Department Administrator, Supervisor

Rutgers University

United States, New Jersey, New Brunswick

Apr 17, 2025

Position Details

Position Information

Recruitment/Posting Title	Department Administrator, Supervisor
Job Category	Staff & Executive - Administrative & Support
Department	SA-Student Centers & Activities
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. The Student Centers refers to the six Centers, spread over five Rutgers campus in New Brunswick and Piscataway, and the departmental unit responsible for managing, directing, and coordination the Centers. The Centers, as a collection of facilities, consist of almost 400,000 square-feet, contain over 40 meetings rooms, host over 16,000 bookings annually, and have a foot-traffic equivalent of over 7.5 million people annually. The Department hires over 250 student employees and has an operational budget of over $1.5 million.
Posting Summary	Rutgers, The State University of New Jersey is seeking a Department Administrator, Supervisor for SA-Student Centers & Activities. Among the key duties of the position are the following: Provides central administrative support to the Executive Director and the Department at large by organizing, coordinating, and supervising daily office and administrative operations among 9 areas: Student Centers, Meetings and Events, Campus Programs, Student Involvement and Leadership, Volunteer Engagement, Technical Services, WRSU Radio Station, and the Esports Center. Coordinates the administration of assigned Department wide programs, projects, and processes to ensure consistency and effective coordination and implementation of stated goals, agreed to decisions and directives, and strategic initiatives. Prioritizes and supervises work, resolves routine conflicts and issues, prepares and implements administrative guidelines and procedures, and provides oversight and facilitation of assigned areas. Provides routine and non- routine information and explanations to students, staff, faculty, guests, and clients. Creates informational materials; provides general support for Department via research, analysis, and proposal data. Gathers, prepares summaries, reviews, and tracks departmental budgets to provide the Executive Director and Directors with appropriate, accurate, and timely financial data. Coordinates the collection of areas budget submissions to help develop Departmental budget. Schedules appointments for the Executive Director and Directors; arranges and coordinates reservations and logistics for related events and meetings. Completes work consistent with a broad understanding of the mission, vision, role, and goals of Student Centers and Activities. Serves as liaison within and outside the Department including the Business Offices, Facilities, retail and food vendors, and external contractors and service providers. Works under general supervision of the Executive Director, within established work parameters, with few direct instructions.
Position Status	Full Time
Hours Per Week
Daily Work Shift
Work Arrangement
FLSA	Exempt
Grade	05
Position Salary
Annual Minimum Salary	69031.00
Annual Mid Range Salary	87377.00
Annual Maximum Salary	105722.00
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 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, facilitation, report writing principles, and effective customer service practices. Two (2) years supporting directors, senior administrator, or equivalent.
Certifications/Licenses	A valid driver's license would be required for this position; Use of personal vehicle in order to travel for business demands.
Required Knowledge, Skills, and Abilities	Proven experience providing administrative support including scheduling of meetings, coordination of projects and tasks, and providing relevant follow-up. Excellent written and oral communication skills, with the ability to compose moderately complex correspondence. Proven successful experience in working with diverse groups of staff and students. Excellent interpersonal, organizational, time management, and communication skills. Excellent problem-solving skills necessary to help ensure success of events and interactions with university administrators, faculty, government officials, etc. Proven ability and experience performing duties successfully while handling multiple tasks in a fast paced environment with competing deadlines all the while maintaining appropriate composure, professionalism, and confidentiality.
Preferred Qualifications	Experience effectively working collaboratively as part of a team to complete projects, programs, events, and while still able to effectively hold team members accountable for individual assignments or tasks. Proven ability to exercise independent sound judgment and professional maturity to effectively deescalate conflicts, handle upset clients, problem solve, and resolve issues.
Equipment Utilized	Microsoft Suite (Word, Excel, Teams). EMS. Marketplace.
Physical Demands and Work Environment	Ability to lift 20lbs Ability to work outside for special events and programs.
Special Conditions	Clean Driving Record.

Posting Details

Posting Number	25ST0833
Posting Open Date	04/17/2025
Special Instructions to Applicants
Regional Campus	Rutgers University-New Brunswick
Home Location Campus	Busch (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