Department Administrator, Supervisor

Rutgers University; New Brunswick; On-site; USD 50,000 - 70,000; Full time

Job summary

Rutgers University is seeking a Department Administrator to provide central administrative support for the Student Centers & Activities. This role involves coordinating departmental programs, managing budgets, and facilitating communication among various stakeholders. The ideal candidate will have a Bachelor's degree and experience in administrative support, with strong organizational and communication skills.

Qualifications

• Bachelor’s degree or equivalent experience in office administration.
• Two years supporting directors or senior administrators.
• Proven experience in administrative support and project coordination.

Responsibilities

• Provides central administrative support to the Executive Director.
• Coordinates departmental programs and projects.
• Manages scheduling and logistics for meetings and events.

Skills

Communication

Organizational Skills

Problem-Solving

Education

Bachelor’s degree in a related field

Tools

Microsoft Suite

Job description

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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 campuses in New Brunswick and Piscataway, and the departmental unit responsible for managing, directing, and coordinating the Centers. The Centers 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.

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 de-escalate conflicts, handle upset clients, problem solve, and resolve issues.
• 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 Number : 25ST0833

Posting Open Date : 04 / 17 / 2025

Special Instructions to Applicants

City : Piscataway

State : NJ

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

Supplemental Questions

Required fields are indicated with an asterisk (

• Do you have a 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?
• Do you have at least two (2) years supporting directors, senior administrator, or equivalent?

Required Documents

• Resume / CV
• Cover Letter / Letter of Application
• List of Professional References (contact Info)

Optional Documents

In compliance with the Americans with Disabilities Act (ADA) and the New Jersey Law Against Discrimination (NJLAD), if you have a disability and would like to request an accommodation with regard to your access to and / or your participation in the application and selection processes (for example, the online application process or interviews), please call 848-932-4444 or e-mail us.

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