Department Administrator Supervisor

Department Administrator Supervisor at Rutgers University summary :

The Department Administrator Supervisor provides leadership and oversight for the Office of Lifelong Learning, managing daily administrative, financial, and student support functions. This role collaborates with various university departments to facilitate academic and enrollment services, ensuring efficient operations and compliance with budgetary and regulatory requirements. Additionally, the supervisor manages staff, develops best practices, and handles key finance and human resources processes for academic programs.

Position Details

Position Information

Recruitment / Posting Title

Department Administrator Supervisor

Job Category

Staff & Executive - Administrative & Support

Department

Summer Session - Nwk

Overview

The Office of Lifelong Learning is committed to promoting continuous education and skill development for individuals at various stages of life, including students, adults, and seniors, as well as those pursuing personal or professional growth. Through a comprehensive and strategic approach, we cultivate dynamic partnerships with schools, centers, and departments, ensuring the delivery of accessible credit and non-credit courses, programs, and certificates tailored to a diverse community of lifelong learners, including pre-college students, current students, visiting college students, and non-degree-seeking individuals.

Our services encompass a wide range of functions, including the operations and administration of summer and winter sessions, recruitment and enrollment technology solutions, marketing and communications, financial services, student services, human resources, reporting, and strategic program development. Through these initiatives, we strive to create an enriching educational environment that nurtures the ongoing learning aspirations of our community.

Posting Summary

Rutgers University-Newark (RU-N), an urban public research university and anchor institution, located in Newark, New Jersey, a city of promise, is seeking a Department Administrator Supervisor. Reporting to the Assistant Director for the Office of Lifelong Learning. This position reports directly to the Assistant Director while maintaining a dotted line reporting relationship with the Senior Vice Chancellor for Academic Affairs and Strategic Partnerships. The Department Administrator Supervisor will provide comprehensive administrative leadership and support for all academic and non-academic functions of the Office of Lifelong Learning, as well as for the Academic Programs and Services departments that are under the purview of the Senior Vice Chancellor for Academic Affairs and Strategic Partnerships.

This position is responsible for and not limited to the following :

• Oversee the organization, coordination, and supervision of day-to-day administrative functions and operations within the Office of Lifelong Learning
• Provide comprehensive administrative support to the Assistant Director, the Senior Vice Chancellor for Academic Affairs and Strategic Partnerships, as well as other departmental leadership
• Serve as the primary point of contact for prospective and current students for the summer and winter sessions
• Collaborate closely with various campus units, academic centers, Academic Scheduling, and Enrollment Services-including the Registrar's Office, Student Accounting, Financial Aid, and the One Stop-to facilitate student requests and address any student-related issues
• Ensure the accurate and timely processing of requests and actions
• Review, evaluate, and act as the decision-making authority for student appeal submissions related to summer and winter sessions, certifications for the NJ Department of Labor Tuition Waiver program, visiting student applications for summer and winter sessions, and requests for academic credit overload
• Responsible for the management of daily operations for a variety of business services, including budget, accounting, and finance
• This includes, but is not limited to, conducting financial data analysis; preparing financial and budget reports; preparing projections for forecasting; and leading annual, quarterly, and monthly financial processes
• Serve as the primary user of the Enterprise Planning & Budgeting Cloud System (EPBCS)
• Works in close collaboration with Central Administration to maintain accurate financial records in accordance with established deadlines, university regulations, and governing agreements
• Responsible for preparing and processing action documents, which include but are not limited to the submission and reconciliation of requisitions and purchase orders, Internal Purchase Orders (IPOs), expense reports, journal entries, cost transfers, expense management, and the Rutgers Purchasing Card
• Ensure all transactions are recorded and processed using the correct departmental accounts and that expenditure aligns with the departmental budget for the fiscal year
• Manage both pre- and post-personnel onboarding processes for all faculty, staff, and student hires; complete I-9 forms; and serve as the initiator and primary contact for inquiries related to actions within the Recruitment, Onboarding, and Classification System (ROCS) and Oracle HCM Cloud
• Arrange and coordinate the design and logistics for departmental events and meetings
• Complete other tasks necessary for the efficient operation of the departments, consistent with a reasonable interpretation of the departments' objectives
• Supervise administrative employees and student staff
• Develop, implement, and recommend best practices and standard operating procedures for the department
• Demonstrate the ability to work effectively in a fast-paced, deadline-oriented, stakeholder-focused team environment, managing multiple and shifting priorities while engaging successfully with diverse individuals and stakeholders at all levels of the university community

FLSA

Exempt

Grade

05

Salary Details

Minimum Salary

Mid Range Salary

Maximum Salary

Offer Information

The final salary offer may be determined by several factors, including, but not limited to, the candidate's qualifications, experience, and expertise, and availability of department or grant funds to support the position. We also take into consideration market benchmarks, if and when appropriate, and internal equity to ensure fair compensation relative to the university's broader compensation structure. We are committed to offering competitive and flexible compensation packages to attract and retain top talent.

Benefits

Rutgers offers a comprehensive benefits package to eligible employees, based on position, which includes :

For detailed information on benefits and eligibility, please visit : .

Position Status

Full Time

Working Hours (per week)

37.5

Standard Hours

37.50

Daily Work Shift

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, 2024. 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 Application System. Additional information may be found at .

Union Description

Admin Assembly (MPSC)

Payroll Designation

PeopleSoft

Seniority Unit

Terms of Appointment

Staff - 12 month

Position Pension Eligibility

ABP

Qualifications

Minimum Education and Experience

Certifications / Licenses

Required Knowledge, Skills, and Abilities

Preferred Qualifications

Equipment Utilized

Physical Demands and Work Environment

Special Conditions

Posting Details

Posting Number

25ST1797

Posting Open Date

08 / 21 / 2025

Special Instructions to Applicants

Regional Campus

Rutgers University-Newark

Home Location Campus

Rutgers University-Newark

City

Newark

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 100.3.1 Immunization Policy for Covered Individuals, 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 :

Keywords :

administrative leadership, higher education administration, student services, budget management, financial reporting, staff supervision, enrollment services, academic program support, event coordination, enterprise budgeting systems