Coordinator Administrative Services

Rutgers University

United States, New Jersey, New Brunswick

Feb 18, 2025

Position Details

Position Information

Recruitment/Posting Title	Coordinator Administrative Services
Job Category	URA-AFT Administrative
Department	SAS - Dean's Office
Overview	The School of Arts and Sciences ( SAS) is the largest academic unit at Rutgers University and the center of the undergraduate experience on the Rutgers-New Brunswick campus and is comprised of 41 academic departments spanning the liberal arts. SAS offers more than 100 majors and minors across the life sciences, humanities, social and behavioral sciences, and mathematical and physical sciences with research centers and institutes across the school. With a diverse student body of more than 20,000 students, SAS has a membership of over 1,700 faculty members, more than 500 administrative staff, and 200,000 living alumni. SAS delivers a wide array of services in support of the teaching, research, and the mission and goals of Rutgers University. The School of Arts and Sciences promotes anti-racist, inclusive, equity-enhancing ideas and practices both inside and outside of the classroom for our community of educators, staff, and students. This includes a diverse set of voices and experiences. All individuals no matter their race, ethnicity, gender, gender identity, nationality, history, sexual orientation, religious practices, or socio-economic status are valued and respected. The School of Arts and Sciences is especially interested in candidates who can contribute to and support the diversity and excellence of the organization. Applicants are encouraged to include in their cover letter information about how they will further our commitment to these values.
Posting Summary	Rutgers, The State University of New Jersey, is seeking a Coordinator of Administrative Services for the School of Arts and Sciences ( SAS). Reporting to the Vice Dean of Administration ("VDA") for the School of Arts and Sciences ( SAS) with a functional dotted line reporting relationship to the Office of the Executive Dean ("OED") of SAS, the Coordinator of Administrative Services provides confidential and diversified support to the Office of Administration ("OOA"), the Office of Executive Dean ("OED"), and the Office of Diversity, Equity, and Inclusion under limited supervision with broad guidelines. Among the key duties of this position are the following: Provides confidential and diversified support primarily to/for but not limited to the Vice Dean Administration, the Vice Dean Diversity, Equity, and Inclusion, the Executive Vice Dean, the Divisional Director of Administration Interdisciplinary Centers/Programs, as well as the Office of the Executive Dean. Exercises professionalism and discretion in the execution of their duties. Serves a key role in managing the effective and efficient operations within the office while exercising independent judgment in handling day-to-day matters. Makes contacts of a sensitive nature regarding routine and non-routine matters internally and externally. Manages the calendars of the Vice Dean for Administration and the Vice Dean for Diversity, Equity, and Inclusion as well as back up to the Executive Dean's Office Administration, and prioritizes meetings and issues to maximize the Deans' time effectively. A requirement of the position is an understanding of university policies and procedures. Provides research and analysis to prepare briefing materials as needed. Responds to a wide variety of inquiries from staff, faculty and external constituents and escalate situations and issues to appropriate individuals within the School as needed.
Position Status	Full Time
Hours Per Week
Daily Work Shift	Day
Work Arrangement
FLSA	Exempt
Grade	05
Position Salary
Annual Minimum Salary	65741.00
Annual Mid Range Salary	81857.00
Annual Maximum Salary	97972.00
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.
Seniority Unit
Terms of Appointment	Staff - 12 month
Position Pension Eligibility	ABP

Qualifications

Minimum Education and Experience	A bachelor's degree in a related field, or an equivalent combination of education and/or work experience that demonstrates working knowledge and understanding of office administration, work organization, coordination, facilitation, bookkeeping, and/or reporting writing principles and practices. A minimum of two years relevant experience in an administrative function, good communication skills, and computer literacy.
Certifications/Licenses
Required Knowledge, Skills, and Abilities	Demonstrated executive level organizational and decision-making skills. Excellent oral and written communications skills, attention to detail, attention to the subject matter involved, and complete accuracy in all tasks. Working knowledge of basic word processing and spreadsheet programs, file organization, basic research, and data management. Experience with presentations software and preparing communication materials. Excellent attendance, work habits, ability to effectively multitask and to maintain confidentiality. Demonstrated ability to participate in team projects, engendering confidence and teamwork. Must be self-starter with goal-oriented skills and ability to work with little supervision. Maintains professional demeanor and composure during stressful and urgent situations. Demonstrated interest and/or willingness to deepen knowledge on inclusive and fair workplace culture.
Preferred Qualifications	Experience working on areas related to inclusive culture and fair workplace. Prefers two years related experience working for a senior level administrator.
Equipment Utilized	Peoplesoft, Oracle HCM and Oracle ERP systems, Procurement and Travel and Expense Reimbursement systems, MS Office Suite including Outlook Calendaring, SAS systems and portals, Access Management systems, etc.
Physical Demands and Work Environment
Special Conditions	The position may require some evening and weekend work. Travel to all RU-NB campuses using own vehicle.

Posting Details

Posting Number	25ST0279
Posting Open Date	02/18/2025
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 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