Administrative Coordinator
Princeton, New Jersey, United States

Job Summary

Occupation Clerical and Administrative
Specialty Administrative Assistant
Location 08901, New Brunswick, New Jersey, United States
Visa Sponsorship No

Job Description

Last Update: 1/11/24
Position Details

Position Information

Recruitment/Posting Title

Administrative Coordinator

Job Category

Staff & Executive - Administrative & Support


IPO-Facilities Utilities


The Division of Institutional Planning & Operations (IP&O) employs a workforce of approximately 2,700 staff, represented by 15 collective negotiations agreements, and is responsible for institutional strategic initiatives and operations, which encompasses an expansive range of comprehensive service and business operations across the State of New Jersey. These include planning and construction, facilities, public safety and emergency operations, environmental health and safety, transportation, housing, and auxiliary/retail operations.

Posting Summary

Rutgers, The State University of New Jersey, is seeking an Administrative Coordinator for the Division of Institutional Planning & Operations (IP&O). Reporting to the Assistant Manager, this position provides senior level administrative coordination and assistance to the Rutgers Utilities and Renovation Department including the Assistant Manager, Sr. Director of Plants and Distribution, Assistant Vice President, and his/her direct managerial reports.

Among the key duties of this position are the following:

Providing advanced administrative assistance may entail creating spreadsheets, managing filing systems, managing the ROCS system, assisting/reaching out to vendors, scheduling/organizing meetings, managing/tracking budgets, generating work orders and purchase orders, and coordinating with additional departments within Rutgers to provide assistance to other administrative and executive level staff.
Maintains daily oversight on RU Marketplace and AIM systems to advise on completed or pending work orders and purchase orders. Assists supervisors with closing out open work orders to keep system up to late. Closes purchase orders as needed to avoid duplicate entry.
Creates purchase orders and work orders at the discretion of the Sr. Director and Assistant Manager. Provides maintenance of existing supplier info1mation in RU Marketplace and adds new vendors through the Payment works system. Gathers required documents necessary for purchase order approval and new vendor additions.
Distributes monthly Purchase Order reports from RU Marketplace for updating vendors on the status of pending quotes/invoices. Distributes work order numbers and adds them to the daily schedule. Maintains the daily work order sheet to monitor missing work order entries as well as duplicate entries. Distributes purchase orders to RU personnel and external vendors.
Assist vendors with open purchase orders not being paid. Follow-up with procurement on any open issues for vendor to be paid for goods or services procured. Manages any access card needs for university personnel and authorized persons. Keeps updated database of personnel with access to University buildings.
Maintains central and campus specific operations files as required. These files may be related to services, products, and compliance related programs. These files are updated regularly and reassigned/rotated annually. Maintains M-Drive online folder making sure all Utilities Personnel records as related to licenses and training are current. Advises supervisors of any issues on lapsed licensing or training. Processes requests for trainings and key card access.
May supervise support staff. Provides training and coaching to staff where applicable. Serves as backup to administrative workforce during vacation or absences. Assists with keeping purchases and daily workflow on schedule luring this time frame of vacancies and or absences.
Schedules meetings, coordinates with participants, provides locations, sends out meeting invites, prepares agendas, secures needed equipment and related documentation, and records/publishes meeting minutes.

Position Status

Full Time

Hours Per Week

Daily Work Shift

Work Arrangement





Position Salary

Annual Minimum Salary


Annual Mid Range Salary


Annual Maximum Salary


Standard Hours


Union Description

URA-AFT Administrative

Payroll Designation



Rutgers offers a comprehensive benefit program to eligible employees. For details, please go to
Rutgers also offers a benefit program to eligible full-time postdoctoral fellow students. For details, please go to

Seniority Unit

Terms of Appointment

Staff - 12 month

Position Pension Eligibility



Minimum Education and Experience

Bachelors degree in related field; or an equivalent combination of education and/or experience.
A minimum of two years of professional experience in an administrative function.


Must have a valid N.J. Drivers License and two years driving experience, will be required to successfully complete the Rutgers Defensive Driving Course.

Required Knowledge, Skills, and Abilities

Proficiency in Word and Excel is required. Excellent communication skills and customer service skills are required.

Preferred Qualifications

Experience with customer service, good working knowledge of excel and purchasing/invoicing procedures are strongly preferred.

Equipment Utilized

Software to include Microsoft office suite (Word, Outlook, Excel, Power Point), AIM, RU Marketplace

Physical Demands and Work Environment

Special Conditions

Clean Driving Record

Posting Details

Posting Number


Posting Open Date


Special Instructions to Applicants

Regional Campus

Rutgers University-New Brunswick

Home Location Campus

Off Campus





Location Details

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 fully vaccinated and have received a booster (where eligible) against COVID-19 prior to commencement of employment, unless the University has granted the individual a medical or religious exemption. Employees who are not eligible for a booster at the time of an offer of employment must provide proof they have received a booster upon eligibility and upload proof of same. 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 candidates offer of employment or disciplinary action up to and including termination.