Senior Department Administrator

Rutgers University

United States, New Jersey, New Brunswick

Apr 08, 2025

Position Details

Position Information

Recruitment/Posting Title	Senior Department Administrator
Job Category	URA-AFT Administrative
Department	SAS - Dean's Office
Overview	The School of Arts and Sciences ( SAS) is the largest academic unit at Rutgers University and the center of the undergraduate experience on the Rutgers-New Brunswick campus and is comprised of 41 academic departments spanning the liberal arts. SAS offers more than 100 majors and minors across the life sciences, humanities, social and behavioral sciences, and mathematical and physical sciences with research centers and institutes across the school. With a diverse student body of more than 20,000 students, SAS has a membership of over 1,700 faculty members, more than 500 administrative staff, and 200,000 living alumni. SAS delivers a wide array of services in support of the teaching, research, and the mission and goals of Rutgers University. The School of Arts and Sciences promotes anti-racist, inclusive, equity-enhancing ideas and practices both inside and outside of the classroom for our community of educators, staff, and students. This includes a diverse set of voices and experiences. All individuals no matter their race, ethnicity, gender, gender identity, nationality, history, sexual orientation, religious practices, or socio-economic status are valued and respected. The School of Arts and Sciences is especially interested in candidates who can contribute to and support the diversity and excellence of the organization. Applicants are encouraged to include in their cover letter information about how they will further our commitment to these values.
Posting Summary	Rutgers, The State University of New Jersey, is seeking a Senior Department Administrator for for the School of Arts and Sciences - Dean's Office. Reporting to the Director of Administration Mathematical and Physical Sciences Division, the Sr. Department Administrator supports the Division Dean/s, the Divisional Director of Administration, and operations of the Math and Physical Sciences division of along with its departments, programs, and centers. This role involves working with leaders of the various units to communicate, adapt, implement, and enforce financial, human resource, technology, and space management policies and procedures throughout the unit; to steward department and SAS assets; and provide reliable operational information to a wide range of users internal and external. Among the key duties of this position are the following: The Sr. Department Administrator will serve as the senior coordinator of the division, supporting calendars and meetings, helping the Dean/s clear time for priority meetings and projects; and making sure that conflicts are avoided. Manages communications for the Division; generates formal reports, using Excel, Word, Adobe, PowerPoint, and other programs; prepares agendas, taking minutes, and prioritizes follow up for the Dean; updates the Division websites using Joomla and other digital tools; and maintains a list of reminders and action items. Manages special projects, which includes independently scheduling meetings and coordinating stakeholders from across SAS to move forward Divisional initiatives. Develops, implements, and manages consistent processes to ensure accurate, compliant, and timely processing of requests and transactions, and professional, prompt, and courteous service to diverse clients. Assists in the development of, then implements and manages effective controls. Supervises the hourly staff and student employees in office. Conducts unit wide data management and analysis on all aspects of the unit including but not limited to all faculty/staff/hourly, financial/budget, technology and laboratory equipment, space utilization, etc. Resolves a diverse range of problems consistent with an understanding of the mission, vision, role and goals of the unit and SAS and with a comprehensive understanding of administration/office management in accordance with management principles, applicable regulations, and SAS and university policies and procedures. Interprets, communicates, and implements policies and practices for differing needs of a diverse client population. Works independently with broadly defined work objectives and limited review of overall results. Performs professional work that requires specialized to general knowledge in one or more fields of management/administration and a solid understanding, use, and application of concepts, theories, principles, practices, regulations, and terminology. Provides back up for other administrative staff across the division and within the Office of the Executive Dean as necessary.
Position Status	Full Time
Hours Per Week
Daily Work Shift	Day
Work Arrangement
FLSA	Exempt
Grade	06
Position Salary
Annual Minimum Salary	75382.00
Annual Mid Range Salary	93917.00
Annual Maximum Salary	112452.00
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 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 five years of relevant professional experience in an administrative function, excellent communication skills, and computer literacy.
Certifications/Licenses
Required Knowledge, Skills, and Abilities
Preferred Qualifications	Prior experience providing administrative support to an academic unit (SAS unit preferred). Experience as a Preparer or Approver in SciQuest, PeopleSoft, and Expense Reimbursement systems. Prior experience using SAS systems.
Equipment Utilized	PC, Fax/Scan, Oracle Financials, SciQuest, PeopleSoft HCM, Expense Reimbursement, SAS systems for appointments and departmental data.
Physical Demands and Work Environment	Ability to lift and carry up to 20 pounds. Ability to travel to all RU-NB campuses.
Special Conditions

Posting Details

Posting Number	25ST0691
Posting Open Date	04/08/2025
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

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