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Administrative Coordinator I

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Position Details

Position Information

Recruitment/Posting Title Administrative Coordinator I
Job Category Staff & Executive - Healthcare - Administrative Services
Department RWJ-Psychiatry-IMHS-ZM1608

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 universitywide, 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 I for the Department of Psychiatry at Rutgers Robert Wood Johnson Medical School.

Performs and coordinates support to the Chair and Senior Director of Administration. Coordinates office support operations. Serves as a liaison between department and administrative units throughout the University such as Faculty Affairs, Human Resources, IST, Payroll and Accounting.

• Schedules meetings/appointments and keeps calendar accurate at all times.
• Schedules annual faculty evaluations to coincide with the Chairman’s schedule and creates, distributes and gathers all necessary paperwork for the evaluations in accordance with the University guidelines and policies, as required by the Director of Operations.
• Composes correspondences on behalf of the Chair and the Senior Director of Administration.
• Prepares Departmental Reports, meeting agendas, solicitation of letters for recommendation of faculty appointments, promotions and position verifications.
• Manages the support staff; assesses the administrative and clinical needs of the department and assigns work schedules, when necessary.
• Acts as liaison with RWJMS Faculty Affairs and keeps abreast of current University appointment and promotional policies and procedures.
• Updates all forms and correlates all processing changes according to Faculty Affairs requirements.
• Coordinates recruitment and promotional process with Departmental Faculty Interview and Review Committees.
• Creates and maintains personnel files for faculty and staff, including a data base with current updates on paid and volunteer faculty and staff members including hire dates, change in status and academic titles, terminations, licenses and vacation.
• Assists Senior Director to reconcile monthly department expenses (updates financial reports, tracks physician billings, IST phone charges, maintains various lists and charts etc.) and completes special projects.
• Performs other related duties as assigned.

Position Status Full Time
Hours Per Week
Daily Work Shift
FLSA Exempt
Grade 21S
Position Salary
Annual Minimum Salary 47483.000
Annual Mid Range Salary 58007.000
Annual Maximum Salary 68532.000
Standard Hours 37.50
Union Description CWA, Local 1031
Payroll Designation PeopleSoft

Information about the benefits provided to Rutgers employees can be found at:

Seniority Unit
Terms of Appointment Staff - 12 month
Position Pension Eligibility ABP


Minimum Education and Experience

• Bachelor’s Degree in Business Administration, Finance, Education, Healthcare Administration, or a similar related field required.
• Two (2) years of administrative/management experience in a government agency, university setting or large business office, with responsibility for office management, preparation of reports, supervision of staff etc., is required.
• Equivalent experience, education, and/or training may be substituted for the
education requirements.

Required Knowledge, Skills, and Abilities

• Demonstrated proficiency in Word, Excel and PowerPoint software, is required.

Preferred Qualifications
Equipment Utilized
Physical Demands and Work Environment

• Physical Demands: Sitting, standing, walking, talking and hearing. No special vision requirements. Lifting up to 25 lbs.

• Work Environment: Office/cubicle environment. Moderate noise.

Special Conditions

Posting Details

Posting Number 17ST2712
Posting Open Date
Special Instructions to Applicants
Regional Campus Rutgers Biomedical and Health Sciences (RBHS)
Home Location Campus Downtown New Brunswick
Location Details

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:

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * Do you have a Bachelor's degree in Business Administration, Finance, Education, Healthcare Administration or a similar related field?
    • Yes
    • No
  2. * Do you have at least two years of administrative/management experience in a government agency, university setting or large business office?
    • Yes
    • No

Applicant Documents

Required Documents
  1. Resume
Optional Documents
  1. Cover Letter/Letter of Application