Rutgers, The State University of New Jersey, is seeking a Department Administrator for the central department of Rutgers Access and Disability Resources. This is an exciting opportunity for a highly organized, responsive, self-sufficient individual who has previous office and budget administration skills. This position reports directly to the Associate Vice President (AVP) of Rutgers Access and Disability Resources and is responsible for the daily operations, scheduling, budget processing, and administrative duties for this central office. The Department Administrator oversees the daily operations of the central office and supports the AVP and other central administrators, acting as the initial contact person within the department. These duties include: fielding calls, taking messages, arranging meetings for all administrators; budget preparer for invoice processing, expense reports, operating expenses, and payroll processing ; maintaining status reports for all pending projects in the department; maintaining accurate data collection and reports; compiling information, statistics, and preparing reports; and ensuring dates are kept and projects remain on schedule.
Among the key duties of this position are the following:
Provides administrative support to office leadership by acting as the initial contact within the central office: fields calls, takes messages, and arranges meetings for all administrators.
Manages administrators' schedules, calendars, meeting schedules, meeting notes, and ensures dates are kept and projects remain on schedule.
Budget preparer for invoice processing, expense reports, operating expenses, and payroll processing.
Compiling information, statistics, and preparing reports; and ensuring dates are kept and projects remain on schedule.
Schedules appointments, arranges and coordinates logistics for events and meetings.
May handle initial inquiries related to central accommodation processes.
Ensures all areas of accommodation inquiries are handled in a timely and effective manner; developing enhanced policies and procedures for the central office.
Processes various administrative documents and data.
Creates routine informational materials.
Keeps the central administrators well-informed of projects' status and informs them of any delays or major issues.
Generates correspondence with various University constituencies.
Ensures facilities are well maintained and comfortable.
Home Location Campus: Downtown New Brunswick
At least one year experience working in a higher education setting is preferred.
1 year or more of experience developing and monitoring budgets.
1-2 years business management experience.
Proficient in budgeting systems and Rutgers specific budget systems a plus.
Preferred knowledge of Rutgers budget, expense reporting and purchasing processes, procedures and systems.
Required Knowledge, Skills, and Abilities:
Experience with office management and a background in business or business processes is key to this position.
Also, a background in business or business processes.
Requires excellent proficiency with computers and knowledge of computer applications and software including desktop publishing, database systems, the Microsoft Office Suite, and Web 2.0 and emerging technologies.
The specific skills desired include demonstrated knowledge and understanding of office administration, organization, coordination, facilitation, computer systems, and/or report writing.
Required experience in budget management.
Demonstrates outstanding organizational, writing, and speaking skills to facilitate interactions with coworker, students, faculty and staff.
Experience working with diverse groups and populations.
Must have good project management skills, and be able to meet goals in a timely manner.
Knowledge and experience in preparing, managing and operating budgets.
Experience in the handling of confidential disability related documentation and records according to federal and state laws.
Must be comfortable working with multiple constituencies in a complex and diverse organizational environment.
Rutgers, The State University of New Jersey, is a leading national public research university and the state's preeminent, comprehensive public institution of higher education. Rutgers is dedicated to teaching that meets the highest standards of excellence; to conducting research that breaks new ground; and to turning knowledge into solutions for local, national, and global communities. As it was ...at our founding in 1766, the heart of our mission is preparing students to become productive members of society and good citizens of the world. Rutgers teaches across the full educational spectrum: preschool to precollege; undergraduate to graduate and postdoctoral; and continuing education for professional and personal advancement. Rutgers is New Jersey's land-grant institution and one of the nation's foremost research universities, and as such, we educate, make discoveries, serve as an engine of economic growth, and generate ideas for improving people's lives.