Administrative Coordinator

2 months ago

Newark, United States Rutgers University Full time

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 .

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 demanding
workload with minimal direct supervision.
• Meticulous attention to detail and exceptional organizational skills
• Ability to maintain a professional, personable presence and demeanor in a busy and
confidential environment
• Excellent calendar management skills, including the coordination of complex multi­
stakeholder 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 RU
system.
• 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

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