"Coordinator, Faculty Affairs Administration"

Position Summary:

Rutgers, The State University of New Jersey, is seeking a Coordinator, Faculty Affairs Administration for the Dean's Office at the New Jersey Medical School.

Under the supervision of the Program Administrator, this individual is responsible for all aspects of faculty, including hiring, terminations, evaluations, promotions, reappointments, I-9, payroll matters, etc. Assists in the planning and maintenance of the office to provide the highest level of service. Ensures compliance with all procedures.

Among the key duties of this position are the following:

• Coordinates and provides comprehensive administrative and analytical support for the Office of Faculty Affairs.
• Serves as the primary liaison for faculty personnel actions, collaborating with department chairs and administrators to ensure the accuracy and timely processing of all transactions related to recruitment, hiring, reappointment, promotion, changes in appointment, and termination.
• Oversee the end-to-end processing of faculty actions, including generating and routing EPAFs, preparing HR and payroll forms, verifying Employment Eligibility (I-9), and coordinating with internal units such as Academic Affairs, Human Resources, Payroll, Risk & Claims Management, and the Fiscal Office.
• Ensures compliance with university procedures and timelines; maintains accurate and up-to-date records in the Faculty Information System (FIS) and other database systems and establishes official personnel files.
• Compiles, analyzes, and presents data from various sources for reports, presentations, and strategic planning purposes; creates charts, tables, and spreadsheets as required.
• Prepares official correspondence and documents on behalf of the Dean, Vice Dean, or designees; handles inquiries and special projects with professionalism and discretion.

Minimum Education and Experience:

• Bachelor's Degree in Business Administration/Management, Human Resources, or related field, plus five (5) years of progressively more responsible administrative experience in an office, university, or healthcare environment.
• Experience managing multiple projects with competing deadlines in a fast- paced environment and preparing reports.
• Equivalent education, experience and/or training may be substituted for the educational requirements.

Physical Demands and Work Environment:

• Physical Demands: Standing, sitting, walking, talking or hearing required. No special vision requirements. Must be able to lift or exert force up to thirty (30) pounds. Lifting when necessary of file boxes and supplies
• Work Environment: Office environment. Moderate noise.