Rutgers, The State University of New Jersey, is seeking an Administrative Coordinator for Rutgers Global Health Institute. This position provides executive- level administrative assistance for the office of the director, including coordination for advisory bodies, working groups, and other affiliates. The Administrative Coordinator plays a vital role in the office's operations, and in formalizing administrative policies and procedures. Contributing to a positive, collaborative work environment, and delivering exemplary service to faculty and staff with a high level of professionalism, sophistication and efficiency are important. The Administrative Coordinator handles multifaceted functions with faculty from many disciplines and partners internationally.
Among the key duties of the position are the following:
Identifies and implements a contact data management solution, and develops policies and procedures for collection, update, and correspondence with contacts; Maintains the integrity and accuracy of data.
Supports communication needs of the office of the director, including event notices, stakeholder outreach, faculty affiliations, and other ad hoc activities.
Supports the director's schedule, and ensures proper preparation, briefings and materials to support the director's participation in meetings, events, and lectures.
Handles logistics for meetings and appointments in a timely and proficient manner; and arranges travel for the director and affiliated faculty as needed.
Prepares project timetables, and provides support for submission of proposals and collection of materials from faculty collaborators.
Provides administrative and programmatic support for advisory bodies, affiliated faculty and working groups including the development of materials, and facilitation of meetings and communications.
Responsible for the timely preparation, submission, and tracking of expense reports, purchase orders, and invoices.
Creates and maintains current files and records; undertakes routine note-taking, writing, and editing assignments; generates correspondence and responds to inquiries.
Minimum Education and Experience:
Bachelor's degree in a related field or an equivalent combination of education and/or experience that demonstrates knowledge and understanding of executive-level office administration, work organization, coordination, facilitation, writing principles and practices, and analysis
A minimum of two years of administrative support or executive assistance.
Required Knowledge, Skills, and Abilities:
Ability to think critically, problem-solve, organize, and manage time effectively Exceptional resourcefulness and skill in delegation
Excellent listening and written & verbal communication skills Understanding of office management systems and procedures Ability to multitask and prioritize daily work
Strong computer proficiency, including experience with database management programs
Ability to interface with international contacts, at various levels of government, academia, and industry
Discretion and confidentiality
Background and experience in higher education, medicine, public health and/or global health
Three years' experience
Posting Number: 18ST1416
Location: College Ave (RU-New Brunswick)
Internal Number: 64892
About Rutgers University
Rutgers, The State University of New Jersey, is a leading national public research university and the state's preeminent, comprehensive public institution of higher education. Rutgers is dedicated to teaching that meets the highest standards of excellence; to conducting research that breaks new ground; and to turning knowledge into solutions for local, national, and global communities. As it was at our founding in 1766, the heart of our mission is preparing students to become productive members of society and good citizens of the world. Rutgers teaches across the full educational spectrum: preschool to precollege; undergraduate to graduate and postdoctoral; and continuing education for professional and personal advancement. Rutgers is New Jersey's land-grant institution and one of the nation's foremost research universities, and as such, we educate, make discoveries, serve as an engine of economic growth, and generate ideas for improving people's lives.