SR PROGRAM COORDINATOR SPVR

Rutgers University

United States, New Jersey, New Brunswick

Mar 01, 2025

Position Details

Position Information

Recruitment/Posting Title	SR PROGRAM COORDINATOR SPVR
Job Category	Staff & Executive - Administrative & Support
Department	Grad Sch of Edu-Dean's Office
Overview	The Rutgers University Graduate School of Education ( GSE) is dedicated to the study and improvement of education. The creation of knowledge about teaching and learning is central to our mission. We seek to ensure that all children and adults have access to high quality educational programs. As such, our work addresses the cognitive, social, organizational, cultural, linguistic, developmental, and policy dimensions of education. Our instructional programs are designed to produce graduates who become effective educational practitioners, transformative educational leaders, and accomplished educational researchers. Our partnerships and service contributions focus on New Jersey but extend to both national and global communities.
Posting Summary	Rutgers, The State University of New Jersey, is seeking a Sr. Program Coordinator Supervisor for the Graduate School of Education. Reporting to the Senior Director of Finance and Administration at the Graduate School of Education ( GSE), this position is responsible for providing supervision and support to the employees associated with the GSE Administrative Services Center ( ASC), as well as managing all daily aspects of research administration, including coordination, management, and quality improvement of grant proposal submissions by faculty to federal, state, local, foundation, and corporate entities. This position requires a high-level of proficiency with information technology systems, database and information management systems, and administrative processes. Among the key duties of this position are the following: Provides guidance to faculty, staff, and students on grant writing, grant proposal submission, funder requirements, how to enhance proposal competitiveness, project design, project management, and logistics. Develops, implements, and evaluates program policies, procedures, and services to meet the needs of faculty in submitting timely, accurate grant proposals aligned with funders' goals and priorities. Works with their team and other key stakeholders in the planning, development, and coordination of GSE-wide events and programming, such as course scheduling, faculty hiring, special projects, activities, and other events. Ensures accurate and timely processing of requests and actions, and professional and prompt service to faculty. Works with school administration to develop and restructure the implementation of school-wide research procedures and processes. Interprets, communicates, and implements internal and external policies and practices for differing needs of faculty, funders, internal and external collaborators. Works independently with broadly defined work objectives and general review of overall results. Uses judgment within broadly defined policies and practices. Completes tasks and duties that are consistent with an understanding of the mission, vision, role, and goals of GSE within the university as a whole. One-to-one trainings of new and current faculty on various grant proposal submission systems. Collaborates with faculty to plan and implement submission procedures, improve grant proposals, arrange meetings, and resolve issues. Researches new funding opportunities and strategically distributes to appropriate faculty. Compiles and summarizes funding policies and funders' goals. Writes technical reports and prepares training materials to help faculty submit new grant proposals, submit renewals, or review new regulations, as appropriate. Researches application requirements and deadlines and ensures timely and accurate compliance with funder regulations. Responsible for all logistics required for the coordination and submission of grant proposals. Assures grant proposals align with submission criteria and funder's strategic goals. Creates materials for in-house trainings and resources, including generating grant proposal checklists, submission procedures, project design, coordinating with faculty to identify their custom needs, review project tasks and determine feasibility with budgets proposed. Interprets complex and/or contradictory technical language and grant application regulations and applies that knowledge to grant applications. Manages and maintains programs that facilitate orientation and training of new faculty. Prepares, edits, reviews and submits applications, including, but not limited to: budget justifications based on budgets prepared by GSE Finance, all other supporting documents, review of narratives and project plans, for respective agencies in accordance with their application rules and regulations. Serves as Conflict of Interest monitor for the school, evaluating and assessing conflict of interest declarations for pre-award certifications and making determination to forward to the COI committee for further evaluation and review. Manages grant proposal submissions for multi-unit, multi-institutional teams. Exercises independent judgment on pre-award document creation and submission. Submits documents to electronic submission systems such as Grants.gov or similar systems. Works with finance and other staff on routine grant proposal submissions. Strategically problem solves grant proposal issues such as how to re-design a project and budget within the funder's budget cap while still having the resources to successfully carry out the research project. Directs department staff and students assigned to the GSE Administrative Services Center (ASC). Researches, develops, and implements policies, procedures, and workflows to ensure the administrative coordination of the departments, programs, and institutes of the GSE are operating with the use of best practices and principles. Develops, implements, and manages processes and procedures that ensure the administrative functions of the departments, programs, and institutes are performed accurately and timely in an efficient and effective manner while complying with GSE and university guidelines and policies. Creates job aids and trains department staff on processes, provides input for internal system upgrade and/or creation, schedules regular meetings, and reviews division processes to ensure compliance and to provide opportunities for feedback and consultation. Facilitates means to create and enhance regular communication between the Senior Director and the staff in the departments/centers including use of technology and in-person meetings. Examples of processes managed by the Senior Program Coordinator Supervisor include but are not limited to: academic scheduling and support, schedules meetings and conference room assignments. Drafts templates and other documents. Facilitates the signature process for a variety of letters and applications. Tracks and maintains records. Organizes and manages office events. Orders supplies. Manages submission deadlines for GSE and University processes such as PTL advancement, reappointment/promotion packets, evaluations, course analysis. Manages deadline, organizes materials and sends award announcement on behalf of the GSE for various student and faculty awards. Tracks commitments to/from the GSE. Compiles and maintains various listservs and, compiles and organizes data for reports provided to the Senior Director and other internal/external units/organizations. Represents the Senior Director and GSE in university wide meetings and committees. Creates, reviews, and manages no-cost extension and award supplement submissions. Manages post-award administration tasks such as IRB applications and revisions as needed. Reviews and edits reports to funders, as needed. Evaluates and assesses post-award research certifications and conflict of interest declarations for issues and makes determination to forward to the COI committee for further evaluation and review. Creates post-award documents as needed and coordinates with program sponsors and internal Rutgers and GSE units for audits, approvals, and submissions. Performs other special projects as required for the GSE. Completes other work consistent with a broad understanding of the mission, vision, role, and goals of the school and university. Other duties as assigned, including providing back up support for other administrative staff across the GSE as necessary.
Position Status	Full Time
Hours Per Week
Daily Work Shift	Day
Work Arrangement
FLSA	Exempt
Grade	05
Position Salary
Annual Minimum Salary	69031.00
Annual Mid Range Salary	87377.00
Annual Maximum Salary	105722.00
Standard Hours	37.50
Union Description	Admin Assembly (MPSC)
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	A bachelor's degree preferably in higher education administration, public administration, management, or related field; or an equivalent combination of education and/or experience that demonstrates comprehensive knowledge and understanding of management and administrative principles and practices. A minimum of two years of relevant professional experience in an administrative function.
Certifications/Licenses
Required Knowledge, Skills, and Abilities	Excellent communication skills, and computer literacy. Should have a working knowledge of funding agencies' rules and regulations. Must demonstrate the ability to interpret sometimes complex and/or contradictory procedures and regulations. Must be able to deal effectively with ambiguity and competing deadlines.
Preferred Qualifications	Three years' relevant work experience in pre-award research administration and/or grants administration and research development, preferably in higher education, and an understanding of the principles and procedures involved in submission of grant applications to federal, state, local, and foundation funders. Prior experience providing administrative support to an academic unit. Prior experience in RAPSS, SciQuest, PeopleSoft, Concur, ROCS, IMS, CSS, Course Atlas, Regis, and Grad Portal.
Equipment Utilized	Microsoft 365, Sharepoint, and Teams applications. Excel, Access, and Microsoft Office applications. Funding tools such as Research.gov, Grants.gov, Pivot. Rutgers online office systems such as RAPSS, SciQuest, Course Atlas. Common office equipment such as desktop and laptop computers and copiers.
Physical Demands and Work Environment	Ability to lift and carry up to 20 pounds.
Special Conditions

Posting Details

Posting Number	25ST0461
Posting Open Date	02/28/2025
Special Instructions to Applicants
Regional Campus	Rutgers University-New Brunswick
Home Location Campus	College Ave (RU-New Brunswick)
City	New Brunswick
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

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