Administrative Coordinator II

Position Details

Position Information

Recruitment/Posting Title	Administrative Coordinator II
Job Category	Staff & Executive - Administrative & Support
Department	RSDM-Academic Affairs
Overview	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.
Posting Summary	Rutgers, The State University of New Jersey is seeking an Administrative Coordinator II for the Department of Academic Affairs within the Rutgers School of Dental Medicine (RSDM). Under the direction of the Executive Director, this position assists in the planning and support of program activities. The Administrative Coordinator II provides a wide variety of administrative duties, such as document processing, record keeping, audio-visual support services, scheduling facilities and program logistics. Among the key duties of this position are the following: Provides general office/clerical support for continuing dental education team and programs as required. Assists in the coordination and management of program activities: a. Reservation of meeting facilities, food service, audiovisual services, etc. b. Processing payment of all course expenditures, assists with course budgets, contracts, financial records, financial summaries, residual accounting and charge expenses back to the individual courses.  c. Assists with oversight of the office budget; regarding standing orders and managing purchase orders for equipment, maintenance, computers, educational items, events, entertainment, catering, etc. d. Assists in the collection and appropriate documentation of program related materials. e. Assists in guest and RSDM faculty arrangements by providing specific instructions and items needed prior to activity (i.e., exact meeting location, maps, brochures, hotel reservations, use of travel agencies, travel and meal allowance, honoraria, audio-visual needs, curriculum vitae, abstracts, etc.). f. Coordination and preparation of agendas and registrant materials. g. Preparation, distribution and summarization of evaluation materials h. Prepare and send confirmation letters and forms to guest lecturers. Track and manage return of required forms and presentation documentation.  i. Expedites and coordinates services such as maintenance repairs, supplies, and mail. Assists in maintaining department website and sending out promotional emails via Constant Contact. Handles telephone inquiries regarding program activities and/or directs caller to appropriate source. Compiles complex reports, drawing data from a variety of sources. Prepares and/or compiles data for special reports and analyses, program evaluations, and other office related reports within prescribed guidelines. Maintains essential records with regards to continuing dental education activities. Assists in the maintenance of all activity files. Receives and appropriately handles incoming correspondence, makes appointments, and responds to inquiries. Makes routine telephone calls and inquires as directed. Maintains databases and mailing lists.
Position Status	Full Time
Hours Per Week
Daily Work Shift	Day
Work Arrangement	This position requires a fully on-site work arrangement.
FLSA	Nonexempt
Grade	19B
Position Salary
Annual Minimum Salary	26.950
Annual Mid Range Salary	32.160
Annual Maximum Salary	37.980
Standard Hours	37.50
Union Description
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	Bachelors Degree or its equivalent plus one (1) year of administrative or office management experience. Applicants may substitute appropriate related experience for the educational requirements on a year for year basis. Equivalent experience, education and/or training may be substituted for the education.
Certifications/Licenses	A valid driver’s license is required.
Required Knowledge, Skills, and Abilities	Must be PC literate and have experience with Microsoft Office software applications.
Preferred Qualifications	Knowledge of meeting and conference coordination is desirable. Familiarity with Meeting Registration software is a plus.
Equipment Utilized
Physical Demands and Work Environment	Must be able to move audio-visual equipment on rolling carts throughout the buildings. Must be able to move course materials into car and onto rolling carts. Rutgers School of Dental Medicine and off site conference facilities.
Special Conditions	Must be able to work early mornings (6:00 a.m.) on Wednesdays and possibly other days. Must be able to work nights and weekends to be present at all continuing dental education activities in locations throughout the state, which may require overnight stays. Clean driving record.

Posting Details

Posting Number	24ST0437
Posting Open Date	02/21/2024
Special Instructions to Applicants
Regional Campus	Rutgers Biomedical and Health Sciences (RBHS)
Home Location Campus	Newark (RBHS)
City	Newark
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 60.1.35 Immunization Policy for Rutgers Employees and Prospective Employees , Rutgers University requires all prospective employees to provide proof that they are vaccinated against COVID-19 prior to commencement of employment, unless the University has granted the individual a medical or religious exemption. Rutgers University may require certain prospective employees to receive an updated (bivalent) vaccine dose. 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

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