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Senior Program Coordinator Supervisor
Rutgers University in New Brunswick, New Jersey
Date Posted 05/19/2022
Admin-Other Administrative Positions
Employment Type
Application Deadline Open until filled

Position Details
Position Information

Recruitment/Posting Title Senior Program Coordinator Supervisor
Job Category Staff & Executive - Administrative & Support
Department SAS - Political Science
Political science is the study of political actors, institutions, processes, and policies. At the center of the discipline is the study of how different types of resources are distributed among individuals, communities, and states. The discipline’s subfields include American Politics and Public Policy, Comparative Politics, Political Theory, and Global Politics.
The program provides both undergraduate and graduate students with the critical-thinking and writing skills required for civic engagement in a democratic society and enables them to pursue careers in the public, non-profit, and private sectors or to pursue further study in political science, law, public service and administration, criminal justice, non-profit administration, global politics, and international relations.
Posting Summary
Rutgers, The State University of New Jersey, is seeking a Senior Program Coordinator Supervisor for the Rutgers Department of Political Science. This position organizes, coordinates, and administers the graduate and undergraduate programs. Reporting to the Sr. Department Administrator Supervisor and working closely with the Graduate Program Director (GPD) and the Undergraduate Program Director (UPD), independently executes comprehensive, complex, and confidential planning, management and day-to-day administration of the multifaceted programs, supporting departmental academic and administrative leadership, as well as Program, Advising, Recruitment and Admissions committees.
Among the key duties of the position are:
  • Serves as the senior administrative program advisor to prospective graduate and undergraduate students and all full- and part-time current graduate and undergraduate students regarding a broad range of academic, financial, and international issues.
  • Provides administrative support to undergraduate programs, scheduling, and website content management.
  • Independently performs oversight and tracking of the graduate and undergraduate instructional support budgets, including analyzing allocations and coordinating support from various sources (SAS, fellowships, research grants, designated, etc.), and overseeing and approving the processing of payroll and personnel actions through ROCS and SAS Appointment Portals.
  • Assists with faculty promotions and reappointments.
  • Assist with grant proposals.
  • Maintains and overseas records of inter department transfers and coordinates year-end close out transactions.
  • Collects, prepares and maintains various administrative documents, records and data, preparing a broad range of statistical and narrative reports.
  • Supervises and administers seminar and visiting programs, including expense management.
  • Supervises and provides work direction to lower-level staff, assigned work study students and casual staff.
  • Identifies, develops, and implements office procedures to ensure that operational and administrative systems are maintained in a well-organized manner and in compliance with university policies.
  • Prioritizes the workflow of the graduate and undergraduate programs, identifies and resolves routine and non-routine conflicts and issues, and prepares and implements administrative guidelines and procedures for the academic unit and submits conclusions and recommendations in support of the mission of the Department.
  • Completes other work consistent with a broad understanding of the mission, vision, role, and goals of the department and the graduate and undergraduate programs, independently executing responsibilities within broad work parameters and under general supervision.
Position Status Full Time
Hours Per Week
Daily Work Shift Day
FLSA Exempt
Grade 05
Position Salary
Annual Minimum Salary 61813.000
Annual Mid Range Salary 78240.500
Annual Maximum Salary 94668.000
Standard Hours 37.50
Union Description Admin Assembly (MPSC)
Payroll Designation PeopleSoft
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.
COVID-19 Immunization Requirement
Under Policy 60.1.35 , Rutgers University requires all prospective employees to provide proof that they are fully vaccinated and have received a booster (where eligible) against COVID-19 prior to commencement of employment, unless the University has granted the individual a medical or religious exemption.  Prospective employees who are not eligible for a booster at the time of an offer of employment must provide proof they have received a booster within two weeks (14 calendar days) of eligibility .  Based on current guidance, individuals are considered fully vaccinated against COVID-19 two weeks after receiving the final dose of any COVID-19 vaccine authorized or approved for use in the United States by the United States Food and Drug Administration (FDA) and recommended by the Advisory Committee on Immunization Practices (ACIP) of the Centers for Disease Control and Prevention (CDC).  Eligibility for a booster against COVID-19 varies and is explained on the University’s web site located at https://coronavirus.rutgers.edu/covid-19-vaccine .  Failure to provide proof of primary vaccination and booster will result in rescission of a prospective employee’s offer of employment and/or disciplinary action up to and including termination.
Seniority Unit
Terms of Appointment Staff - 12 month
Position Pension Eligibility ABP


Minimum Education and Experience
  • Bachelor’s degree in administration or equivalent education and experience.
  • A minimum of two years’ experience in administrative, program coordination and office management experience.
Required Knowledge, Skills, and Abilities
  • In depth understanding of personnel, budget, curriculum experience, and computer experience with Excel, Word, database management, and web sites.
  • Advanced Excel skills required.
  • Must be able to deal with all levels and types of people from various cultural backgrounds.
  • Ability to communicate to faculty, staff, and students, both orally and in writing regarding policies, programs, etc.
  • Must have excellent organizational, communicative, and interpersonal skills.
  • Must have leadership skills and supervisory experience.
  • Ability to multitask and to rapidly change priorities according to deadlines.
Preferred Qualifications
  • Three or more years’ experience in administrative, program coordination and office management experience.
  • Experience supervising employees, including coaching, appraisals and progressive discipline. Knowledge of academic department procedures and curricular matters.
  • Experience with Rutgers payroll and personnel systems, accounting and other online systems, such as using and creating databases, database management and using advanced features in Excel.
  • Also, must have experience working in an academic setting and working with students and faculty.
  • Must be very knowledgeable with website content management using Joomla.
  • Must be very knowledgeable with course scheduling, using systems such as Course Atlas, Salesforce, and CSS.
Equipment Utilized
  • Excel, Word, Adobe, SIRS, Blue, CSS, Course Atlas, Degree Navigator, Absence Reporting System, SAS Graduate School Tracking System, SAS Department Profile, SAS Commitment Database, SAS PTL/Coad, TA/GA and NTT , DICES Summer Session/Winter Session Appointment data portal, Computer literacy in Windows, and ability to utilize applications such as Word, Excel, Powerpoint, e-mail (e.g. Outlook), electronic calendar, internet browsers, acrobat, and data tracking tools preferred. Experience also preferred with Rutgers University system applications such as, financial systems, RAPSS, Personnel systems (HCM), IMS, GradPortal, Canvas, database software and Joomla.
Physical Demands and Work Environment
  • This position must manage competing and complex tasks and priorities while attending to regular student and faculty inquiries and problem resolution in a hectic work environment as variable challenges present demands on a daily basis. The work environment is busy with activity of students, faculty and staff coming and going as needed, with no standard or designated quiet time to attend to daily work; must be able to handle interruptions and quickly re-establish focus on multiple tasks at hand on a continual basis.
Special Conditions

Posting Details

Posting Number 22ST1709
Posting Open Date 05/18/2022
Special Instructions to Applicants
Regional Campus Rutgers University-New Brunswick
Home Location Campus Douglass (RU-New Brunswick)
Location Details
New Brunswick, NJ 08901

Pre-employment Screenings

All offers of employment are contingent upon successful completion of all pre-employment screenings.

Infection Control and Safety

This position is subject to all Rutgers University policies, including TB surveillance and other infection control and safety policies. Please review the Tuberculosis Surveillance Policy for additional information.

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

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