Administrative Coordinator

Position Details

Position Information

Recruitment/Posting Title	Administrative Coordinator
Job Category	Staff & Executive - Healthcare - Administrative Services
Department	NJMS Surgery - Trauma
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 for the Department of Surgery within the New Jersey Medical School. Under the direction of the Department Director, the Administrative Coordinator provides advanced, diversified and confidential services to the NJMS- Department of Surgery Trauma Surgery and Research Divisions. Incumbent exercises considerable discretion and independent judgment in handling day-to-day matters; manage the administrative needs of multiple Trauma Division faculty and the Research Division’s administrative needs. Among the key duties of this position are the following: Provides a high-level of administrative support to the Division Faculty and Division Chief. Coordinates office operations, including forms, secretarial/clerical work, space, and office equipment and repair, internal reporting systems, and ordering supplies and materials. Suggests methods for office improvement. Responsible for opening and distributing incoming mail. Responsible for the development, organizing and maintaining a departmental files, correspondence, etc. Arranges and coordinates travel schedules and reservations for faculty. Researches and compiles data, and submits statistical reports on the non-technical aspects of the department. Coordinates and arranges meetings, Prepares agendas, records and transcribes meeting minutes. Reserves and prepares designated meeting space. Prepares check requisitions. Cooperates with supervisors and leadership in working toward specific goals and meeting workload requirements. Maintains and coordinates faculty schedules (including meetings, deadlines, on-call, surgeries and patient hours). Serves as principal liaison between division and department, The University Hospital and other affiliate Hospitals
Position Status	Full Time
Hours Per Week
Daily Work Shift
Work Arrangement
FLSA	Exempt
Grade	21S
Position Salary
Annual Minimum Salary	57111.000
Annual Mid Range Salary	68274.000
Annual Maximum Salary	80870.000
Standard Hours	37.50
Union Description	HPAE, Local 5094
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	Bachelor’s Degree in Business Administration OR a related field  Plus three (3) years of administrative experience in a government agency, university setting or large business office.  Equivalent education, experience, and/or training may be substituted for the educational requirements.
Certifications/Licenses
Required Knowledge, Skills, and Abilities	Neat, professional appearance.  Articulate, both verbally and in writing.  Comfortable performing quantitative and analytical duties.  Ability to perform well in stressful situations.  Demonstrated proficiency in MS Office (Outlook, Word, Excel and PowerPoint) is required. Knowledge in MS PowerPoint is preferred.  Excellent interpersonal, organizational, oral and written communication skills are required.  Demonstrated ability to maximize resources on a continued basis. Must be detail oriented.
Preferred Qualifications	Work with and knowledge of university research, RAPSS, eIRB, CITI, etc. Neat, professional appearance. Preferred work with fellowship or residency programs.
Equipment Utilized
Physical Demands and Work Environment
Special Conditions

Posting Details

Posting Number	24ST0717
Posting Open Date	03/27/2024
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 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