Administrative Coordinator

Position Details

Position Information

Recruitment/Posting Title	Administrative Coordinator
Job Category	Staff & Executive - Administrative & Support
Department	Dept Aero Stds-Air Force ROTC
Overview	Rutgers, The State University of New Jersey, is a leading national research university and the State of New Jersey’s preeminent, comprehensive public institution of higher education. As one of the largest employers in the State of New Jersey, Rutgers University is committed not only to the students and the State that we serve, but also to the faculty and staff who work on our campuses.   For two consecutive years, Rutgers is ranked on Forbes’ list of America’s Best Large Employers. Rutgers holds #64 of 500 employers and is the #1 New Jersey employer on the publication’s 2023 list. Rutgers’ commitment to its employees includes maintaining and fostering a safe, diverse, and respectful workplace environment, creating employment opportunities for our nation’s military veterans, and ensuring accessibility and accommodation for individuals with disabilities.
Posting Summary	Rutgers, The State University of New Jersey, is seeking an Administrative Coordinator for ROTC. This position serves as the primary liaison between the Rutgers–NB community and the Reserved Officer’s Training Corps-ROTC military-appointed staff (Cadet Command). Among the key duties of this position are the following: Supports Air Force, Army, and Navy ROTC operational functions on behalf of the Senior Project Administrator and Senior Director. Coordinates day-to-day departmental functions, including military-staff appointment/meeting scheduling, all ROTC correspondence (e.g., calendars, phones, e-mail, websites & resource directories), OIT user support needs, office supply and equipment inventories, departmental-sponsored programs, marketing and events aligned with Rutgers’ visual identity and IPO guidelines and promotion, as well as Department of Defense (DOD) mandates. Coordinates primary administrative and fiscal support functions for the aligned Reserved Officer Training Corps (ROTC) Units. Coordinates course scheduling, student-facing facilities and space reservations (e.g., PT-Physical Training, Field Training, etc.). Participates in university-sponsored trainings (e.g., UHR, IPO, Ethics & Compliance, etc.), to stay informed of institutional policies, and protocols for campus partner operational requests (e.g., Academic Scheduling, Recreation, Student Centers, etc.). Supports military-appointed guest faculty with departmental course support administration (e.g., Depts of Military Science, Aerospace Studies, and/or Naval Science), including processing academic instructional spaces, course scheduling assignment military-staff requests, and supporting Cadet Command to confirm RU-NB and cross-town affiliated course enrollment and onboarding, and managing departmental course special permission numbers. Works with the Senior Project Administrator to troubleshoot and coordinate proper follow-up for ROTC operational needs. Remains abreast of all departmental, unit, and institutional policies, as well as military-supported functions. Maintains confidentiality with regards to student academic issues and records, finalizes correspondence to students and faculty, and maintains electronic files.
Position Status	Full Time
Hours Per Week
Daily Work Shift
Work Arrangement
FLSA	Nonexempt
Grade	04
Position Salary
Annual Minimum Salary	55416.000
Annual Mid Range Salary	68958.000
Annual Maximum Salary	82500.000
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	Bachelor’s degree in a related field; or an equivalent combination of education and/or experience. A minimum of 2 years of professional experience in an administrative function that demonstrates knowledge and understanding of office administration, human resources, or payroll.
Certifications/Licenses
Required Knowledge, Skills, and Abilities	Report writing principles and practices. Must be able to read, interpret, understand, and apply technical instructions and documentation. Good interpersonal, communication, and organizational skills, and the ability to handle multiple, shifting priorities. Must be able to work nights and weekends, as needed and provide own transportation. Must have demonstrated proficiency with Microsoft Office Suite (Word, Excel, Access, PowerPoint, Publisher, etc.), database management, learning management systems, video/calls/conferencing, and email applications. Possess the ability to attend to multiple concurrent tasks. Must have sufficient knowledge of university operations to establish and maintain appropriate priorities. Demonstrated sensitivity to, and understanding of, the diverse intersections of student populations, as relevant to diversity and inclusion and educational equity practices. Must be detail-oriented and possess excellent knowledge in grammar and proofreading necessary for all correspondence, reports, electronic publications and website and social media management and content. The ability to operate independently, to stay abreast of all University policies and procedures to provide administrative continuity in the department for military guest faculty and military staff. ROTC guest appointments are visiting military-appointed faculty serving on 2–3-year rotations. ROTC military-staff positions are Government Civilians supporting the military mission and their length of stay is contractually variable.
Preferred Qualifications	5 years or more of demonstrated experience in successfully developing, implementing, and managing administrative and fiscal processes. Experience working with student service programs, advising, and/or admissions outreach. Demonstrated ability to work collaboratively on cross-campus initiatives with varied team members. An individual with demonstrated experience working with military-affiliated units and student information systems. General knowledge of military protocols. As the University-appointed Administrative Coordinator, this position requires
Equipment Utilized	Demonstrated advanced skills in Microsoft Office Suite. This individual will regularly use Rutgers database systems including, but not limited to, the following systems and programs: Drupal 8, RU Marketplace (SciQuest), Cornerstone, Canvas, General Ledger, RIAS, HCM, CSS, EMS, ImageNow, and Discoverer.
Physical Demands and Work Environment	Must be available for evening and weekend programming, as needed, to support departmental and/or unit-sponsored programming.
Special Conditions

Posting Details

Posting Number	24ST0112
Posting Open Date	01/26/2024
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 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

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