Program Coordinator I

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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 a Program Coordinator I for Douglass Residential College – Undergraduate Programs.

Among the key duties of this position are the following:

• Provides administrative assistance to the staff, faculty, graduate and undergraduate students, visitors, and guests.
• Provides administrative support to the Associate Dean, Directors and Senior Directors in coordinating and administering undergraduate academic and curricular programs, department information, and day-to-day administrative activities. Undergraduate Programs consists of the following components; all academic courses, Discovery, Center for Women in the Arts, BOLD Center, and Global @ Douglass.
• Handles calendar management for Assoc. Dean.
• Handles travel arrangements, expense reports and space reservations
• Caters requests and other needs related to events, meetings, and other activities.
• Monitors public email and other accounts associated with the department.
• Serves as the preparer for Cornerstone purchase orders pertaining to each of these programs and events, and HCM transactions for Undergraduate Programs activities as well as academic personnel transactions.
• Prepares Instructor/ Faculty Fellows/ Graduate Assistant appointments.
• Coordinates the preparation, submission and approval for all budget expenditures for the units.
• Processes all requisitions and tracks all expenditures.
• Prepares and maintains records, statistics and reports pertaining to the Douglass curriculum.
• Manages databases, report creation, data, and information compilation.
• Organizes work assignments for student and hourly employees working in Carpender Hall.
• Manages payroll for student employees.
• Assists directors/sr. directors with planning and execution of events.
• Serves as the main point of contact for departmental telephone inquiries and visitors, managing the flow of all students and visitor traffic through the department.
• Completes work consistent with basic understanding of the mission, vision, role and goals of the unit.
• Performs professional work that requires knowledge of general administrative/office management practices, problem solving, and the basic application and use of concepts, theories and terminology of academic administration and student affairs.
• Serves as backup preparer for purchasing, expense management, and other business transactions in the absence of other college administrative assistants.
• 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, writing, and promotion/outreach.
• A minimum of two years relevant experience in a program coordination or administrative function, good communication skills, and computer literacy.

Certifications/Licenses

Required Knowledge, Skills, and Abilities

Preferred Qualifications

• Knowledge of Rutgers Cornerstone, HCM , REGIS , Canvas, Microsoft Suite.

Physical Demands and Work Environment

Special Conditions

Posting Number

Posting Number 24ST0972

Posting Open Date

Posting Open Date 05/01/2024

Special Instructions to Applicants

Regional Campus

Home Location Campus

City

State

State NJ

Position Information Recruitment/Posting Title Program Coordinator I Job Category URA-AFT Administrative Department Douglass Residential College 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 a Program Coordinator I for Douglass Residential College – Undergraduate Programs. Among the key duties of this position are the following:

• Provides administrative assistance to the staff, faculty, graduate and undergraduate students, visitors, and guests.
• Provides administrative support to the Associate Dean, Directors and Senior Directors in coordinating and administering undergraduate academic and curricular programs, department information, and day-to-day administrative activities. Undergraduate Programs consists of the following components; all academic courses, Discovery, Center for Women in the Arts, BOLD Center, and Global @ Douglass.
• Handles calendar management for Assoc. Dean.
• Handles travel arrangements, expense reports and space reservations
• Caters requests and other needs related to events, meetings, and other activities.
• Monitors public email and other accounts associated with the department.
• Serves as the preparer for Cornerstone purchase orders pertaining to each of these programs and events, and HCM transactions for Undergraduate Programs activities as well as academic personnel transactions.
• Prepares Instructor/ Faculty Fellows/ Graduate Assistant appointments.
• Coordinates the preparation, submission and approval for all budget expenditures for the units.
• Processes all requisitions and tracks all expenditures.
• Prepares and maintains records, statistics and reports pertaining to the Douglass curriculum.
• Manages databases, report creation, data, and information compilation.
• Organizes work assignments for student and hourly employees working in Carpender Hall.
• Manages payroll for student employees.
• Assists directors/sr. directors with planning and execution of events.
• Serves as the main point of contact for departmental telephone inquiries and visitors, managing the flow of all students and visitor traffic through the department.
• Completes work consistent with basic understanding of the mission, vision, role and goals of the unit.
• Performs professional work that requires knowledge of general administrative/office management practices, problem solving, and the basic application and use of concepts, theories and terminology of academic administration and student affairs.
• Serves as backup preparer for purchasing, expense management, and other business transactions in the absence of other college administrative assistants.

Position Status Full Time Hours Per Week Daily Work Shift Work Arrangement FLSA Nonexempt Grade 04 Position Salary Annual Minimum Salary Annual Mid Range Salary Annual Maximum Salary 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 . 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, writing, and promotion/outreach.
• A minimum of two years relevant experience in a program coordination or administrative function, good communication skills, and computer literacy.

Certifications/Licenses Required Knowledge, Skills, and Abilities Preferred Qualifications

• Knowledge of Rutgers Cornerstone, HCM , REGIS , Canvas, Microsoft Suite.

Equipment Utilized Physical Demands and Work Environment Special Conditions Posting Details Posting Number 24ST0972 Posting Open Date 05/01/2024 Special Instructions to Applicants Regional Campus Rutgers University-New Brunswick Home Location Campus Douglass (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 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: Supplemental Questions

Required fields are indicated with an asterisk (*).

• Do you have a 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, writing, and promotion/outreach?
  • Yes
  • No
• Do you have a minimum of two years relevant experience in a program coordination or administrative function, good communication skills, and computer literacy?
  • Yes
  • No

Required Documents

• Resume/CV
• Cover Letter/Letter of Application

Optional Documents

• List of Professional References (contact Info)

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 .

In compliance with the Americans with Disabilities Act (ADA) and the New Jersey Law Against Discrimination (NJLAD), if you have a disability and would like to request an accommodation with regard to your access to and/or your participation in the application and selection processes (for example, the online application process or interviews), please call or e-mail us .

Rutgers University is an equal access/equal opportunity institution. If you have trouble accessing this page because of a disability, please contact us at or via email at .

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To learn more about Rutgers University's commitment to diversity and inclusion on its campuses, click here . #J-18808-Ljbffr

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