Department Administrator

Rutgers University

United States, New Jersey, New Brunswick

Jan 02, 2025

Position Details

Position Information

Recruitment/Posting Title	Department Administrator
Job Category	URA-AFT Administrative
Department	Pre-College Outreach
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 Department Administrator for the Division of Diversity, Inclusion, and Community Engagement. The position provides administrative and programmatic support to Pre-College Outreach. Among the key duties of this position are the following: Serves as the first point of contact of the office, managing the daily operations (i.e. processing purchases and expenditure reports, maintaining absence records, processing HCM and ROCS requests, coordinating travel arrangements, student management and payroll, as well as calendar management for senior leadership). Performs professional work that requires knowledge of university policies, as well as general administrative/office management practices. Oversees, plans, and coordinates the management of division special events, ensuring all constituent and attendee needs are met with a high degree of professionalism and that all logistical arrangements are effectively coordinated. Assists with the coordination and implementation of projects, programs, committees, etc., under the direction of their supervisor.
Position Status	Full Time
Hours Per Week
Daily Work Shift
Work Arrangement
FLSA	Exempt
Grade	05
Position Salary
Annual Minimum Salary	65741.00
Annual Mid Range Salary	81857.00
Annual Maximum Salary	97972.00
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	Bachelor's degree in a related field, or an equivalent combination of education and/or experience that demonstrates knowledge and understanding of office administration, work organization, coordination. Two years of administrative and programmatic experience, preferably with some experience in higher education or a non-profit organization.
Certifications/Licenses	Use of personal vehicle in order to travel for business demands; a valid driver's license would be required for this position.
Required Knowledge, Skills, and Abilities	Ability to work independently with little guidance. Ability to exercise good judgment in a variety of situations. Ability to maintain a realistic balance among multiple priorities with the ability to work under pressure. Must have ability to interact with high-level administrators and have prior administrative experience within a college/university setting. Strong organizational and communication skills are required. Be self-motivated and detailed oriented. Must be self-reliant and demonstrate professional judgement. Ability to effectively interact with diverse populations, including work with a variety of units and departments to meet area mission. Ability to multi-task, and manage competing priorities in a fast-paced environment. Must be able to maintain confidentiality and work cooperatively with others. High-level of accountability with the ability to prioritize and manage multiple projects at any given time.
Preferred Qualifications	Preference for those who have at least two years of experience working in a fast-paced, high visibility executive office overseeing the implementation of campus level initiatives and providing executive support.
Equipment Utilized	Must have strong familiarity with equipment and software needed for administration and office management, including but not limited to virtual meeting platforms (Zoom, WebEx, Teams, etc.), Qualtrics, Google Drive, shared drives, Constant Contact, DocuSign, BaseCamp, Doodle, Microsoft Outlook; Microsoft Office Suite: Word, Excel, PowerPoint, Visio, Adobe Acrobat, Rutgers Procurement systems, Peoplesoft, ROCS.
Physical Demands and Work Environment	Position may be asked to lift boxes and materials up to 25lbs. Position may be asked to travel from time to time, must have access to transportation and be available to work some nights and weekends.
Special Conditions	Must be able to work nights and weekends. Must have access to vehicle transportation. Clean Driving Record.

Posting Details

Posting Number	24ST2896
Posting Open Date	01/02/2025
Special Instructions to Applicants
Regional Campus	Rutgers University-New Brunswick
Home Location Campus	Livingston (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