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Department Administrator
Rutgers University in New Brunswick, New Jersey
Date Posted 01/21/2022
Admin-Other Administrative Positions
Employment Type
Application Deadline Open until filled

Position Details
Recruitment/Posting Title Department Administrator
Job Category Staff & Executive - Administrative & Support
Department SEBS - Nutritional Sciences
The School of Environmental and Biological Sciences, located on the George H. Cook Campus, is one of the largest schools of Rutgers University in New Brunswick, New Jersey. We pursue excellence in research, teaching, and outreach in areas of study that address the biological spectrum from molecules to ecosystems. Our emphasis is on both the fundamental sciences and the social and human dimensions. We offer 21 undergraduate majors, including plant and animal sciences, microbiology, biotechnology, agriculture and food systems, landscape architecture, food and nutritional sciences, ecology and evolution, marine science and oceanography, environmental sciences and meteorology, human ecology, entomology, and environmental economics.
In addition to instruction in the classroom, field, and laboratory, our students have opportunities for experiential learning on and off campus, including a growing emphasis on international experiences through short- and long-term study abroad. Students also have access to a robust program of applied research and outreach hosted by the New Jersey Agricultural Experiment Station laboratories, farms, business incubators, and marine stations throughout the state.
Posting Summary
Rutgers, The State University of New Jersey, is seeking a Department Administrator for the Department of Nutritional Sciences. The Department Administrator provides overall administrative management and supervision of the daily operations and performance of a large and complex academic and research unit within the University. Reports to the Department Chair for the administration of departmental programs to accomplish its mission and goals with a primary focus on personnel operations. Assists the Chair by organizing, coordinating, and supervising daily unit operations; and providing high-level administrative assistance and confidential support. The Administrator advises the chair/department staff on personnel matters.
Among the key duties of this position are the following:
  • Oversees, implements, and facilitates faculty and staff personnel issues and transactions, and brings them to resolution.
  • Serves as principal department liaison for all personnel matters within the School of Environmental & Biological Sciences (SEBS), NJ Agricultural Experiment Station (NJAES), and other University administrative offices including Rutgers Global Services, University Human Resources (UHR), Office of Labor Relations (OLR), Academic Labor Relations (ALR), Risk Management and Insurance, University Payroll, Rutgers Research, Academic Affairs/Services, appropriate groups within Institutional Planning and Operations (IP&O), Executive Dean’s Office, and others. 
  • Interprets, communicates and executes policy and practices in consultation/ collaboration with Department Chair for promotions, reappointments, searches, academic affairs and human resource matters.
  • Prioritizes and distributes all administrative requests coming into the main department office to other staff members, directly supervising staff and any Federal Work Study students or other hourly support staff. 
  • Researches and compiles data and prepares specialized reports as requested by the Chair. The Department Administrator will assist the Department Chair with processing sabbatical requests; processing summer salary requests; performing post-tenure reviews; scheduling mentoring committee meetings; and processing faculty rank review notifications. 
  • Initiates and prepares documents for academic and research faculty searches; promotion packets for tenure-track (TT) and non-tenure track (NTT) faculty; and new appointments and reappointments for tenured, tenure-track, and non-tenure track faculty, while ensuring all documents are in compliance with established policies and procedures within university controls and guidelines. 
  • Composes relevant correspondence, schedules meetings, and prepares evaluation packets for external reviewers, the Chair, departmental faculty deliberation, and prepares summary reports in preparation for the Appointment and Promotion (A&P) committee, Dean’s review, Chancellor’s approval, and/or University Promotion Review Committee (PRC), as necessary. 
  • Edits reappointment/promotion documents (e.g., Form 1A, Form 4, short form, etc.). 
  • Submits reappointments/promotions of NTT and TT faculty and processes all appointments of Part-time Lecturers and Class 1, 3, 4, 5, 6, 7 and 8 employees. 
  • Responsible for appointment of all funded graduate students including graduate assistants, fellows, and teaching assistants.
  • Collaborates with the department chair on recruitment, reclassification and/or realignment of administrative support staff and conducts annual evaluations of administrative URA/AFT staff. 
  • Reviews/develops office procedures for improved service and efficiency and provides understanding and interpretation of university policies and departmental demands.
  • Works with internal and external groups to advance the goals of the department and academic unit, and keeps abreast of best practices, identifying those that are most pertinent to the department and implementing them. 
  • Promotes departmental procedures and activities in close collaboration with the Department Chair. 
  • Manages the administrative personnel in the department, which includes any administrative staff. 
  • Ensures all administrative functions are performed accurately, thoroughly, within appropriate and relevant deadlines, and in compliance with all applicable policies and procedures.
  • Responsible for coordination of building, infrastructure, and parking issues with appropriate groups within Institutional Planning and Operations (IP&O). 
  • Authorizes building access, resolves building/lab safety and security issues, places work orders for infrastructure and equipment repair and maintenance, works closely with Departmental Computing Services to maintain website, email listservs, and maintains lobby/phone directories for department employees. 
  • Coordinates and manages Departmental events including commencement reception and end of year gatherings. 
  • Works independently with broadly defined work objectives and limited review of overall results. 
  • Resolves a diverse range of problems consistent with a comprehensive understanding of the mission, vision, role and goals of the Department. 
  • Performs professional work that requires specialized to general knowledge in human resource management and office administration in accordance with University policies, procedures and regulations.
Position Status Full Time
Hours Per Week
Daily Work Shift Day
FLSA Exempt
Grade 05
Position Salary $57,431 - $85,589
Annual Minimum Salary 57431.000
Annual Mid Range Salary 71510.000
Annual Maximum Salary 85589.000
Standard Hours 37.50
Union Description URA-AFT Administrative
Payroll Designation PeopleSoft
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.
COVID-19 Immunization Requirement
Seniority Unit
Terms of Appointment Staff - 12 month
Position Pension Eligibility ABP

Minimum Education and Experience
  • Bachelor’s degree in an administrative or related field; or an equivalent combination of education and/or experience. 
  • A minimum of two years of administrative experience.
Required Knowledge, Skills, and Abilities
  • Understanding of office administration, organization, coordination, facilitation, record keeping, report writing and ability to learn new software platforms as they become available. 
  • Capability to act independently in administration of office functions and to guide lower-level administrative staff and work-study students.  
  • Good communication (both written and verbal) and computer skills. 
  • Knowledge of, or demonstrated capability to learn, Microsoft Office (Excel, Access, Word, Power Point), Microsoft Outlook (email, calendars, Teams), Adobe Acrobat software, as well as web-based programs (e.g., Tableau, Docusign), is expected. 
  • Familiarity with, or demonstrated capability to learn, RU customized software, including HCM, and ROCS is required. 
  • Skills in planning, organizing and decision-making to achieve results. Must have excellent communication and interpersonal skills.
Preferred Qualifications
  • Knowledge of the principles and practices of visa regulations/requirements for the hiring of foreign nationals; knowledge of the concepts, terminology, and implementation of faculty searches, promotions and reappointments in both the tenure and non-tenure track faculty positions.
  • Comprehensive understanding of human resource management and office administration.
  • Familiarity with computers and general office equipment. 
  • Expertise and experience in higher education and knowledge of Rutgers systems.
  • Knowledge of Rutgers systems; HCM, and ROCS, Microsoft Outlook, Microsoft Outlook Calendars, Microsoft Teams, Zoom, and WebEx, and demonstrated ability to learn new platforms is desired.
Equipment Utilized
  • Utilizes a computer and diverse software utilities to perform responsibilities including Microsoft Office (Excel, Word, Access, and PowerPoint), Adobe Acrobat, Microsoft Outlook 365 (email, calendars, and Teams); remote work environment tools (Zoom, WebEx, Box, Docusign), and Tableau.
  • Experience, knowledge and skills in the following online systems preferred:

Personnel Administrative Management 
  • Human Capital Management (HCM
  • Rutgers Recruitment, Onboarding and Classification System (ROCS
  • Absence Reporting System (ARS
  • RU Marketplace online procurement 

Building Administrative Management 
  • Building Access Control Database 
  • Net Term for updating listservs for building and department 
  • Security Technologies Workorders
Physical Demands and Work Environment
  • Fast paced environment, ability to handle multiple priorities and requests for immediate action. 
  • Position occasionally requires lifting of packages up to 20+lbs, moving office furniture, and set-up/clean-up at events.
Special Conditions

Posting Number 22ST0058
Posting Open Date 01/12/2022
Special Instructions to Applicants
Regional Campus Rutgers University-New Brunswick
Home Location Campus Cook (RU-New Brunswick)
Location Details
New Brunswick, NJ 08901

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