Department Administrator

Posting Summary Rutgers, The State University of New Jersey, is seeking a highly skilled and detail-oriented Department Administrator to provide dedicated support within the University Controller’s Office (UCO). Reporting to the University Controller, this position provides confidential executive-level support to the University Controller while also supporting the Associate Controllers and all departments reporting to the Controller, as well as supporting the Tax Department.The Department Administrator ensures the smooth and efficient operation of the office through executive and departmental support, personnel and facilities administration, event and communications management and customer support. The role requires exceptional organizational skills, discretion in handling sensitive information, and the ability to collaborate with leadership, staff, and stakeholders across the University. Among the key duties of this position are the following: Provides confidential administrative support to the University Controller and supports the Associate Controllers and areas reporting to the Controller, and the Tax Department, as directed. Manages calendars, meetings, and related logistics; coordinates travel and processes expense reports. Prepares, edits, and finalizes presentations, correspondence, and reports; manages records and documents with accuracy and discretion. Coordinates inquiries, projects, and deadlines across multiple functional areas, ensuring timely follow-up and resolution. Provides technology support for in-person and virtual meetings (Zoom, Teams, A/V setups) and organizes workflows using online tools. Handles personnel-related administration, including onboarding, recruitment coordination, payroll and absence reporting, and related processes. Processes invoices, purchases, requisitions, and other procurement transactions; maintains office resources and supplies. Maintains the upkeep of UCO office space and related equipment such as copier/printer/scanner and check printers. Coordinates building access and serves as liaison with facilities, custodial services, and public safety on space and building matters. Helps update the Controller’s Office and Tax Department web content and email distribution lists to ensure accuracy and accessibility. Supports planning and execution of departmental and UFA-wide events and programs, including logistics, vendor coordination, and communications. Provides guidance or direction to student workers, temporary staff, or consultants as assigned. Represents the Controller’s Office on division- or university-wide committees and work groups as needed. Performs other administrative duties as assigned. FLSA Nonexempt Grade 05 Salary Details Minimum Salary 68278.480 Mid Range Salary 84393.980 Maximum Salary 100509.480 Offer Information The final salary offer may be determined by several factors, including, but not limited to, the candidate’s qualifications, experience, and expertise, and availability of department or grant funds to support the position. We also take into consideration market benchmarks, if and when appropriate, and internal equity to ensure fair compensation relative to the university’s broader compensation structure. We are committed to offering competitive and flexible compensation packages to attract and retain top talent. Benefits Rutgers provides a comprehensive benefits package to eligible employees. The specific benefits vary based on the position and may include: Medical, prescription drug, and dental coverage Paid vacation, holidays, and various leave programs Competitive retirement benefits, including defined contribution plans and voluntary tax-deferred savings options Employee and dependent educational benefits (when applicable) Life insurance coverage Employee discount programs Position Status Full Time Working Hours Standard Hours 37.50 Daily Work Shift Work Arrangement Union Description URA-AFT Administrative Payroll Designation PeopleSoft Seniority Unit Terms of Appointment Staff - 12 month Position Pension Eligibility ABP Qualifications Minimum Education and Experience Bachelor’s degree in a related field and at least two (2) years of administrative support experience; or an equivalent combination of education and experience demonstrating advanced knowledge of office administration principles and practices. Certifications/Licenses Required Knowledge, Skills, and Abilities Exceptional verbal and written communication skills, including the ability to draft, edit, and format professional-level correspondence, reports, and presentations. Strong interpersonal skills with a professional, results-oriented, and service-focused approac.h Outstanding organizational and time-management skills with the ability to balance competing priorities, anticipate needs, and manage deadlines proactively. Proven ability to produce highly accurate work with meticulous attention to detail. Demonstrated initiative with strong analytical, problem-solving, and decision-making skills in a fast-paced environment. Advanced proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Adobe Acrobat, with the ability to quickly learn and adapt to other online platforms and systems as required. Experience supporting meetings using Zoom, Microsoft Teams, Webex, or similar video conferencing platforms and related equipment. Ability to create polished, executive-ready reports, presentations, and communications for senior leadership audiences. Demonstrated reliability, discretion, and professionalism, with the ability to handle sensitive information and maintain confidentiality. Ability to work effectively with minimal supervision while exercising sound judgment. Willingness and ability to adjust work schedule, including hybrid or in-office presence, to meet organizational needs. Preferred Qualifications Knowledge of Rutgers University systems, policies, procedures, and organizational structureExperience with Rutgers administrative systems, including MarketPlace, Oracle Financial Cloud, and PeopleSoft (moving to Oracle HCM for HR/PR in future). Equipment Utilized Physical Demands and Work Environment This position is performed in a standard office environment and requires the ability to work on a computer for extended periods of time. The position may be eligible for a hybrid work schedule; however, on-site presence will be required as determined by the Controller’s schedule and operational needs, which may at times require full on-site attendance. Special Conditions

Created: 2025-12-15