Department Administrator Jobs

Below you will find the details for the position including any supplementary documentation and questions you should review before applying for the opening. To apply for the position, please click the Apply for this Job link/button.
If you would like to bookmark this position for later review, click on the Bookmark link. If you would like to print a copy of this position for your records, click on the Print Preview link.
Bookmark this Posting | Print Preview | Apply for this Job
Position Details
Position Information
Recruitment/Posting Title Department Administrator
Job Category Staff & Executive - Administrative & Support
Department MGSA - Filmmaking (10239)
Overview
Mason Gross School of the Arts is a vibrant community of artists and scholars committed to pursuing excellence, innovation, and inclusivity. Its mission is to create socially relevant art, foster diverse programming and curricula, cultivate community partnerships, and advance the arts through teaching, creative activity, advocacy, and research that contributes to the public good. Comprising 1200 undergraduate and graduate students across programs in music, theater, dance, filmmaking, and art & design, Mason Gross is housed within Rutgers–New Brunswick, a premier Big Ten research university that serves some 50,000 students and is the flagship campus of Rutgers, The State University of New Jersey. The nation’s eighth oldest institution of higher learning, Rutgers reflects the diversity of New Jersey, which is one of the most diverse states in the nation. The Rutgers–New Brunswick campus is located less than an hour by train or car to New York City and the beautiful beaches of the Jersey Shore and is just over an hour to Philadelphia.
Posting Summary
Rutgers, The State University of New Jersey, is seeking a Department Administrator for the Mason Gross School of the Arts ( MGSA ). Reporting to the Chair of the Filmmaking Center, is responsible for and manages all administrative and daily operations.
Among the key duties of this position are the following:

• Ensures daily administrative operations of the center are well-coordinated and efficient.
• Manages fiscal activities of the Center’s programs, including grants, faculty and staff salaries, and related expenses.
• In consultation with Mason Gross’s Associate Dean for Finance & Administration, s/he is responsible for preparation of annual budgets, periodic forecasts, budget reconciliations, payroll, procurement, and non-salary expenditures.
• Manages multiple Documentary Film Lab commissioned project budgets and expenditures.
• Implements procedures and processes that directly impact students, faculty and staff.
• Coordinates with MGSA Office for Advising and Student Success to ensure BFA Filmmaking students’ needs are addressed.
• Works closely with MGSA Admissions Office to assist in recruiting applicants to the program.
• Develops timely fiscal reporting, trend analyses and routine/ad hoc reports as necessary.
• With the Chair is responsible for the short- and long-term term financial planning and the implementation of all relevant fiscal and administrative policies and procedures for the division.
• Ensures compliance with school, university, state and federal policies and procedures.
• Manages employment initiatives for faculty, staff and student workers, following employment policies, procedures and collective bargaining agreements.
• Implements strategic initiatives, annual plans and logistical coordination of programs.

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 requires a fully on-site work arrangement and may be eligible for a compressed workweek or a flex workday schedule. 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, 2023. 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 05
Position Salary
Annual Minimum Salary 58867.000
Annual Mid Range Salary 73298.000
Annual Maximum Salary 87729.000
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

• A minimum of two years of relevant professional experience in an administrative function.
• Bachelors degree (or equivalent) in higher education, management or related field and financial management experience, preferably in a non-profit setting.

Certifications/Licenses
Required Knowledge, Skills, and Abilities

• Outstanding organizational, leadership, communication, and management skills.
• Outstanding multi-tasking and strategic planning skills.
• Excellent verbal, written and interpersonal communication skills.
• Strong attention to detail and commitment to accuracy, balanced with an ability to meet deadlines.
• Excellent computer skills and proficiency with software for developing spreadsheets, budgets, forecasts, basic skills in organizing digital media.

Preferred Qualifications

• Grant writing experience.
• Basic knowledge of Adobe Suite.
• Experience in higher education and management is strongly preferred.
• Three to five years of relevant professional experience in an administrative function.
• Budget management experience.

Equipment Utilized

• Regularly and extensively uses MS Office Suite, Cornerstone, Discoverer/Tableau, Course Scheduling System, ROCS , RAPSS , Researcher’s Dashboard, HCM , ECRT , MGSA appointments system, Grad Portal, Sakai, Canvas, and know or will learn any and all systems Rutgers University (RU) uses for academic and student support, grants management and accounting, travel and expense reimbursement, parking, telephones, payroll, recruitment, personnel and performance management, absence reporting, course scheduling, facilities and space management, web and social media; and knows or will learn all the equipment, software, and specialized materials needed to support the effective and efficient performance of this position.

Physical Demands and Work Environment

• Ability to develop a professional rapport with diverse school constituents.
• Ability to work effectively in fast-paced environment and to meet frequently occurring deadlines.

Special Conditions
Posting Details
Posting Number 23ST1142
Posting Open Date 05/03/2023
Special Instructions to Applicants
Regional Campus Rutgers University-New Brunswick
Home Location Campus Rutgers University - New Brunswick
City New Brunswick
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 (https://policies.rutgers.edu/60-1-35-currentpdf) , Rutgers University requires all prospective employees to provide proof that they are fully vaccinated and have received a booster (where eligible) against COVID-19 prior to commencement of employment, unless the University has granted the individual a medical or religious exemption. Employees who are not eligible for a booster at the time of an offer of employment must provide proof they have received a booster upon eligibility and upload proof of same. Under Policy 100.3.1 Immunization Policy for Covered Individuals (https://policies.rutgers.edu/sites/default/files/100-3-1-current.pdf) , 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