"Department Administrator"

Position Summary

Rutgers, The State University of New Jersey, is seeking a highly skilled and detail-oriented Department Administrator to provide dedicated support within the University Controller's Office (UCO). Reporting to the University Controller, this position provides confidential executive-level support to the University Controller while also supporting the Associate Controllers and all departments reporting to the Controller, as well as supporting the Tax Department.

The Department Administrator ensures the smooth and efficient operation of the office through executive and departmental support, personnel and facilities administration, event and communications management and customer support. The role requires exceptional organizational skills, discretion in handling sensitive information, and the ability to collaborate with leadership, staff, and stakeholders across the University.

Among the key duties of this position are the following:

• Provides confidential administrative support to the University Controller and supports the Associate Controllers and areas reporting to the Controller, and the Tax Department, as directed.
• Manages calendars, meetings, and related logistics; coordinates travel and processes expense reports.
• Prepares, edits, and finalizes presentations, correspondence, and reports; manages records and documents with accuracy and discretion.
• Coordinates inquiries, projects, and deadlines across multiple functional areas, ensuring timely follow-up and resolution.
• Provides technology support for in-person and virtual meetings (Zoom, Teams, A/V setups) and organizes workflows using online tools.
• Handles personnel-related administration, including onboarding, recruitment coordination, payroll and absence reporting, and related processes.
• Processes invoices, purchases, requisitions, and other procurement transactions; maintains office resources and supplies.
• Maintains the upkeep of UCO office space and related equipment such as copier/printer/scanner and check printers.
• Coordinates building access and serves as liaison with facilities, custodial services, and public safety on space and building matters.
• Helps update the Controller's Office and Tax Department web content and email distribution lists to ensure accuracy and accessibility.
• Supports planning and execution of departmental and UFA-wide events and programs, including logistics, vendor coordination, and communications.
• Provides guidance or direction to student workers, temporary staff, or consultants as assigned.
• Represents the Controller's Office on division- or university-wide committees and work groups as needed.
• Performs other administrative duties as assigned.

Minimum Education and Experience

Bachelor's degree in a related field and at least two (2) years of administrative support experience; or an equivalent combination of education and experience demonstrating advanced knowledge of office administration principles and practices.

Physical Demands and Work Environment

This position is performed in a standard office environment and requires the ability to work on a computer for extended periods of time. The position may be eligible for a hybrid work schedule; however, on-site presence will be required as determined by the Controller's schedule and operational needs, which may at times require full on-site attendance.