Administrative Coordinator - Rutgers University : Job Details

Position Details Position Information Recruitment/Posting Title Administrative CoordinatorJob Category URA-AFT AdministrativeDepartment IPO-Facilities Maintenance-NBOverview The Division of Institutional Planning & Operations (IP&O) employs a workforce of approximately 2,700 staff, represented by 15 collective negotiations agreements, and is responsible for institutional strategic initiatives and operations, which encompasses an expansive range of comprehensive service and business operations across the State of New Jersey. These include planning and construction, facilities, public safety and emergency operations, environmental health and safety, transportation, housing, and auxiliary/retail operations.Posting Summary Rutgers, The State University of New Jersey, is seeking a Administrative Coordinator for the Division of Institutional Planning & Operations (IP&O). Reporting to the Vice President, Facilities Operations Services, provides senior-level administrative coordination and assistance for the department to include: creating spreadsheets and filing systems; maintaining complex work production and operational files and budgets; providing advanced administrative assistance to the Vice President and his/her direct managerial reports; supporting ad hoc project teams, training administrative staff on a variety of departmental software programs; managing the day-to-day operations of the office and creating and implementing office procedures.Among the key duties of this position are the following:

• Independently creates and implements office procedures to ensure the proper day to day operations of the office. Maintains an inventory of office supplies and generates orders when required. Manages and maintains office machines and arranges for service when necessary.
• Manages the calendars of leadership staff. Provides advanced administrative support to the leadership staff to include:
• Phone support by prioritizing calls and recording messages, providing answers to callers without assistance or redirecting callers to the appropriate campus administrator.
• Independently and regularly communicates, both orally and in writing, with a variety of internal university departments, as well external vendors.
• Schedules meetings, provides locations, prepares agendas, secures needed equipment, related documentation and records then publishes minutes.
• The incumbent is fully accountable for organizing, updating maintaining and reporting on various logs, databases and files.
• Independently creates reports and communicates with contributors when items are potentially late or incorrect.

FLSA NonexemptGrade 04Salary DetailsMinimum Salary 59893.480Mid Range Salary 73909.480Maximum Salary 87925.480Offer 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 offers a comprehensive benefits package to eligible employees, based on position, which includes:

• 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
• Life insurance coverage
• Employee discounts programs

For detailed information on benefits and eligibility, please visit: .Position Status Full TimeWorking Hours (per week)Standard Hours 37.50Daily Work ShiftWork ArrangementUnion Description URA-AFT AdministrativePayroll Designation PeopleSoftSeniority UnitTerms of Appointment Staff - 12 monthPosition Pension Eligibility ABPQualifications Minimum Education and Experience

• Bachelor's degree in a related field or an equivalent combination of education and experience plus 2 years of advanced administrative experience.

Certifications/LicensesRequired Knowledge, Skills, and Abilities

• Must have working knowledge of general accounting techniques and procedures.
• May require knowledge of fund accounting.
• Requires the ability to record and maintain data in computerized and non-computerized formats.
• Must have working knowledge of and the ability to use basic spreadsheet, word-processing, database, and/or email software.
• Must be able to communicate effectively.
• Must have effective client service skills.
• May require the ability to group lead.
• Work experience acquired in a fiscal, cashiering, or general business operation within a university environment is preferred.
• Proficiency in Word and Excel is required. Excellent communication skills, orally and in writing and customer service skills are required.

Preferred Qualifications

• Knowledge of work management and timekeeping systems, budgeting and purchasing procedures are strongly preferred.

Equipment Utilized

• Software to include Word, Excel, AIM, Kronos, RIAS and email.

Physical Demands and Work EnvironmentSpecial ConditionsPosting Details Posting Number 25ST1602Posting Open Date 08/04/2025Special Instructions to ApplicantsRegional Campus Rutgers University-New BrunswickHome Location Campus Off CampusCity PiscatawayState NJLocation Details 33 Knightsbridge Rd.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.

Affirmative Action/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 value diversity of background and opinion, and prohibit discrimination or harassment on the basis of any legally protected class in the areas of hiring, recruitment, promotion, transfer, demotion, training, compensation, pay, fringe benefits, layoff, termination or any other terms and conditions of employment. For additional information please see the Non-Discrimination Statement at the following web address: