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Administrative Coordinator

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Position Details

Position Information

Recruitment/Posting Title Administrative Coordinator
Job Category Staff & Executive - Administrative & Support - General
Department FASN-Earth & Environmental Sci

The Department of Earth and Environmental Sciences (DEES) offers unique geoscience education and research opportunities. We focus on applied environmental education and research that serves well students wishing to pursue careers in the growing environmental consulting sector that is strong in New Jersey.

Our faculty strengths are in atmospheric chemistry, soil geochemistry, near surface geophysics, ocean biogeochemistry and structural geology. We have a well-established PhD program in Environmental Science. We collaborate closely with the Department of Civil & Environmental Engineering at New Jersey Institute of Technology, the Department of Earth and Planetary Sciences at Rutgers (Busch Campus) and the School of Environmental & Biological Sciences at Rutgers (Cook Campus) to offer broad educational-research opportunities for both faculty and students. The department is also heavily engaged in educational outreach programs that offer unique opportunities for minority high schools students within the Newark Public Schools system.

Posting Summary

Rutgers University-Newark, an urban public research university and anchor institution, located in Newark, New Jersey, a city of promise, is seeking an Administrative Coordinator which will be reporting to the Chair of the Department of Earth & Environmental Sciences (EES), Faculty of Arts and Sciences-Newark (FASN).

The Administrative Coordinator must provide timely and accurate information in response to requests and on the policies and process of the Department, FASN, Rutgers University-Newark (RU-N), and the Rutgers University (RU) system. The person in this role will carry out routine and semi-routine work within parameters for the Department and under general supervision. He/she will perform professional work that requires knowledge of general administrative and office management practices, as well as specific knowledge of University policies and procedures.

The Administrative Coordinator maximizes operational efficiencies, workflow, and communication with faculty, staff, students, the University community, and the general public. He/she will be the initial point of contact for the Department, interacting extensively with the University community, students, and prospective students, and the general public, and works closely with Meadowlands Environmental Research Center (MERI). The duties include but are not limited to:
- Supports Chair, including effectively maintaining electronic calendar, scheduling meetings in an accurate and timely fashion, and routing, responding to, and following up on e-mails and other requests
- Assists faculty, staff, and students with requests, including, but not limited to, Special Permission Numbers (SPNs); grade submissions; room scheduling; collecting, posting, and archiving syllabi; and bulk copies.
- Maintains and updates reservation system for departmental rooms, coordinates with Academic Scheduling, and ensures policies for reservations and use of rooms and equipment are available and followed
- Assists with efficient and accurate maintenance, review, monitoring, and management of budget, payroll and human resources information and transactions for the Department
- Coordinates onboarding, orientation, and exit processes for employees ensuring accurate and timely dissemination of relevant information and facilitation of relevant actions and services
- Serves as a primary effort coordinator for Department and works closely with faculty on reconciling work effort and grants payroll and salaries
- Coordinates well-organized events and meetings for Department, including, but not limited to, workshops, lectures, luncheons, student orientations, class meetings, tributes, and job interviews.

The Administrative Coordinator is responsible for managing day-to-day administrative operations of the Department and must be able to multitask in a fast-paced, customer service-focused environment with an understanding of the mission, vision, role, and goals of the Department, FASN, and RU-N, and the role the tasks and responsibilities of this position play in the achievement of these goals.

For more information on the Department of Earth & Environmental Sciences (EES), please visit:

Position Status Full Time
Hours Per Week 37.5
Daily Work Shift Day
FLSA Nonexempt
Grade 04
Position Salary
Annual Minimum Salary 45854.000
Annual Mid Range Salary 57059.500
Annual Maximum Salary 68265.000
Standard Hours 37.50
Union Description URA-AFT Administrative
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

Requires a bachelor’s degree, or an equivalent combination of education and/or experience that demonstrates knowledge and understanding of office administration, work organization, coordination, facilitation, bookkeeping, and/or data collection and report writing.

Also requires a minimum of two years relevant experience in an administrative support role.

Required Knowledge, Skills, and Abilities

Requires excellent oral and written communication skills, the ability to handle and prioritize multiple tasks, and to interact successfully with a wide range of individuals at all levels of the University community.

Preferred Qualifications
Equipment Utilized

Position regularly uses MS Office Suite, Cornerstone, FASN appointments system, ROCS, HCM, SSC, RAPSS, ECRT, Course Scheduling System, E-Verify, Grad Portal, Blackboard, Course Analysis System, Sakai, and knows or will learn any and all systems RU uses for expense reimbursement, absence reporting, time keeping, personnel appointments, parking, telephones, payroll, grant submission, recruitment, student support, course scheduling, facilities and space scheduling and management, event management, website and social media maintenance and updates, and the equipment, software, and specialized materials needed to support the effective and efficient performance of this position.

Physical Demands and Work Environment

Must be able to work occasional evenings and weekends. Individual should have the ability to move and/or lift items weighing up to 30 pounds.

Special Conditions

Posting Details

Posting Number 17ST3189
Posting Open Date 09/14/2017
Special Instructions to Applicants
Regional Campus Rutgers University-Newark
Home Location Campus Rutgers University-Newark
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. * What is the highest level of education you have completed?
    • High School Diploma/GED
    • Associate's Degree
    • Bachelor's Degree
    • Master's Degree
    • Ph.D.
  2. * Do you have two years relevant experience in an administrative function?
    • Yes
    • No

Applicant Documents

Required Documents
  1. Resume
  2. Cover Letter/Letter of Application
Optional Documents
  1. List of References