Administrative Coordinator

Position Summary:

Rutgers, The State University of New Jersey, is seeking a Administrative Coordinator for the Division of Institutional Planning & Operations (IP&O). Reporting to the Vice President, Facilities Operations Services, provides senior-level administrative coordination and assistance for the department to include: creating spreadsheets and filing systems; maintaining complex work production and operational files and budgets; providing advanced administrative assistance to the Vice President and his/her direct managerial reports; supporting ad hoc project teams, training administrative staff on a variety of departmental software programs; managing the day-to-day operations of the office and creating and implementing office procedures.

Among the key duties of this position are the following:

• Independently creates and implements office procedures to ensure the proper day to day operations of the office. Maintains an inventory of office supplies and generates orders when required. Manages and maintains office machines and arranges for service when necessary.
• Manages the calendars of leadership staff. Provides advanced administrative support to the leadership staff to include:
• Phone support by prioritizing calls and recording messages, providing answers to callers without assistance or redirecting callers to the appropriate campus administrator.
• Independently and regularly communicates, both orally and in writing, with a variety of internal university departments, as well external vendors.
• Schedules meetings, provides locations, prepares agendas, secures needed equipment, related documentation and records then publishes minutes.
• The incumbent is fully accountable for organizing, updating maintaining and reporting on various logs, databases and files.
• Independently creates reports and communicates with contributors when items are potentially late or incorrect.

Minimum Education and Experience:

Bachelor's degree in a related field or an equivalent combination of education and experience plus 2 years of advanced administrative experience.

City: Piscataway

State: NJ

Equipment Utilized:

Software to include Word, Excel, AIM, Kronos, RIAS and email.