Program Support Coordinator

Position Details

Recruitment/Posting

Title:

Program Support Coordinator (2 Vacancies).

Job Category: Staff & Executive - Administrative & Support - General

Department: CINJ - Pediatric Population Sc

RUTGERS CANCER INSTITUTE VISION, MISSION, AND CORE VALUES:
VISION:
Through our science, our evidence-based actions, our openness, and our respect for those we serve, we will advance cancer-focused research worldwide and reduce the burden of cancer in our catchment area. By engaging with and empowering our exceptionally diverse populations, and addressing their questions and fears, we will engender hope for cancer patients and their families and play a critical role in strengthening the fabric of our communities by gaining and protecting their trust and providing access to the outstanding oncology care each person deserves.

MISSION: Our mission is to accelerate scientific discovery focused on understanding cancer, innovating cancer treatment, and improving cancer prevention; to provide outstanding, novel, and compassionate patient care; to provide evidence-based and culturally informed education to physicians, nurses, researchers, staff, and the community; and to achieve cancer health equity in our state through outreach to and engagement of our extraordinarily diverse communities.

CORE VALUES: Curiosity and Discovery, Integrity, Collaboration, Respect and Caring, Perseverance.

Rutgers, The State University of New Jersey is seeking a Program Support Coordinator within the Administration and Planning Department at the Rutgers Cancer Institute. The primary purpose of the Program Support Coordinator position is to provide specialized high-level support for the Rutgers Cancer Institute, especially in the context of the Cancer Prevention and Control (CPC) Research Program. Under the supervision of the Business Manager and the guidance of the CPC Research Program Co-Leaders, the Program Support Coordinator assists with departmental and Program needs.

The work includes but is not limited to: meeting coordination and logistics, research- and leadership-related travel and reimbursements, purchases and contracts, time-keeping, hiring, onboarding, evaluations, and exits, and required reporting. >

Essential Duties and Responsibilities include the following:
ADMINISTRATIVE SUPPORT

• Maintains the assigned faculty members' CVs and assists with reporting on their research faculty and/or leadership activities as appropriate
• Assists the assigned faculty members with their tracking and annual reporting of vacation and sick days
• Organizes projects and handles administrative tasks. Assists in planning and executing projects that relate to the assigned faculty members' areas of responsibility, and Rutgers Cancer Institute as a whole.
• Handles all travel and conference arrangements, travel advances and expenses, and prepares detailed and accurate itineraries with all contact information for hotels, transportation, etc. for the faculty and laboratory personnel. Prepares expense reports upon trip completion and tracks that all payouts are completed.
• Serves as liaison between the faculty members and administrative units such as Purchasing, Human Resources, IST, Payroll, Workforce Planning, Faculty Affairs, Administration and Planning, etc. Initiates correspondence related to these functions.
• Works with the faculty members to edit and format important documents such as letters, PowerPoint presentations, websites, etc.
• Provides administrative support to facilitate effective time management during grants the process, including the National Cancer Institute Cancer Center Support Grant, which includes but is not limited to: scheduling of grant related meetings, blocking time in calendars as needed, and calendar reminders of key deadlines and deliverables.
• Determines and organizes work procedures; prepares work schedules and expedites workflow. Periodically evaluates secretarial/clerical procedures, establishes standards and institutes new or modified procedures, as needed.

LABORATORY SUPPORT

• Working with the Office of Workforce Planning, supports hiring and onboarding of research personnel in accordance with cancer institute SOPs.
• Manages requests for time off and time and attendance records for the research support staff of the faculty. Oversees payroll operations as timekeeper for all research support staff via People Soft.
• Tracks the completion of laboratory personnel evaluations and mandatory trainings.
• Responsible for creating and renewing purchase orders, paying office and lab invoices, generating check requests, subscriptions, and other expenditures for the laboratory/research personnel. Ensures that expenditures are in accordance with allocation of funds.

PROGRAMMATIC SUPPORT

• Under direction from the assigned faculty members and Business Manager, schedules conferences, meetings, presentations, research symposia, works-in-progress reviews, and other important programmatic events.
• Assists with distribution of agendas and other event…