"Program Support Coordinator (2 Vacancies)"

Position Summary

Rutgers, The State University of New Jersey is seeking a Program Support Coordinator within the Administration and Planning Department at the Rutgers Cancer Institute.

The primary purpose of the Program Support Coordinator position is to provide specialized high-level support for the Rutgers Cancer Institute, especially in the context of the Cancer Prevention and Control (CPC) Research Program. Under the supervision of the Business Manager and the guidance of the CPC Research Program Co-Leaders, the Program Support Coordinator assists with departmental and Program needs. The work includes but is not limited to: meeting coordination and logistics, research- and leadership-related travel and reimbursements, purchases and contracts, time-keeping, hiring, onboarding, evaluations, and exits, and required reporting.

Essential Duties and Responsibilities

ADMINISTRATIVE SUPPORT

• Maintains the assigned faculty members' CVs and assists with reporting on their research faculty and/or leadership activities as appropriate
• Assists the assigned faculty members with their tracking and annual reporting of vacation and sick days
• Organizes projects and handles administrative tasks. Assists in planning and executing projects that relate to the assigned faculty members' areas of responsibility, and Rutgers Cancer Institute as a whole.
• Handles all travel and conference arrangements, travel advances and expenses, and prepares detailed and accurate itineraries with all contact information for hotels, transportation, etc. for the faculty and laboratory personnel. Prepares expense reports upon trip completion and tracks that all payouts are completed.
• Serves as liaison between the faculty members and administrative units such as Purchasing, Human Resources, IST, Payroll, Workforce Planning, Faculty Affairs, Administration and Planning, etc. Initiates correspondence related to these functions.
• Works with the faculty members to edit and format important documents such as letters, PowerPoint presentations, websites, etc.
• Provides administrative support to facilitate effective time management during grants the process, including the National Cancer Institute Cancer Center Support Grant, which includes but is not limited to: scheduling of grant related meetings, blocking time in calendars as needed, and calendar reminders of key deadlines and deliverables.
• Determines and organizes work procedures; prepares work schedules and expedites workflow. Periodically evaluates secretarial/clerical procedures, establishes standards and institutes new or modified procedures, as needed.

LABORATORY SUPPORT

• Working with the Office of Workforce Planning, supports hiring and onboarding of research personnel in accordance with cancer institute SOPs.
• Manages requests for time off and time and attendance records for the research support staff of the faculty. Oversees payroll operations as timekeeper for all research support staff via PeopleSoft.
• Tracks the completion of laboratory personnel evaluations and mandatory trainings.
• Responsible for creating and renewing purchase orders, paying office and lab invoices, generating check requests, subscriptions, and other expenditures for the laboratory/research personnel. Ensures that expenditures are in accordance with allocation of funds.

PROGRAMMATIC SUPPORT

• Under direction from the assigned faculty members and Business Manager, schedules conferences, meetings, presentations, research symposia, works-in-progress reviews, and other important programmatic events.
• Assists with distribution of agendas and other event communication, including providing speakers and participants with logistical details and other helpful information.
• Coordinates reservation of facilities, catering, AV, online meeting conferencing (e.g., Teams, Zoom) and overall set up. Works with building facilities to ensure maintenance requests are addressed.
• Creates sign-in sheets and maintains accurate attendance records, provides minutes, and follows- up on action items resulting from these meetings.
• As assigned by faculty members and Business Manager, aids Center Administration in obtaining and preparing needed data for faculty members' areas of purview and support preparation of reports.
• When necessary, assists the Business Manager in support of other Program Leaders and/or faculty, including their calendar management, travel and reimbursements, and reporting on activities under the Program Leaders and/or faculty members' oversight.

MISCELLANEOUS

• Participate in Strategic Planning activities for Rutgers Cancer Institute and Center Administration.
• Participate in routine administrators' meetings per the instruction of the Senior Director, Research Administration.
• Attends educational programs for professional development and growth.

Minimum Education and Experience

• Bachelor's Degree in Public or Business Administration or a related field, plus four (4) years of professional level experience in an administrative office, preferably in an academic research setting.
• Equivalent experience, education, and/or training may be substituted for the degree requirement.

Physical Demands and Work Environment

PHYSICAL DEMANDS:
Standing, sitting, walking, talking and hearing.
No special vision requirements.
Lifting up to 25 lbs.

WORK ENVIRONMENT:
Office environment. Moderate noise.