Department administrator job description

Rutgers, The State University of New Jersey is seeking a Department Administrator for the Student Affairs Department of Recreation. Under the general supervision of the Assistant Director of Member Services and Business Enterprise, the Member Services Coordinator supports managing the Member Services student and part-time staff of 120+ employees across five Recreation centers on the Rutgers University - New Brunswick campus including scheduling, supervising, onboarding, promotions, system/technology access, certifications, evaluations, staff training development and implementation, payroll management, reporting, and management of assigned services.

This position interacts with other areas of campus recreation, the professional staff within the Division of Student Affairs, and several departments across the entire University system.
Among the key duties of this position are the following:

* Hires, onboards, trains, schedules and supervises assigned student and part-time employees.
* Reviews and processes payroll for all assigned student and part-time employees.
* Sets and evaluates employee performance goals and provide feedback for improvement.
* Develops, implements and maintains staff training modules, manuals and resources.
* Ensures compliance with all unit, department, divisional, state and federal requirements and standards for hiring and training.
* Forecasts, requests, monitors, and administers student and part-time employee budgets.
* Makes purchasing decisions related to staffing and equipment loans within assigned operating budgets and assist with forecasting and evaluation.
* Develops and implements tracking solutions for ensuring student and part-time employee compliance.
* Assists with the reconciliation, remittance, and financial reporting for all in-person sales at the Member Services Desk and ancillary areas as assigned.
* Manages equipment loan operations and other assigned services at all 5 recreation centers on the Rutgers University - New Brunswick campus.
* Develops and implements training and procedures to ensure inventory control.
* Utilizes available data to identify and implement improvements to equipment loan offerings.
* Supports front-end sales and operations related to all departmental programs, services and customer needs.
* Assists other areas within the department with all department events, programs, services, initiatives and all duties as assigned.

Advertising/Posting Title Department Administrator Diversity Statement The University is especially interested in candidates who can contribute to the diversity and excellence of the institution. Applicants are required to include in their cover letter information about how they will further this goal. Posting Summary

Provide budget, financial, human resource, operational, and administrative assistance to the Chair, faculty, staff, and students in the department and programs of Civil and Environmental Engineering and the Transportation Research Center (TRC). Report to the Department Chair in accordance with CEMS Dean's office and/or central administrative office guidance or procedures. Provide executive assistance to departmental academic administrators such as Chair, Vice Chair, program, and Center Directors. Provide secondary support for the other departments and programs in the Colleges as needed during periods of high work volume, high student census, and staff absences. Support the faculty recruitment processes, support graduate student application, matriculation, on-boarding, and graduation. Support the recruitment, hiring and payroll for undergraduate students in all undergraduate job categories as well as temporary employees for the department. Support faculty travel, faculty purchasing, faculty discretionary account reconciliation, sponsored projects management including purchases and cost-transfers. Support departmental meetings, events, workshops, and seminars. Support undergraduate student experience to include department and program events, club activities, and specialty programming. Manage departmental records and data, liaising with other University offices and the Dean's Office for record retention and reporting as needed. Support departmental and programmatic projects such as ABET, Senior Design, teaching evaluations both final semester and mid-semester, and the Schedule of Courses maintenance. Support faculty reappointment, promotion, and tenure dossier preparation and submission.
Minimum Qualifications (or equivalent combination of education and experience)

Associate's degree and one to three years of related experience required. Working knowledge of software applications used to support office functions, and familiarity with Internet resources required.

Desirable Qualifications

Accounting skills, familiarity with federal grant proposal development, and experience with PeopleSoft Financial and Human Resources modules highly desirable.

Other Information Special Conditions Bargaining unit position, A probationary period may be required FLSA Non-Exempt Payband Min (Represents full-time (12 months, 1.0 FTE) equivalent salary. Must be prorated for jobs less than 12 months or 1.0FTE (Salary/12 x # of months x FTE)) 30400.00 Payband Max (Represents full-time (12 months, 1.0 FTE) equivalent salary. Must be prorated for jobs less than 12 months or 1.0FTE (Salary/12 x # of months x FTE)) 51680.00 Staff Hiring Band Union Position Yes, CTS

Posting Details

Position will be posted for a minimum of one week, after which it is subject to removal without notice.

Job Open Date 10/11/2022 Job Close Date (Jobs close at 11:59 PM EST.) Open Until Filled Yes

Position Information

Position Title Office/Prgm Support Generalist Posting Number S3951PO Department Civil & Env Engineering/54030 Position Number 012593 Employee FTE 1.0 Employee Term 12

Supplemental Questions

(1) Handle department expense activity- such as-

Purchase requisition submission and tracking (including approval, PO dispatch, vendor invoicing)

Receipting for payment, invoices, and PO reconciliation to expenditures.

Monthly accrual preparation and submission.

Budget corrections (reclasses) – preparation and submission of correction request.

Analyze, document, and report department budget activity (begin year, status, end year reports)

Assist annual asset maintenance activities.

(2) Organization support

Participate in department administrative staff meetings; provide administrative backup for other Department Assistants as needed

Technical report tracking, signature routing, upload and filing.

Support technical information database maintenance

Organize and manage department SharePoint site layout and content

(3) Daily Tasks Including:

Meeting arrangement and setup for department and executives (i.e., weekly, monthly department meetings, department events).

New hire setup/preparation including desk setup, required access, and general onboarding support.

Order office supplies as needed, monitor supplies budget, and make recommendations to managers regarding purchase decisions.

Business travel arrangement for VME Executives and ***'s Japanese visitors as needed

Coordinate office safety tasks including evacuation list updates

Coordinate department lunch, retirement, family event recognitions.

Mail distribution

A successful candidate will be ready to contact company personnel at all organizational levels to gather information in support of department operations and problem resolution

Requirements:

Requirements and Qualifications

Must

3+ years of department administration experience.

Proficient with MS Outlook, Word, Excel, PowerPoint, SharePoint.

Excellent organization skills.

Excellent verbal, written, and interpersonal skills.

Excellent customer service mindset.

Strong ability to work independently and collaborate with other professionals

(b) Preferred

Experience as admin for office with headcount > 50 employees.

Knowledge of SAP/Ariba

Basic knowledge of SharePoint

Knowledge of ***'s unique software applications

Knowledge of Japanese language

About Kyyba:

Founded in 1998 and headquartered in Farmington Hills, MI, Kyyba has a global presence delivering high-quality resources and top-notch recruiting services, enabling businesses to effectively respond to organizational changes and technological advances.

At Kyyba, the overall well-being of our employees and their families is important to us. We are proud of our work culture which embodies our core values; incorporating value, passion, excellence, empowerment, and happiness, creates a vibrant and productive atmosphere. We empower our employees with the resources, incentives, and flexibility that they need to support a healthy, balanced, and fulfilling career by providing many valuable benefits and a balanced compensation structure combined with career development.

Disclaimer:

Kyyba is an Equal Opportunity Employer.

Kyyba does not discriminate on the basis of race, religion, color, sex, gender identity, sexual orientation, age, non-disqualifying physical or mental disability, national origin, veteran status or any other basis covered by appropriate law. Minorities / Females / Protected Veterans / Individuals with Disabilities are encouraged to apply. All employment is decided on the basis of qualifications, merit, and business need.

Rewards:

Medical, dental, vision

401k

Term life

Voluntary life and disability insurance

Optional Pre-paid legal plan

Optional Identity theft plan

Optional Medical and dependent FSA

Work-visa sponsorship

Opportunity for advancement

Long-term assignment with opportunity for hire by client

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