Administrative Coordinator

Position Details Position Information Recruitment/Posting Title Administrative Coordinator Job Category Staff & Executive - Administrative & Support Department Newark Chancellor's Office Overview Posting Summary Rutgers University- Newark (RU-N), an urban public research university and anchor institution, located in Newark, New Jersey, a city of promise is seeking an Administrative Coordinator. Reporting to the Senior Executive Associate (SEA) and works closely with the assigned Executive Team Member (ETM). The Administrative Coordinator must be able to multitask in a fast-paced, customer service-focused, highly confidential environment with an understanding of both the mission, vision, and goals of the Rutgers University-Newark Office of the Chancellor and the role, tasks and responsibilities that the position plays in the achievement of these goals.Will provide executive level support and coordinate multiple facets of critical day-to-day office operations, processes, and reports providing support in the areas of budget, accounting, payroll, administrative, and operational activities for Office of the Chancellor (OOC), including but not limited to the following key activities: Provides administrative support in all functions of the OOC as required and under the guidance of the SEA and provides back-up coverage for other administrative team members as needed. Coordinates and manages, with accuracy, all aspects of the assigned ETM's appointments and calendar, travel arrangements and expenses, and correspondence; organizes logistics and prioritizes scheduling demands of the assigned ETM; makes sure the assigned ETM is fully prepared for all meetings and events; and manages assigned ETM's university-wide meetings and events. Coordinates/prepares and/or edits materials, communications, reports or other materials for assigned ETM and other members of the OOC Executive Team with meticulous attention to detail Ensures timely creation of reports, maintains records, manages purchases/expenditures and processes and prepares requisitions, journal entries, and salary reallocations; prepares payroll actions, staff and/or faculty appointments, leaves of absence, and extra compensations under the direction of the SEA. Liaises with academic departments, programs and administrative units including human resources, purchasing, and payroll areas to ensure compliance with operational policies and procedures. Position Status Full Time Hours Per Week Daily Work Shift Work Arrangement Consistent with the current application of Rutgers Policy 60.3.22 or the applicable provisions of relevant collective negotiations agreements, this position requires a fully on-site work arrangement and may be eligible for a compressed workweek or a flex workday schedule. Flexible work arrangements are not permanent, are subject to change or discontinuation, and contingent on the employee receiving approval in the FlexWork@RU Application System. FLSA Nonexempt Grade 04 Position Salary Annual Minimum Salary 57356.000 Annual Mid Range Salary 71372.000 Annual Maximum Salary 85388.000 Standard Hours 37.50 Union Description URA-AFT Administrative Payroll Designation PeopleSoft Benefits Rutgers offers a comprehensive benefit program to eligible employees. For details, please go to http://uhr.rutgers.edu/benefits/benefits-overview. Seniority Unit Terms of Appointment Staff - 12 month Position Pension Eligibility ABP Qualifications Minimum Education and Experience Requires a bachelor's degree in accounting, finance, business administration, or related field; or an equivalent combination of education and/or experience that demonstrates knowledge and understanding of office administration, Generally Accepted Accounting Principles (GAAP) and practices.Also requires a minimum of two years relevant experience in providing administrative support to a senior level executive or managing office operations. Certifications/Licenses Required Knowledge, Skills, and Abilities Demonstrate excellent verbal communication, writing and presentation skills, and strong interpersonal skills, including ability to work effectively as a member of a small,entrepreneurial and dynamic team Be self-motivated with a pro-active Possess effective time management skills and ability to manage diverse and demandingworkload with minimal direct supervision. Meticulous attention to detail and exceptional organizational skills Ability to maintain a professional, personable presence and demeanor in a busy andconfidential environment Excellent calendar management skills, including the coordination of complex multistakeholder meetings Strictly complies with operational policies, procedures, and processes of the University. Provides timely and accurate information on, interpretation of, and training on the policies, relevant systems, procedures, and processes of the RU-N Chancellors Office and the RUsystem. Keeps current on policies, procedures, processes, and systems to ensure compliance and timely, accurate communication. Preferred Qualifications Five or more years relevant experience in providing administrative support to a senior level executive; Five or more years experience managing office operations. Equipment Utilized Physical Demands and Work Environment Special Conditions Posting Details Posting Number 24ST1453 Posting Open Date 07/09/2024 Special Instructions to Applicants Regional Campus Rutgers University-Newark Home Location Campus Rutgers University-Newark 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. 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, p regnancy, 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: http://uhr.rutgers.edu/non-discrimination-statement