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Program Coordinator I

Job Description


Position Details


Position Information


Recruitment/Posting Title Program Coordinator I
Job Category Staff & Executive - Administrative & Support
Department Engn-Materials Science & Engn
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. Ranked in 2022 by Forbes as a top 100 best large employer in America, 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. This position reports to the Department Administrator and assumes some oversight of department operations in the absence of the Department Administrator.:
Among the key duties of this position are the following:
  • Plans, prepares, and controls communications, events, records, reports, data collection and corresponding administrative functions for the Graduate and Undergraduate Programs. Serves as liaison with the School of Engineering Office of Academic Services, School of Graduate Studies, Office of Academic Scheduling and Instructional Space, Division of Continuing Studies, and Global Services.
  • Provides broad confidential and administrative support to the MSE Department, Graduate Director and Undergraduate Director by organizing, coordinating and overseeing daily academic program activities and ongoing projects in fulfillment of the academic mission of the department and related administrative responsibilities.
  • Coordinates and facilitates administration of the Doctor of Philosophy, Master of Science, Master of Engineering, Bachelor/Master, and Bachelor of Science curricular programs and co-op and internship programs for Programs for Material Science & Engineering Majors and non matriculated graduate students.
  • Is the main point of contact for prospective and current students seeking general information about MSE academic programs.
  • Ability to maintain a professional demeanor and multitask in a fast-paced, customer-service-focused, confidential environment and complete work consistent with a basic understanding of the mission, vision, role, and goals of MSE, RU-NB, and the tasks and responsibilities of the position in the achievement of these goals.
  • Ensures accurate and timely processing of requests and actions and provides professional, prompt, and courteous service.
  • Overall administrative support and management of the daily operations and performance of the Graduate and Undergraduate Offices.
  • Coordination/administration of department activities, projects, various department functions, events, and meetings.
  • Collaborate with department leadership and faculty instructors to plan course offerings, schedule classes, and space, and disseminate timely and accurate information to the student population and faculty.
  • Enter all course scheduling information into CourseAtlas for MSE Graduate and Undergraduate course offerings, communicate with instructors and the Office of Academic Scheduling throughout the process to resolve issues. Final approval for accuracy of course schedule.
  • Work with Graduate Director to assist with application materials to Graduate Program answering questions about requirements, course evaluations, credit transfers, omissions, application materials, and program content related questions.
  • Actively maintain up-to-date knowledge of university systems such as CourseAtlas and Salesforce.
  • Assesses the impact of changes in requirements on upstream and downstream applications, systems, and program processes.
  • Maintain confidential files regarding student disciplinary or status issues.
  • Assist with the development of evaluation processes and data compilation for program accreditation.
  • Maintain database of department alumni for career placement, contact information, and professional reunion gatherings to network and collaborate.
  • Work with Rutgers Global-International Student and Scholar Services to coordinate administrative processing and documentation related to H-1B, J-1, E-3, and O-1 faculty, scholars, and permanent residence visa petitions. Advise and provide assistance and guidance to individual faculty and scholars on H-1B, J-1, E-3, and O-1 visas and those seeking permanent residence status on matters pertaining to their legal status and their adjustment in the United States.
  • Prepare and processes payroll appointments and transactions; prepare business expense reimbursements and provide office support using other university systems such as HCM, ROCS, and Marketplace.
Position Status Full Time
Hours Per Week
Daily Work Shift
Work Arrangement
FLSA Nonexempt
Grade 04
Position Salary
Annual Minimum Salary 51359.000
Annual Mid Range Salary 63909.500
Annual Maximum Salary 76460.000
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 http://uhr.rutgers.edu/benefits/benefits-overview .
Rutgers also offers a benefit program to eligible full-time postdoctoral fellow students. For details, please go to https://finance.rutgers.edu/healthcare-risk/insurance/postdoctoral-health-insurance.
Seniority Unit
Terms of Appointment Staff - 12 month
Position Pension Eligibility ABP

Qualifications


Minimum Education and Experience
  • Bachelor’s degree or an equivalent combination of education and/or experience
  • A minimum of two years relevant experience
Certifications/Licenses
Required Knowledge, Skills, and Abilities
  • Experience that demonstrates knowledge and understanding of coordination, organization, facilitation, report analysis, writing, and promotion/outreach.
  • Good communication and computer skills.
  • Ability to work as a part of team on multiple tasks in a fast-paced, deadline-oriented environment.
Preferred Qualifications
Equipment Utilized
Physical Demands and Work Environment
Special Conditions

Posting Details


Posting Number 23ST0039
Posting Open Date 01/18/2023
Special Instructions to Applicants
Regional Campus Rutgers University-New Brunswick
Home Location Campus Busch (RU-New Brunswick)
City Piscataway
State NJ
Location Details
Piscataway, NJ 08854

Pre-employment Screenings


All offers of employment are contingent upon successful completion of all pre-employment screenings.



Immunization Requirements


Under Policy 60.1.35 Immunization Policy for Rutgers Employees and Prospective Employees , Rutgers University requires all prospective employees to provide proof that they are fully vaccinated and have received a booster (where eligible) against COVID-19 prior to commencement of employment, unless the University has granted the individual a medical or religious exemption. Employees who are not eligible for a booster at the time of an offer of employment must provide proof they have received a booster upon eligibility and upload proof of same. Under Policy 100.3.1 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: http://uhr.rutgers.edu/non-discrimination-statement



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