"Program Support Specialist"

Position Summary

Rutgers, The State University of New Jersey, is seeking a Program Support Specialist for the Office of Information Technology. Reporting to the Business Manager, this role provides executive assistance to AVP, Directors, and other staff including presentation materials, meetings, scheduling, and other administrative functions, as needed. Will be heavily relied upon by the AVP, Directors, and other staff to ensure the smooth facilitation of the department.

Among the key duties of this position are the following:

• Oversees daily operations across multiple offices and ensures efficient coordination of administrative, financial, and facilities functions.
• Coordinates the submission of grant and contract proposals to federal, and other sponsors with grant pre-award administration, including entering funding proposals in RAPSS and funder systems such as grants.gov and others, document collection from named personnel, attending applicable RAIN meetings and other sponsored project-related professional development webinars and opportunities. Assists with the development of internal policies and procedures regarding grant and contract proposals and applications.
• Consults and advises with members of the Project on content, timing, and documentation necessary for proposals to be submitted to funding sources. Ensures accuracy and timeliness of all grant-related materials and applications meet proposal and closeout timelines.
• Handles calendar management and scheduling meetings on behalf of the department, leading event planning including invitations, room reservations, setting up/tearing down equipment, catering, agendas, taking meeting minutes when requested, logistics, and all tasks involved in department meetings and team building events.
• Greets visitors to the department and provide assistance as needed. Screens calls and provides information in accordance with organizational policy. Receives and appropriately handles incoming correspondence from OARC computer users, faculty, staff, external parties, and responds to inquiries. Responsible for timely follow-up of problems and questions.
• Completes onboarding, tracking, and submitting payroll, hours, and logistics for student workers, with limited oversight from Senior Program Coordinator.
• Improves team efficiencies and automations through Smartsheet and other applications, designing and implementing annual workflows to forms including absence reporting, travel requests, and procurement intake forms, computer inventory, key management, and others as developed.
• Maintains and organizes department reference policy and procedure guides, data entry for spreadsheets including computer inventory and phone billing.
• Acts as expense management delegate for AVP. Accurately enter all travel expenses for the AVP into the Rutgers Expense Management system in a timely fashion. May assist other team members with their expense reports when they have questions.
• Handles travel coordination and facilitation for internal and external parties in times of OARC-sponsored events.
• Assists with travel and conference arrangements. This may include catering, space/room reservations, communications with attendees, speakers, and others, day-of logistics and coordination, and other duties.
• Assists with human resources functions including new hire online templates, I-9 verification, time sheet management/tracking for student staff and others as needed, onboarding of new staff and students, acting as the main point of contact and answering questions to newly appointed staff.
• Orders, tracks, maintains responsibility of departmental supply of guest parking passes for all OARC campus locations.
• Handles facilities issues and be the primary initial contact for both our Piscataway and Newark offices submitting tickets as required and following up to ensure tickets are completed and closed.
• Serves as principal liaison to the Faculty Advisory Committee, an internal advisory board made up of high-level directors, VPs, and faculty from all parts of the University, and other OARC stakeholders on behalf of the AVP when requested.
• Steps in as back up to Business Specialist with Procurement duties including PO preparation, invoice handling, and other duties as needed.
• Understands and adheres to Rutgers compliance standards as they appear in Rutgers' Corporate Compliance Policy, Code of Conduct and Conflict of Interest Policy.
• Keeps abreast of all pertinent federal, state and Rutgers' regulations, laws and policies as they presently exist and as they change or are modified.
• Performs other related duties as assigned.

Minimum Education and Experience

Bachelor's degree in a related field, plus two (2) years of relevant work experience in an administrative function, excellent communication and interpersonal skills. Equivalent experience, education and/or training may be substituted for the education requirements.

Physical Demands and Work Environment

Standing, sitting, walking, talking or hearing. No special vision requirements. Office environment. Moderate Noise. We work in an office environment with moderate noise and frequent interruptions. We are searching for someone who has the ability to quickly re-establish focus on multiple tasks at hand on a continual basis.