Position Details

Position Information

Recruitment/Posting Title	Administrative Coordinator
Job Category	URA-AFT Administrative
Department	SA-Student Affairs, VP
Overview
Posting Summary	Rutgers, The State University of New Jersey is seeking an Administrative Coordinator for the Office of the Vice Chancellor for Student Affairs (OVSCA). The Administrative Coordinator provides confidential, professional administrative support to the Assistant Vice Chancellor for Campus Engagement and Belonging and the Executive Director of Intercultural Engagement & Inclusion Initiatives on a variety of projects and tasks which includes organizing, coordinating, and managing the daily operations of the Office of the Vice Chancellor (OVC). Among the key duties of this position are the following: Prioritizes and coordinates the work, resolves routine conflicts and issues, and prepares and implements administrative guidelines and procedures. Fiscal responsibilities include invoice/payment processing, payroll processing, managing bid requests and contracts with vendors, preparing travel and reimbursement documents, and compiling data and information for various financial, budget, and statistical reports. Provides administrative and programmatic support, as needed Supports various HR related functions for the Office of the Vice Chancellor for Student Affairs. These functions include, but are not limited to, assisting the Senior Administrative Assistant with on-boarding Class 5 employees, posting payroll, and updating and maintaining the SharePoint and Absence Reporting records for the Office of the Vice Chancellor. This position is expected to recognize and deal appropriately with sensitive and confidential information and situations. Provides administrative support to departments within the Campus Engagement and Belonging pillar as needed.
Position Status	Full Time
Hours Per Week
Daily Work Shift
Work Arrangement	Consistent with the current application of Rutgers Policy 60.3.22, this position may be eligible for a hybrid work arrangement. The flexible work arrangements outlined in Rutgers Policy 60.3.22 are part of a pilot program that is effective September 1, 2022 through August 31, 2024. Therefore, there is no guarantee that this flexible work arrangement will continue beyond that date. Flexible work arrangements are not permanent, are subject to change or cancellation and contingent on the employee receiving approval in the FlexWork@RU Application System. Additional information may be found at https://futureofwork.rutgers.edu .
FLSA	Nonexempt
Grade	04
Position Salary
Annual Minimum Salary	55416.000
Annual Mid Range Salary	68958.000
Annual Maximum Salary	82500.000
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 . Rutgers also offers a benefit program to eligible full-time postdoctoral fellow students. For details, please go to https://finance.rutgers.edu/healthcare-risk/insurance/postdoctoral-health-insurance.
Seniority Unit
Terms of Appointment	Staff - 12 month
Position Pension Eligibility	ABP

Qualifications

Minimum Education and Experience	Bachelor’s degree from an accredited institution in a related field or an equivalent combination of education and/or experience that demonstrates knowledge and understanding of office administration, organization, coordination, facilitation, bookkeeping, and/or report writing. A minimum of two years relevant experience in an administrative function.
Certifications/Licenses
Required Knowledge, Skills, and Abilities	Requires good communication skills and computer literacy in Microsoft Excel, Word, PowerPoint, TEAMS and Outlook. Must be highly organized and possess a strong appreciation of the need for confidentiality when handling sensitive matters. Ability to work independently, do research, and follow-up to support a senior management team. Ability to multi-task and demonstrate effective and professional communications with all individuals associated with the Assistant Vice Chancellor and Executive Director, their staff, and all Rutgers departments and external parties.
Preferred Qualifications	Experience dealing with high level administrators/executives in a higher education environment strongly desired. Experience and interest in working as part of a highly diverse staff valuing inclusion.
Equipment Utilized	Microsoft Excel, Word, PowerPoint, TEAMS PeopleSoft MarketPlace DocuSign Outlook SharePoint Copier and Fax
Physical Demands and Work Environment
Special Conditions

Posting Details

Posting Number	23ST2521
Posting Open Date	09/22/2023
Special Instructions to Applicants
Regional Campus	Rutgers University-New Brunswick
Home Location Campus	College Ave (RU-New Brunswick)
City	New Brunswick
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 60.1.35 Immunization Policy for Rutgers Employees and Prospective Employees , Rutgers University requires all prospective employees to provide proof that they are vaccinated against COVID-19 prior to commencement of employment, unless the University has granted the individual a medical or religious exemption. Rutgers University may require certain prospective employees to receive an updated (bivalent) vaccine dose. 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: http://uhr.rutgers.edu/non-discrimination-statement