Rutgers, The State University of New Jersey is seeking am Administrative Coordinator within the OneSource Faculty and Staff Resource Center (OneSource FSRC). This position is responsible for the successful operation of all activities in the OneSource FSRC front office and will act as the first point of contact between the OneSource FSRC Director and all entities with which they are involved, both within and outside the organization. The prime responsibility of this position is to successfully execute all administrative duties and enable the OneSource FSRC leadership team to focus on key priorities and engagements.
Among the key duties of this position are the following:
Assists and supports the OneSource FSRC Director and other members of the OneSource FSRC leadership team in full capacity; effectively managing appointments, calendars and personal access.
Acts as a gatekeeper to include prioritization of meetings and managing scheduling conflicts; keep the Director informed of changes and maintain strong communication.
Assists the Director with scheduling meetings and preparing for meetings, to include preparing materials, obtaining materials in advance, distributing materials and keeping the Director on schedule.
Provides phone coverage and screens calls and voicemail for purpose and intent of call; takes complete and accurate messages and relays messages appropriately.
Greets and assists planned guests and manages unannounced visitors of the OneSource FSRC.
Manages correspondence while helping to build and maintain relationships; regularly interacts with personnel in a professional, welcoming and courteous manner.
Prepares, updates and organizes information for inclusion in huddle boards, reports, correspondence, presentations, budgets, etc. Edits documents for accuracy, format and arrangement of material.
Coordinates and reserves complex and detailed travel arrangements (domestic and international), including flight, hotel and transportation rental reservations.
Coordinates and/or assist with team meetings (staff meetings, all-hands meetings, quarterly on-sites/off-sites, team gatherings etc.) Assists with event planning on behalf of the OneSource FSRC Director.
Minimum Education and Experience:
Bachelor's Degree in a related field or an equivalent combination of education and/or experience.
Required Knowledge, Skills, and Abilities:
Excellent written and verbal communication skills.
Strong interpersonal skills.
Exhibits initiative and independent problem solving.
Strong work ethic.
Team player with a positive attitude.
Excellent organizational skills.
Proficiency with computer applications particularly MS Office, plus expensing and travel applications.
Exposure to sensitive information will necessitate a high level of confidentiality, and a considerable use of tact, diplomacy, and quality judgment.
Flexibility in work schedule; must be able to multi-task and handle a busy workload in order to meet deadlines.
Ability to adapt to changing priorities in a fast paced environment.
Human Resources experience and/or customer service experience.
Posting Number: 19ST2223
Location: Cook (RU-New Brunswick)
Internal Number: 89749
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.