Administrative Coordinator

Position Details

Position Information

Recruitment/Posting Title Administrative Coordinator

Job Category URA-AFT Administrative

Department School of Engineering

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 the School of Engineering. Reporting to the Personnel Manager, this position provides administrative and operational support for the School’s human resources functions.. The position supports faculty leave and appointment activities, coordinates meetings and personnel-related events, maintains HR records and informational resources, and provides administrative support to departments by responding to routine inquiries regarding established University procedures while ensuring timely and accurate processing of personnel actions. The incumbent also supports general office operations, including purchase orders, office supply management, vendor coordination, and other administrative duties as assigned.

Among the key duties of the position are the following:

• Serves as the initiator for all Dean’s Office positions in the personnel system.
• Processes international hiring paperwork for foreign nationals within the Dean’s Office.
• Maintains employee records in both electronic and paper formats, ensuring accuracy and compliance.
• Performs data entry tasks, including absence record updates and system access requests.
• Coordinates onboarding for new Dean’s Office staff, including ECI processing and I-9 completion.
• Provides support for day-to-day and monthly personnel and payroll actions, as well as other administrative and operational activities for the School of Engineering.
• Reviews ROCS postings as Authorizer 1 for completeness and accuracy and follows up with departments regarding missing documentation prior to submission.
• Coordinates NTT reappointments and appointments for coadjutants, lecturers, students, visiting faculty, and temporary employees.
• Ensures the correct templates are used and all information is accurate, including database entry in Access.
• Tracks letters in the appointment tracking spreadsheet and distributes appointment letters to finalists in these categories.
• Assists with communicating updates to HR procedures and administrative processes to departments.
• Provides administrative support and responds to routine questions regarding established HR procedures, referring complex issues to the Personnel Manager or University HR.
• Maintains the School’s HR databases and employee records to ensure information is current and accurate.
• Prepares offer letters and other personnel documents using established templates and procedures, ensuring required information is complete and submitted within established deadlines.
• Assists department and center administrators by responding to routine inquiries, coordinating requests for information from University offices, and directing complex issues to appropriate Human Resources staff.

FLSA Nonexempt

Grade 04

Salary Details

Minimum Salary 59893.480

Mid Range Salary 73909.480

Maximum Salary 87925.480

Offer Information The final salary offer may be determined by several factors, including, but not limited to, the candidate’s qualifications, experience, and expertise, and availability of department or grant funds to support the position. We also take into consideration market benchmarks, if and when appropriate, and internal equity to ensure fair compensation relative to the university’s broader compensation structure. We are committed to offering competitive and flexible compensation packages to attract and retain top talent.

Benefits

Rutgers provides a comprehensive benefits package to eligible employees. The specific benefits vary based on the position and may include:

• Medical, prescription drug, and dental coverage
• Paid vacation, holidays, and various leave programs
• Competitive retirement benefits, including defined contribution plans and voluntary tax-deferred savings options
• Employee and dependent educational benefits (when applicable)
• Life insurance coverage
• Employee discount programs

Position Status Full Time

Working Hours

Standard Hours 37.50

Daily Work Shift

Work Arrangement Consistent with the current application of Rutgers Policy 60.3.22 or the applicable provisions of relevant collective negotiations agreements, this position may be eligible for a hybrid work arrangement. Flexible work arrangements are not permanent, subject to change or discontinuation, and contingent on the employee receiving approval in the FlexWork@RU Application System.

Union Description URA-AFT Administrative

Payroll Designation PeopleSoft

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 that demonstrates knowledge and understanding of coordination, organization, facilitation, report analysis, and promotion/outreach.
• A minimum of two years relevant experience in a program coordination or administrative function.

Certifications/Licenses

Required Knowledge, Skills, and Abilities

• Good communication skills.
• Computer literacy.

Preferred Qualifications

• Ability to multi-task, learn new processes, and highly confidential.

Equipment Utilized

• Standard office equipment (computer, copier, scanner, telephone). Software includes Microsoft Office Suite (Word, Excel, Access), Adobe Acrobat, and Rutgers systems (ROCS, HCM Cloud/Oracle, and Sunapsis).

Physical Demands and Work Environment

• Standard office environment.
• Primarily sedentary work requiring the ability to sit at a desk, utilize a computer, and communicate over the phone.
• May occasionally require standing, walking, and light lifting of office supplies or paper files up to 15 lbs.

Special Conditions

Posting Details

Posting Number 26ST2053

Posting Open Date 11/05/2026

Special Instructions to Applicants

Regional Campus Rutgers University-New Brunswick

Home Location Campus Busch (RU-New Brunswick)

City Piscataway

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.

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 encourage all qualified applicants to apply. For additional information please see the Non-Discrimination Statement at the following web address: http://uhr.rutgers.edu/non-discrimination-statement