Position Details

Position Information

Recruitment/Posting Title	Senior Department Administrator
Job Category	Staff & Executive - Administrative & Support
Department	SAS - Dean's Office
Overview	The School of Arts and Sciences (SAS) at Rutgers University is the largest academic unit of the University and is comprised of 41 academic departments spanning humanities, social, physical and life sciences and over 100 different majors, plus programs, centers, bureaus and institutes. SAS has a membership of over 2,000 permanent and temporary faculty (instructional and research), teaching and graduate assistants, part-time lecturers, and post-doctoral appointees, and over 500 administrative staff. Arts and Sciences delivers a wide array of services in support of the teaching, research, and service missions of the School. We are committed to providing academic departments, programs, and centers in the School of Arts and Sciences with reliable and trusted service, clear policies and procedures, innovative technologies, and a commitment to administrative excellence and efficiency. 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 the School of Arts and Sciences (SAS). This position supports the Division Dean’s, the Divisional Director of Administration, and operations of the Life Sciences division of along with its departments, programs, and centers. Among the key duties of this position are the following: Works 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. Provides reliable operational information to a wide range of users internal and external. Serves 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. 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	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, 2023. 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	06
Position Salary
Annual Minimum Salary	67500.000
Annual Mid Range Salary	84097.000
Annual Maximum Salary	100694.000
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 . 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	Bachelor’s degree in higher education administration, public administration, management, or related field; or an equivalent combination of education and/or experience. A minimum of five years of relevant professional experience in an administrative function.
Certifications/Licenses
Required Knowledge, Skills, and Abilities	Excellent communication skills and computer literacy. Demonstrates comprehensive knowledge and understanding of management and administrative principles and practices.
Preferred Qualifications	Prior experience providing administrative support to an academic unit. 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. Use of own vehicle.
Special Conditions

Posting Details

Posting Number	23ST1369
Posting Open Date	05/23/2023
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 60.1.35 Immunization Policy for Rutgers Employees and Prospective Employees , Rutgers University requires all prospective employees to provide proof that they are fully vaccinated and have received a booster (where eligible) against COVID-19 prior to commencement of employment, unless the University has granted the individual a medical or religious exemption. Employees who are not eligible for a booster at the time of an offer of employment must provide proof they have received a booster upon eligibility and upload proof of same. 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