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Administrative Coordinator

Rutgers, The State University of New Jersey, is seeking an Administrative Coordinator for the Office of the Chancellor – Provost. The Administrative Coordinator is responsible for supporting the efficient daily operations in the Office of the Chancellor-Provost. Reporting to the Director of Administration and working closely with the Chief of Staff and Executive Assistant, the Administrative Coordinator plays a key role in ensuring smooth workflow and coordination within the office. This position involves a wide range of administrative and organizational tasks, including scheduling meetings, managing calendars, coordinating travel arrangements, processing transactions, handling inquiries, assisting with projects and committees, and supporting event planning. The Administrative Coordinator must maintain confidentiality and demonstrate integrity in all matters related to the office.

Among the key duties of this position are the following:

  • Schedules meetings, appointments, and conference calls on behalf of the office.
  • Assists with calendar management for the Chief of Staff and Director of Administrations, ensuring scheduling conflicts are resolved effectively.
  • Coordinates travel arrangements, including booking flights, accommodations, and transportation.
  • Processes various administrative transactions, such as requisitions, POs, invoices.
  • Processes various human resources and payroll transactions including HCM and ROCS updates.
  • Handles expense reimbursements, ensuring accurate and timely processing.
  • Manages absence reporting, including tracking and reporting absences for the office.
  • Orders and maintains inventory of office supplies.
  • Responds to phone calls and emails, and appropriately directs all general office inquiries.
  • Assists the Director of Administration in coordinating and implementing projects, programs, and committees.
  • Conducts research and gathers information to support project planning and decision-making.
  • Compiles data and prepares reports, presentations, and other documents as required.
  • Coordinates meetings, prepares agendas, takes minutes, and follows up on action items.
  • Maintains project documentation, records, and files.
  • Supports the planning, coordination, and management of Chancellor-Provost events, such as conferences, workshops, and receptions.
  • Assists with logistics, including venue selection, catering arrangements, equipment setup, and attendee registration.
  • Prepares event materials, such as agendas, invitations, programs, and signage.
  • Coordinates with internal and external stakeholders to ensure seamless execution of events.
Other duties as assigned.

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