Sr. Department Administrator

Position Details
Position Information
Recruitment/Posting Title
Sr. Department Administrator
Job Category
URA-AFT Administrative
Department
Enrollment Mgmt&Grad Stds-Nwk
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 Sr. Department Administrator. Reporting to the Vice Chancellor for Enrollment Services & Experience and working directly with the Sr. Budget Manager in the Chancellor's Office, the position oversees the key fiscal, facilities and human resource elements within the Division of Enrollment Services & Experience that include accounting, budgeting, purchasing, human resources management and facilities.
The position will be responsible for and not limited to the following:

• Provide leadership for program support, event management and other administrative functions
• Provide leadership and expertise in fiscal and human resource management for the Division's administrative coordinators, business assistants, business specialists, and business managers- the ESE budget team (including Admissions, Cashiering, Financial Aid, ID Services, myRUN One Stop, PreCollege, Registrar and Student Accounting)
• Oversee the day-to-day operations and administration of the Division, including budget management, staff, ensuring an inviting atmosphere for students, faculty, and community members administering Enrollment Management in a customer-friendly, service-oriented manner and ensure seamless operations and interactions between departments within Enrollment Services & Experience, Office of the Chancellor, and beyond
• Work closely with members of the ESE budget team, the position has responsibility for accounts, internal and external grants, approving employee and student staff payroll, and all other financial matters
• Analyze revenues and expenditures, develops budget proposals and projections, and execute the monthly closing process
• Analyze and review financial data and prepares financial documents and reports for internal and external purposes
• Participate in planning and analysis of financial implications of operational decisions
• Provide direction, anticipates and resolve complex functional needs, develops and recommend policies to improve operational efficiency and compliance, and work to align finance, space, and facilities to meet the mission and strategic objectives of VC of Enrollment Services and Experience and in service to the University's institutional goals
• Serve as the main contact to the Business Manager in the Chancellor's office for questions and responsibilities related to budget, forecast, monthly financial close
• Ensure budget and forecast adhere to standards and guidelines set by the Rutgers Newark
• Maintain records on expenditures, regularly reconcile accounts and review reports to ensure accounts are within budget
• Perform professional work requiring general knowledge and understanding of a variety of accounting/finance concepts, principles, theories, practices, regulations, and terminology and ensure fiscal compliance in accordance with university standards and procedures and Generally Accepted Accounting Principles
• Effectively communicate financial reporting and budget data in a manner that is clear and consistent with all stakeholders
• Coordinate assigned administrative functions and daily operations for the Division of Enrollment Services & Experience, which includes, but is not limited to, leading the ESE budget team; oversight of administrative workflow; space and facilities assignments and maintenance; purchasing; program support; security and safety coordination, and policy administration
• Coordinate work assignments for the ESE budget team not under direct supervision to ensure efficient operations of the Division of Enrollment Services & Experience
• Provide timely and accurate information in response to requests and in advising on the policies and processes within the Division of Enrollment Services & Experience and the Rutgers systems Interact extensively with all offices under the Division of Enrollment Services & Experience, University community and leadership, students, the general public, community partners, and external agencies and organizations

Able to multitask in a fast-paced, customer service-focused environment with an understanding of the mission, vision, role, and goals of the Division of Enrollment Services & Experience, and RU-N, and the role the tasks and responsibilities of this position play in the achievement of these goals
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, 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
06
Position Salary
Annual Minimum Salary
72833.000
Annual Mid Range Salary
90741.000
Annual Maximum Salary
108649.000
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

• Requires a bachelor's degree in accounting, finance, business administration, or a related field and a minimum of five (5) years experience in an executive-level administrative position with supervisory responsibilities, or an equivalent combination of education and/or experience that demonstrates comprehensive knowledge and professionalism.

Certifications/Licenses
Required Knowledge, Skills, and Abilities

• Requires excellent communication skills, advanced computer literacy, and a high degree of integrity and confidentiality.
• Ability to handle multiple, diverse tasks, and establish effective working relations with internal and external constituencies.
• Requires excellent problem-solving skills and the ability to manage multiple tasks simultaneously, meet deadlines, work productively in a collaborative environment, maintain confidentiality, and function autonomously with limited supervision.

Preferred Qualifications

• Master's degree.
• 5 years minimum of relevant professional experience in a financial/accounting/business function that includes coordination of work, management of projects, development of budgets, and/or institutional projects work.
• Experience working in higher ed. and, experience in working in fast paced organization.

Equipment Utilized
Position regularly uses MS Office Suite, Cornerstone, Marketplace, Discoverer, ARS, ROCS, RAPSS, HCM, E-Verify, ECRT, Blackboard, Sakai and any and all systems Rutgers University (RU) uses for budget management, grants management and accounting, expense reimbursement, parking, telephones, payroll, recruitment, personnel management, scheduling, facilities and space management, and the equipment, software, and specialized materials needed to support the effective and efficient performance of this position.
Physical Demands and Work Environment
Special Conditions
Posting Details
Posting Number
23ST3272
Posting Open Date
12/14/2023
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: http://uhr.rutgers.edu/non-discrimination-statement