Department Administrator

• Oversees, implements, and facilitates faculty and staff personnel issues and transactions, and brings them to resolution. 
• Serves as principal department liaison for all personnel matters within the School of Environmental & Biological Sciences (SEBS), NJ Agricultural Experiment Station (NJAES), and other University administrative offices including Rutgers Global Services, University Human Resources (UHR), Office of Labor Relations (OLR), Academic Labor Relations (ALR), Risk Management and Insurance, University Payroll, Rutgers Research, Academic Affairs/Services, appropriate groups within Institutional Planning and Operations (IP&O), Executive Dean’s Office, and others.  
• Interprets, communicates and executes policy and practices in consultation/ collaboration with Department Chair for promotions, reappointments, searches, academic affairs and human resource matters.
• Prioritizes and distributes all administrative requests coming into the main department office to other staff members, directly supervising staff and any Federal Work Study students or other hourly support staff. 
• Researches and compiles data and prepares specialized reports as requested by the Chair. 
• Assists the DES Chair with processing sabbatical requests; processing summer salary requests; performing post-tenure reviews; scheduling mentoring committee meetings; and processing faculty rank review notifications. 
• Initiates and prepares documents for academic and research faculty searches; promotion packets for tenure-track (TT) and non-tenure track (NTT) faculty; and new appointments and reappointments for tenured, tenure-track, and non-tenure track faculty, while ensuring all documents are in compliance with established policies and procedures within University controls and guidelines.  
• Composes relevant correspondence, schedules meetings, and prepares evaluation packets for external reviewers, the Chair, departmental faculty deliberation, and prepares summary reports in preparation for the Appointment and Promotion (A&P) committee, Dean’s review, Chancellor’s approval, and/or University Promotion Review Committee (PRC), as necessary.
• Edits reappointment/promotion documents (e.g., Form 1A, Form 4, short form, etc.). 
• Submits reappointments/promotions of NTT and TT faculty and processes all appointments of Part-time Lecturers and Class 1, 3, 4, 5, 6, 7 and 8 employees. 
• Responsible for appointment of all funded graduate students including graduate assistants, fellows, and teaching assistants.
• Accountable for all international employees. Processes H1-B, F-1 and J-1 visa petitions ensuring
  compliance with Department of Homeland Security, and US Citizenship and Immigration Services and serves as point of contact for the Center for Global Services.
• Coordinates building, infrastructure, and parking issues; authorizes
  building access; resolves building safety and security issues; places
  work orders for infrastructure repair/ maintenance; maintains room, email and phone directories.
• Coordinates and manages Departmental events including Commencement reception and end of year gatherings.

Information about the benefits provided to Rutgers employees can be found at: http://uhr.rutgers.edu/benefits/benefits-overview

• Bachelor’s degree in an administrative or related field, or an equivalent combination of education and experience that demonstrates knowledge and understanding of office administration, organization, coordination, facilitation, record keeping, report writing. 
• A minimum of two years of administrative experience. 

• Demonstrate capability to act independently in administration of office functions and to supervise staff and work-study students.  
• Good communication (both written and verbal) and computer skills. 
• Knowledge of, or demonstrated capability to learn, Microsoft Office (Excel, Access, Word, Power Point), Microsoft Outlook (email, calendars, Teams), Adobe Acrobat software, as well as web-based programs (e.g., Tableau, Docusign), is expected. 
• Familiarity with, or demonstrated capability to learn, RU customized software, including HCM, and ROCS is required. 
• Skills in planning, organizing and decision-making to achieve results. 
• Excellent communication and interpersonal skills, and ability to lead and develop supervised staff. 

• Knowledge of the principles and practices of visa regulations/requirements for the hiring of foreign nationals. 
• Knowledge of the concepts, terminology, and implementation of faculty searches, promotions and reappointments in both the tenure and non-tenure track faculty positions.
• Comprehensive understanding of human resource management and office administration. Familiarity with computers and general office equipment. 
• Expertise and experience in higher education and knowledge of Rutgers systems. 
• Knowledge of Rutgers systems; HCM, and ROCS, Microsoft Outlook, Microsoft Outlook Calendars, Microsoft Teams, Zoom, and WebEx, and demonstrated ability to learn new platforms. 

•  Personnel Administrative Management
• Human Capital Management (HCM) 
• Rutgers Recruitment, Onboarding and Classification System (ROCS) 
• Absence Reporting System (ARS) 
• RU Marketplace online procurement
• Building Administrative Management 
• Building Access Control Database 
• NetTerm for updating listservs for building and department 
• Security Technologies Workorders

• Utilizes a computer and diverse software utilities to perform responsibilities including Microsoft Office (Excel, Word, Access, and Powerpoint), Adobe Acrobat, Microsoft Outlook 365 (email, calendars, and Teams); remote work environment tools (Zoom, WebEx, Box, Docusign), and Tableau.

• Fast paced environment, ability to handle multiple priorities and requests for immediate action. Position occasionally requires lifting of packages up to 20+lbs, moving office furniture, and set-up/clean-up at events.