Rutgers, The State University of New Jersey is seeking a Program Coordinator II for the Center of Alcohol Studies at the Graduate School of Applied and Professional Psychology. Reporting to the director, the incumbent in this position assists in organizational planning and the development of programs and projects at the CAS, and provides administrative and logistical support to the Office of the Director, the Business Office, and the Office of Professional Development and Continuing Education. In addition, the Program Coordinator II works with the grant management staff on the maintenance of grant information and documentation, and participates in research and communication initiatives with senior program staff.
Among the key duties of the position are the following:
Manages calendars, including scheduling individual and group meetings, and required follow-up.
Assists in day-to-day operations of the center's programs and planning of events and symposia, and developing programs that target faculty, students, sponsors, and the general public, including coordinating publicity and execution of events.
Prepares business matters for the CAS, including, but not limited to payables, purchasing, invoicing, billing, reimbursements, and recordkeeping; and serves as the CAS contact for all purchasing issues.
Arranges with program officers' work-related travel, including obtaining visas where necessary; assists with developing travel plans and logistical arrangements, including processing expense reports.
Responds to requests for information or other documentation from internal and external sources.
Works alongside the department coordinator, serving as backup when needed and collaborating, as needed, on workflows, including, but not limited to, contract management, administrative tasks, and projects.
Works closely and proactively with colleagues on the initiatives of the Office of Professional Development and Continuing Education.
Assists the Business Office in managing administrative workflows and ensuring smooth-running operations.
Assists with grant activities of the CAS, organizing and maintaining documents in both paper and electronic format, creating routine informational and promotional materials, and performing basic library research.
Manages HR functions of timekeeping, preparation of new appointments, and assists in the onboarding process for new hires/consultants/interns.
Undertakes Internet-based research and prepares presentations and other materials for program staff and complete baseline data analyses as needed.
Minimum Education and Experience:
Requires a bachelor's degree or an equivalent combination of education and/or experience.
Required Knowledge, Skills, and Abilities:
Excellent oral and written communications skills
Ability to manage communications tactfully and professionally with high attention to detail and accuracy.
Demonstrated proficiency utilizing online information resources and data tools for information retrieval and data entry; experience undertaking internet-based research.
Detailed knowledge of, and demonstrated proficiency in, the use of Microsoft Office and Google computer applications, including Microsoft Outlook, Word, Excel, PowerPoint, and Google Drive, Sheets, Docs, Slides.
Enthusiasm for learning new tools and technologies, and ability to adapt to rapidly evolving applications and systems.
Two to three years of relevant office experience or equivalent work experience.
Experience using and contributing to a formal content or document management system (for example, SharePoint).
The ideal candidate is a:
Highly functioning administrator who is proactive and able to self-manage, prioritize work assignments across departments, manage multiple deadlines, and represent the unit in any given environment.
Team player with an ability to work in diverse teams with accountability and responsibility; ability to contribute to a positive, productive, open and supportive environment that motivates everyone to perform their best.
Clear communicator and flexible with proactive planning, organizational, and critical thinking skills, and a proven ability to problem-solve and follow up appropriately on process and procedural issues.
Fluency in computer software packages; MS Office (i.e. Word, Excel, Outlook, PowerPoint and Access); Microsoft SharePoint; Google Docs; Adobe Professional; Discoverer; REX; Oracle Cloud; PeopleSoft.
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.