Administrative Coordinator

Job Category Staff & Executive - Administrative & Support

Department RWJ - Office of the Dean

New Jersey’s academic health center, Rutgers Biomedical and Health Sciences ( RBHS ) takes an integrated approach to educating students, providing clinical care, and conducting research, all with the goal of improving human health. Aligned with Rutgers University - New Brunswick and collaborating university wide, RBHS includes eight schools, a behavioral health network, and five centers and institutes that focus on cancer treatment and research, neuroscience, advanced biotechnology and medicine, environmental and occupational health, and health care policy and aging research.

Our faculty are teachers, clinicians, and scientists with unparalleled experience who advance medical innovation and provide patient care informed by the latest research findings. We offer an outstanding education in medicine, dentistry, pharmacy, public health, nursing, biomedical research, and the full spectrum of allied health careers.

Our clinical and academic facilities are located throughout the state - at Rutgers University - New Brunswick, including Piscataway; and at locations in Newark, Scotch Plains, Somerset, Stratford, and other locations. Clinical partners include Robert Wood Johnson University Hospital in New Brunswick, Newark’s University Hospital in Newark, and other affiliates.

Through this community of healers, scientists, and scholars, Rutgers is equipped as never before to transform lives.

Rutgers, The State University of New Jersey, is seeking an Administrative Coordinator for the Dean’s Office at the Robert Wood Johnson Medical School. The Administrative Coordinator performs and coordinates a wide variety of administrative assistance and support services within the department. The Administrative Coordinator also assists in the planning and support of program activities and coordinates office operations. Additionally, the Administrative Coordinator assists with calendar management, planning, procurement, and analyses, and is responsible for the operational functions of the projects assigned, workflow, and providing resolutions where applicable.

Among the key duties of this position are the following:

• Provides administrative, analytical, computing and staff support. Executes assignments (maintains timelines) and tasks requiring data collection, information gathering, analysis, data entry/retrieval, data base maintenance, and forms and graphics generation utilizing a variety of software packages. Serves as liaison between department and administrative units such as Procurement, Accounting and Payroll.
• Screens calls and provides information in accordance with organizational policy. Receives and appropriately handles incoming correspondence, makes appointments, schedules meetings, and responds to inquiries.
• Excellent calendar management skills, including the coordination of complex multi-stakeholder meetings. Maintains meeting schedules, exercising discretion, applies informed independent judgement. Makes travel arrangements and prepares meeting agendas and takes meeting minutes.
• Maintains or assists in maintaining department accounts, monitoring/reconciling expenditures and ensuring compliance with budgets.
• Coordinates office operations, including forms, secretarial/clerical work, space and office equipment, internal reporting systems and ordering supplies and materials. Suggests methods for office improvement.

FLSA

FLSA Exempt

Grade

Grade 21S

Minimum Salary

Mid Range Salary

Maximum Salary

The final salary offer may be determined by several factors, including, but not limited to, the candidate’s qualifications, experience, and expertise, and availability of…