Department Administrator SPVR

Position Details

Position Information

Recruitment/Posting Title Department Administrator SPVR

Job Category Staff & Executive - Administrative & Support Department RBS - Finance & Economics Overview Posting Summary

Rutgers University- Newark (RU-N), an urban public research university and anchor institution, located in Newark, New Jersey, a city of promise is seeking a Department Administrator Supervisor. Reporting to the Chair of the Department Finance and Economics, Rutgers Business School (RBS), this position serves as the chief non-academic officer of the Department.

This position is responsible for and not limited to the following:

Provides administrative leadership and support for academic and non- academic functions; oversees staff, accounting and budgeting, purchasing, personnel, facilities, student support, events, and all administrative, operational, and financial functions, building

Ensures an inviting, professional, responsive atmosphere for students, faculty, staff, and other stakeholders

Coordinates assigned administrative functions and daily operations for the Department, including: supervision of employees, oversight, and assignment of Department workflow, academic and student support, space and facilities assignment and maintenance, purchasing, and policy administration

Manages the collection, revision, and flow of information

Responsible for departmental accounts, internal and external grants, faculty research funds, and other financial matters

Analyzes and reviews financial data, prepares financial documents and reports for internal and external purposes

Provides assistance to faculty and graduate students in developing budgets for student workers/graders, research and conference travel, data collection, etc., and keeps track of expenses

Helps create and maintain databases

Assists Business Manager III and faculty with managing post-grant awards

Maintains records on expenditures and regularly reconciles accounts and reviews University reports to ensure that accounts are within budget

Assists with administrative aspects of all faculty recruitment, evaluations, reappointments, and promotions

Interacts extensively with the University community, students and prospective students, the public, and external agencies and organizations

Carries out routine and non-routine tasks with occasional review of work outputs by Chair and Business Manager

Must be able to maintain professional demeanor and multitask in a fast- paced, stakeholder-focused, team environment and complete work with an understanding of the mission, vision, role, and goals of the Department, RBS, and Rutgers University, and the role the tasks and responsibilities of this position play in the achievement of these goals

Travel amongst regional campuses may be required

Position Status Full Time Hours Per Week Daily Work Shift Work Arrangement

Consistent with the current application of Rutgers Policy 60.3.22, this position may be eligible for a hybrid work arrangement. The flexible work arrangements outlined in Rutgers Policy 60.3.22 are part of a pilot program that is effective September 1, 2022 through August 31, 2024. Therefore, there is no guarantee that this flexible work arrangement will continue beyond that date. Flexible work arrangements are not permanent, are subject to change or cancellation and contingent on the employee receiving approval in the FlexWork@RU Application System. Additional information may be found at https: // futureofwork.rutgers.edu.

FLSA Exempt Grade 05 Position Salary Annual Minimum Salary 66697.000 Annual Mid Range Salary 84422.000 Annual Maximum Salary 102147.000 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 https:// uhr.rutgers.edu/benefits/benefits-overview. Rutgers also offers a benefit program to eligible full-time postdoctoral fellow students. For details, please go to https: // finance.rutgers.edu/healthcare-risk/insurance/postdoctoral-health- insurance.

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 comprehensive knowledge and understanding of administration.

Also requires a minimum of two years of relevant experience in an administrative function, excellent written and oral communication skills, organizational skills, and strong computer literacy, including Microsoft Office Suite and use of databases.

Certifications/Licenses Required Knowledge, Skills, and Abilities

Requires excellent problem-solving skills and the ability to manage multiple tasks simultaneously and function autonomously with limited supervision.

Undergraduate degree required, graduate degree in business, management, or related field desirable.

Preferred Qualifications

Supervisory experience strongly preferred.

Equipment Utilized

Regularly and extensively uses MS Office Suite, Cornerstone, Discoverer/Tableau, Course Scheduling System, ROCS, RAPSS, Researcher's Dashboard, HCM, ECRT, SASN appointments system, Blackboard, Grad Portal, Sakai, Canvas, and know or will learn any and all systems Rutgers University (RU) uses for academic and student support, grants management and accounting, travel and expense reimbursement, parking, telephones, payroll, recruitment, personnel and performance management, absence reporting, course scheduling, facilities and space management, web and social media, and all the equipment, software, and specialized materials needed to support the effective and efficient performance of this position.

Physical Demands and Work Environment

Fast-paced, deadline-driven, stakeholder-focused, confidential, team environment with requirement to skillfully and professionally handle multiple shifting priorities, interacting successfully with a wide variety of individuals and stakeholders at all levels of the University community;

Can plan and run all aspects of events and conferences, fairs, shows, can set up and order catering and all other logistic required event related matters; and if necessary, pick up to a maximum of 50 lbs;

Must be able to handle interruptions and quickly reestablish focus on the multiple tasks at hand on a continual basis.

Special Conditions

Posting Details

Posting Number 23ST2108

Posting Open Date 08/15/2023 Special Instructions to Applicants Regional Campus Rutgers University-Newark Home Location Campus Rutgers University-Newark City Newark 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 60.1.35 Immunization Policy for Rutgers Employees and Prospective Employees, Rutgers University requires all prospective employees to provide proof that they are vaccinated against COVID-19 prior to commencement of employment, unless the University has granted the individual a medical or religious exemption. Rutgers University may require certain prospective employees to receive an updated (bivalent) vaccine dose. 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: https:// uhr.rutgers.edu/non- discrimination-statement

Supplemental Questions

Required fields are indicated with an asterisk ().

What is the highest level of education you have completed?

High School Diploma/GED

Associate's Degree

Bachelor's Degree

Master's Degree

Ph.D.

Do you have at least two years of relevant experience in an administrative function, excellent written and oral communication skills, organizational skills, and strong computer literacy, including Microsoft Office Suite and use of databases?

Yes

No

Applicant Documents

Required Documents

Resume/CV

Cover Letter/Letter of Application

List of Professional References (contact Info)

Optional Documents