Program Coordinator I

Rutgers University

United States, New Jersey, New Brunswick

Mar 12, 2025

Position Details

Position Information

Recruitment/Posting Title	Program Coordinator I
Job Category	URA-AFT Administrative
Department	Engn-Materials Science & Engn
Overview	Rutgers, The State University of New Jersey, is a leading national research university and the State of New Jersey's preeminent, comprehensive public institution of higher education. As one of the largest employers in the State of New Jersey, Rutgers University is committed not only to the students and the State that we serve, but also to the faculty and staff who work on our campuses. For two consecutive years, Rutgers is ranked on Forbes' list of America's Best Large Employers. Rutgers holds #64 of 500 employers and is the #1 New Jersey employer on the publication's 2023 list. Rutgers' commitment to its employees includes maintaining and fostering a safe, diverse, and respectful workplace environment, creating employment opportunities for our nation's military veterans, and ensuring accessibility and accommodation for individuals with disabilities.
Posting Summary	Rutgers, The State University of New Jersey is seeking a Program Coordinator I for the School of Engineering. Among the key duties of the position are the following: Provides broad confidential and administrative support to the MSE Department, Graduate Director and Undergraduate Director by organizing, coordinating and overseeing daily academic program activities and ongoing projects in fulfillment of the academic mission of the department and related administrative responsibilities. Coordinates and facilitates administration of the Doctor of Philosophy, Master of Science, Master of Engineering, Bachelor/Master, and Bachelor of Science curricular programs and co-op and internship programs for Chemical & Biochemical Engineering majors and non-matriculated graduate students. Plans, prepares, and controls communications, events, records, reports, data collection and corresponding administrative functions for the Graduate and Undergraduate Programs. Serves as liaison with the School of Engineering Office of Academic Services, School of Graduate Studies, Office of Academic Scheduling and Instructional Space, Division of Continuing Studies, and Global Services; is the main point of contact for prospective and current students seeking general information about MSE academic programs. Ensures accurate and timely processing of requests and actions and provides professional, prompt, and courteous service. Reports to the Department Administrator and assumes some oversight of department operations in the absence of the Department Administrator. Overall administrative support and management of the daily operations and performance of the Graduate and Undergraduate Offices. Coordination/administration of department activities, projects, various department functions, events, and meetings. Collaborates with department leadership and faculty instructors to plan course offerings, schedule classes, and space, and disseminate timely and accurate information to the student population and faculty. Enters all course scheduling information into CourseAtlas for MSE Graduate and Undergraduate course offerings, communicate with instructors and the Office of Academic Scheduling throughout the process to resolve issues. Final approval for accuracy of course schedule. Works with Graduate Director to assist with application materials to Graduate Program answering questions about requirements, course evaluations, credit transfers, omissions, application materials, and program content related questions. Actively maintains up-to-date knowledge of university systems such as CourseAtlas and Salesforce. Assesses the impact of changes in requirements on upstream and downstream applications, systems, and program processes. Maintains confidential files regarding student disciplinary or status issues. Assistswith the development of evaluation processes and data compilation for program accreditation. Maintains database of department alumni for career placement, contact information, and professional reunion gatherings to network and collaborate. Works with Rutgers Global-International Student and Scholar Services to coordinate administrative processing and documentation related to H-1B, J-1, E-3, and O-1 faculty, scholars, and permanent residence visa petitions. Advises and provides assistance and guidance to individual faculty and scholars on H-1B, J-1, E-3, and O-1 visas and those seeking permanent residence status on matters pertaining to their legal status and their adjustment in the United States. Prepares and processes payroll appointments and transactions; prepare business expense reimbursements and provide office support using other university systems such as HCM, ROCS, and Marketplace.
Position Status	Full Time
Hours Per Week
Daily Work Shift
Work Arrangement
FLSA	Nonexempt
Grade	04
Position Salary
Annual Minimum Salary	57356.00
Annual Mid Range Salary	71372.00
Annual Maximum Salary	85388.00
Standard Hours	37.50
Union Description	URA-AFT Administrative
Payroll Designation	PeopleSoft
Benefits	Rutgers offers a comprehensive benefit program to eligible employees. For details, please go to http://uhr.rutgers.edu/benefits/benefits-overview.
Seniority Unit
Terms of Appointment	Staff - 12 month
Position Pension Eligibility	ABP

Qualifications

Minimum Education and Experience	Requires a bachelor's degree or an equivalent combination of education and/or experience that demonstrates knowledge and understanding of coordination, organization, facilitation, report analysis, writing, and promotion/outreach. Also requires a minimum of two years relevant experience in a program coordination or administrative function, good communication and computer skills.
Certifications/Licenses
Required Knowledge, Skills, and Abilities	Must be able to work as a part of team on multiple tasks in a fast-paced, deadline-oriented environment. Must be able to maintain a professional demeanor and multitask in a fast-paced, customer-service-focused, confidential environment and complete work consistent with a basic understanding of the mission, vision, role, and goals of MSE, RU-NB, and the tasks and responsibilities of the position in the achievement of these goals.
Preferred Qualifications
Equipment Utilized
Physical Demands and Work Environment
Special Conditions

Posting Details

Posting Number	25ST0497
Posting Open Date	03/12/2025
Special Instructions to Applicants
Regional Campus	Rutgers University-New Brunswick
Home Location Campus	Busch (RU-New Brunswick)
City	Piscataway
State	NJ
Location Details

Pre-employment Screenings

All offers of employment are contingent upon successful completion of all pre-employment screenings.

Immunization Requirements

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 candidate's offer of employment or disciplinary action up to and including termination.

Affirmative Action/Equal Employment Opportunity Statement

It is university policy to provide equal employment opportunity to all its employees and applicants for employment regardless of their race, creed, color, national origin, age, ancestry, nationality, marital or domestic partnership or civil union status, sex, pregnancy, gender identity or expression, disability status, liability for military service, protected veteran status, affectional or sexual orientation, atypical cellular or blood trait, genetic information (including the refusal to submit to genetic testing), or any other category protected by law. As an institution, we value diversity of background and opinion, and prohibit discrimination or harassment on the basis of any legally protected class in the areas of hiring, recruitment, promotion, transfer, demotion, training, compensation, pay, fringe benefits, layoff, termination or any other terms and conditions of employment. For additional information please see the Non-Discrimination Statement at the following web address: http://uhr.rutgers.edu/non-discrimination-statement