regarding Dr. Zhou.
• Coordinates all visiting scientists and visitors for Dr. Zhou's activities as Associate Dean.
• Coordinates all delegations and meetings initiated by Dr. Zhou.
• Coordinates, processes, and proofreads academic materials and reports for Dr. Zhou's responsibilities as Associate Dean.
• Schedules, sets up zoom meetings and moderates the EMSOP Basic and Clinical Research Forum.
• Assists, coordinates, and processes grant pilot project proposals and applications.
• Coordinates and arranges invited speaker visits, travel arrangements, and itineraries.
• Maintains accuracy in printing, grammar, and style.

Skills

Communication

Grammar

Computer literacy

Education

Bachelor's degree in Biology

Job description

Position Details

Recruitment/Posting Title: Program Coordinator I

Job Category: URA-AFT Administrative

Department: Chemical Biology

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 a Program Coordinator I for the Ernest Mario School of Pharmacy. This important position serves as confidential Program Coordinator I to Dr. Renping Zhou, Professor and Associate Dean of Research and provides critical support for all of Dr. Zhou's scholarly activities, such as his activities as Associate Dean of Research to the Ernest Mario School of Pharmacy. The activities include gathering, composing and editing technical correspondence and reports to the Dean and members of the Pharmacy community; scheduling, setting up zoom meetings and moderating the EMSOP Basic and Clinical Research Forum, assisting Associate Dean with collaborative pilot projects and grant submission and overseeing faculty research space in conjunction with research data in RAPSS and reporting to RBHS Chancellor's Office and Administration. In addition, the incumbent will assist the department business manager with ordering of lab supplies and equipment, tracking deliveries and payments, organizing, coordinating departmental faculty meetings and research seminars and fulfilling payroll responsibilities and other administrative duties assigned by the business manager.

Among the key duties of the position are the following:

• Coordinates Dr. Zhou's communications and correspondence with scientists, colleagues, and students.
• Manages and arranges Dr. Zhou's daily schedule and appointments and handles inquiries regarding Dr. Zhou.
• Coordinates all visiting scientists and visitors for Dr. Zhou's activities as Associate Dean.
• Coordinates all delegations and meetings initiated by Dr. Zhou.
• Coordinates, processes, and proofreads academic materials and reports for Dr. Zhou's responsibilities as Associate Dean.
• Makes corrections when necessary to ensure accuracy in presentations.
• Schedules, sets up zoom meetings and moderates the EMSOP Basic and Clinical Research Forum.
• Assists, coordinates, and processes grant pilot project proposals and applications.
• Coordinates and arranges invited speaker visits (arranges date of visit, makes travel arrangements, and prepares itineraries).
• Achieves a high level of proficiency in software programs to complement the presentation of Dr. Zhou's work keeping up to date with program enhancements.
• Achieves high level of accuracy in printing, grammar, and style.
• Assists Dr. Zhou with reviewing faculty research space in conjunction with research data (grant submission and awards) and reports to RBHS Chancellor's office and administration.
• Oversees and manages the ordering of supplies and equipment for the department ensuring that supplies and equipment are ordered properly, orders are tracked and received, and invoices are paid in a timely manner allowing the department to run efficiently on a daily basis.
• Trains laboratory staff to use Marketplace to assist with submitting supply orders.
• Keeps up to date with allowable spending on all accounts.
• Follows up on open purchase orders ensuring all expenses are paid within the fiscal year or grant period.
• Coordinates and arranges monthly Faculty Steering Committee Meetings, in-house research seminars and presentations by faculty members and students.
• Coordinates with the faculty, graduate students and staff in the department regarding seminar and meeting announcements.
• Processes payroll for hourly employees and graduate and undergraduate students in the Peoplesoft payroll system.
• Processes salary reallocations and new employee charging instructions in the Peoplesoft payroll system for employees in the department.
• Assists with daily operations of the departmental office when needed (including customer service, distribution of mail, receiving packages, directing phone calls).
• Maintains the department's refreshment inventory (for seminars and meetings) on a quarterly basis.

FLSA: Nonexempt

Grade: 04

Salary Details: 59,893-87,925

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: 37.5

Standard Hours: 37.50

Daily Work Shift: Day

Work Arrangement: This position requires a fully on-site work arrangement.

Union Description: URA-AFT Administrative

Payroll Designation: PeopleSoft

Terms of Appointment: Staff - 12 month

Position Pension Eligibility: ABP

Qualifications

Minimum Education and Experience:

• Bachelor's degree in Biology or an equivalent combination of education and/or experience.
• At least two years of relevant experience in a program coordination or administrative function that demonstrates knowledge and understanding of office administration, organization, coordination, facilitation, bookkeeping and/or report writing and analysis.

Required Knowledge, Skills, and Abilities:

• Good grammar and communication skills.
• Computer literacy.

Preferred Qualifications:

• Experience and strong knowledge of MAC and PC computers using the following programs: Microsoft Office (Word, PowerPoint and Excel), Adobe Photoshop and Acrobat, Mozilla Firefox and/or Endnote.
• Experience and artistic talent for preparing scientific graphs.

Equipment Utilized:

• Equipment: Apple and PC computers; podium equipment for seminars (includes set up for laptop computer, overheads or slide presentations); LCD Projector (small portable projector used in small seminars); Scanner; Fax machine; Xerox machine (also able to fix minor paper jams in the machine, in addition to adding dry ink for better copy quality).
• Software: Microsoft Word, Excel , teams, Mail and PowerPoint, Adobe Acrobat and Photoshop, Firefox, Chrome, Endnote, Oracle, and Sakai.

Posting Details

Posting Number: 26ST1794

Posting Open Date: 09/24/2026

Regional Campus: Rutgers Biomedical and Health Sciences (RBHS)

Home Location Campus: Busch (RU-New Brunswick)

City: Piscataway

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