Position Details

Position Information

Recruitment/Posting Title	Administrative Coordinator
Job Category	URA-AFT Administrative
Department	Mason Gross Sch Arts-Deans Ofc
Overview
Posting Summary	Rutgers, The State University of New Jersey, is seeking an Administrative Coordinator for Mason Gross School of the Arts. Reporting to the Assistant Dean for Admissions and Enrollment Management, Admissions Office, Mason Gross School of the Arts (MGSA), this position provides administrative support for Admissions operations, its senior leadership and all of its programs and activities. MGSA is comprised of 1200 undergraduate and graduate students across programs in Music, Theater, Dance, Filmmaking and Art & Design and thus, this position will impact and influences over 1200 students. Among the key duties of this position are the following: Manages general inquiries; maintains and updates websites, social media, and databases; arranges and coordinates events and meetings; prepares and processes payroll appointments and transactions; prepares business expense reimbursements; among other duties. Responsible for managing day-to-day administrative operations of Admissions. Interacts extensively with the University community, students and prospective students, and external stakeholders, ensuring a welcoming and responsive environment. Maximizes operational efficiencies, workflow, and effective communication with Admission leadership; staff; students; faculty; and the University and external community. Prepares reports and effectively and clearly communicates with team members in a timely and professional manner. Assists with events. Must have a thorough knowledge of the policies and process of Admissions, MGSA, the Rutgers University (RU) system, and external stakeholders and provide timely and accurate information in response to requests. Carries out routine and semi-routine work within parameters for the Office and under general supervision. Performs professional work that requires knowledge of general administrative and office management practices, as well as specific knowledge of University policies and procedures. Must be able to maintain professional demeanor and multitask in a fast-paced, student-focused, team environment and complete work with an understanding of the mission, vision, role, and goals of the Admissions, MGSA, and RU, and the role the tasks and responsibilities of this position play in the achievement of these goals.
Position Status	Full Time
Hours Per Week
Daily Work Shift	Day
Work Arrangement	This position requires a fully on-site 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 and/or experience that demonstrates knowledge and understanding of office administration, work organization, coordination, facilitation, bookkeeping, and/or data collection and report writing. Two years of related experience.
Certifications/Licenses	Use of personal vehicle in order to travel for business demands; a valid driver’s license would be required for this position.
Required Knowledge, Skills, and Abilities	Must be able to multitask and manage a diverse range of responsibilities. Requires excellent oral and written communication skills, the ability to handle and prioritize multiple tasks and problem solve, and to interact successfully with a wide range of individuals at all levels of the University community.
Preferred Qualifications
Equipment Utilized	Regularly uses MS Office Suite, Cornerstone, ROCS, HCM, Student Records Database, Degree Navigator, Airtable, Slate and knows or will learn any and all systems RU uses for expense reimbursement, time keeping, personnel appointments, parking, telephones, payroll, student advising, admissions, student academic support, placement testing, recruitment, student support, facilities and space scheduling and management, event management, website and social media maintenance and updates, and all equipment, software, and specialized materials needed to support the effective and efficient performance of this position.
Physical Demands and Work Environment	Fast-paced, deadline-driven, customer-service focused, team environment.
Special Conditions	Must be able to work evenings and weekends, as needed. Clean driving record.

Posting Details

Posting Number	23ST2252
Posting Open Date	08/28/2023
Special Instructions to Applicants
Regional Campus	Rutgers University-New Brunswick
Home Location Campus	Rutgers University - New Brunswick
City	New Brunswick
State	NJ
Location Details	College Ave and Douglass Campuses

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 vaccinated against COVID-19 prior to commencement of employment, unless the University has granted the individual a medical or religious exemption. Rutgers University may require certain prospective employees to receive an updated (bivalent) vaccine dose. 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