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Department Administrator

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Position Details

Position Information

Recruitment/Posting Title Department Administrator
Job Category Staff & Executive - Administrative & Support
Department SEBS - Entomology
Overview

The Department of Entomology at Rutgers University was established in 1888 as part of the New Jersey Agricultural Experiment Station. Over the years, department faculty have studied a wide variety of economically important insects including mosquitoes, gypsy moth, Colorado potato beetle, and cockroaches.

Today, our faculty conducts research involving the systematics of dragonflies and other insects, insect plant interactions, biology and spread of invasive insects, public health issues and biological monitoring of earth’s environment, and pests of blueberries, cranberries, ornamentals, tree fruit, turf, and vegetables. The Department’s Insect Museum contains over 1/4 million specimens collected from the 1800’s to present time which serve to record environmental changes over time. Our Center for Vector Biology is a nationally and internationally known program for mosquito, tick, and blackfly research.

Posting Summary

Rutgers, The State University of New Jersey, is seeking a Department Administrator for The Department of Entomology. This position provides administrative support and supervision of the daily operations of the Department of Entomology to accomplish the mission and goals of the unit. The Department Administrator provides support to the Department Chair in administering Departmental programs. In consultation with the Chair, this individual develops and supervises the implementation of procedures and processes.

Among the key duties of this position are the following:
• Provides oversight, facilitation and supervision of academic support and policy interpretation; reappointment/promotion and implementation; and oversees business processes relating to Human Resources.
• Resolves a diverse range of problems consistent with an understanding of the mission, vision, role and goals of the Department of Entomology, and consistent with a comprehensive understanding of administration/office management in accordance with management principles, applicable regulations and University policies and procedures.
• Interprets, communicates, and implements policies and practices to meet the differing needs of the unit’s diverse client population. Independent judgment is exercised in resolving Departmental research, teaching and personnel needs.
• Provides routine and non-routine information and explanations to clients and stakeholders; creates informational materials; provides general unit supporting research, analysis, and proposal data; prepares, processes, and controls records, statistics, reports, and documents; and/or performs fiscal support functions.
• Arranges and coordinates design and logistics for events and meetings, and serves as liaison with outside departments and other units. Authorizes building access and resolves safety and security issues.
• Supports Department of Entomology which consists of 12 research/teaching and extension faculty, 5 staff members, 5 post-doctoral associates, 14 graduate students, 16 class 4 & 5 employees, 7 Visiting Scientists, 2 Visiting International Students and 3 Part-time Lecturers.
• Provides monitoring and routine tracking of tenure track and tenured faculty for post tenure reviews and rank reviews.
• Composes relevant correspondence, schedules committee meetings and works with Department Chair to review and prepare evaluation packets for promotions and reappointments and prepares documents for new faculty appointments and annual reappointment.
• Manages the confidential personnel matters for all faculty, post-doctoral associates, support staff and students, and oversees the planning, development, and implementation of departmental and Center for Vector Biology operations.
• Handles ROCS recruitment and classification for faculty and staff and ensures payroll, benefits termination, changes of appointment, suspensions, sabbaticals and all leaves and returns related to personnel are efficiently handled to avoid lapse in payroll.
• Supervises three departmental secretaries and serves as backup to secretarial positions in preparing marketplace and expense reports, which are then approved by the Business Office.
• Manages the operations of the Undergraduate and Graduate Programs in Entomology including the scheduling of courses, assignment and tracking of TA’s and GA’s, tracking of student progress and the management of the Professors C.C. Compton & G.M. Markle Entomological Fund, the Headlee Fellowship, the Schmidtt undergraduate scholarship fund and the Herbert T. Streu Graduate Student Endowment.

Position Status Full Time
Hours Per Week
Daily Work Shift Day
FLSA Exempt
Grade 05
Position Salary
Annual Minimum Salary 52557.000
Annual Mid Range Salary 65441.500
Annual Maximum Salary 78326.000
Standard Hours 37.50
Union Description URA-AFT Administrative
Payroll Designation PeopleSoft
Benefits

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

Seniority Unit
Terms of Appointment Staff - 12 month
Position Pension Eligibility ABP

Qualifications

Minimum Education and Experience

• Requires a bachelor’s degree in administration, management, or a related field, or an equivalent combination of education and/or experience that demonstrates comprehensive knowledge and understanding of management and administrative principles and practices.
• Also requires a minimum of two years of relevant professional experience in an administrative function, excellence communication and organizational skills, and computer literacy and proficiency with MS Office.

Required Knowledge, Skills, and Abilities

Requires a bachelor’s degree in administration, management, or a related field, or an equivalent combination of education and/or experience that demonstrates comprehensive knowledge and understanding of management and administrative principles and practices. Also requires a minimum of two years of relevant professional experience in an administrative function, excellence communication and organizational skills, and computer literacy and proficiency with MS Office.

Preferred Qualifications

• Incumbent should have specialized knowledge of the principles, practices, and regulations of visa and immigration policies for the hiring of international scholars and researchers; specialized knowledge in the administration and management of the building security; and an excellent understanding and knowledge in the administration and management of the undergraduate course curriculum and the Graduate Program in Entomology.
• Seven years’ experience preferred.

Equipment Utilized

• Experience, knowledge and skill in the following online systems preferred:

Personnel Administrative Management
• Absence Reporting System (ARS)
• Marketplace & Expense Management
• Recruitment, Onboarding and Classification System (ROCS)

Building Administrative Management
• Transportation Services Parking Lot Assignment System
• Security Technologies Work Request System

Academic Administrative Management
• Course Scheduling System
• Course Analyses System
• Roster and Electronic Grading Information System (REGIS)
• Electronic Grade Change System (EGCS)
• Graduate Program Portal

Physical Demands and Work Environment
Special Conditions

Posting Details

Posting Number 17ST2382
Posting Open Date 06/14/2017
Special Instructions to Applicants
Regional Campus Rutgers University-New Brunswick
Home Location Campus Cook (RU-New Brunswick)
Location Details

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 (*).

Applicant Documents

Required Documents
  1. Resume
  2. Cover Letter/Letter of Application
Optional Documents