Rutgers, The State University of New Jersey, is a seeking a Director of Administration to serve as an advisor to the Dean of Humanities, a member of the leadership team, and a key resource to the Department Administrators of the Humanities departments. This position is responsible for developing a "mission-focused" culture amongst the administrative team, enabling the provision of excellent support to the faculty, students and staff of the humanities departments. The Director works with Department Administrators to communicate, adapt, implement, and enforce financial, human resource, technology, or space management policies and procedures throughout the humanities; to steward department and The School of Arts and Sciences (SAS) assets; and provide reliable operational information to a wide range of users internally and externally. The key duties of this position are the following:
Works with the humanities dean to develop the Annual Planning Report, prepare and monitor the area budget, identify irregularities, deliver financial reports and represent the area dean as needed
Collaborates with appropriate SAS offices to ensure humanities departments have the necessary information, tools and support to operate in an efficient manner
Analyzes existing accounting practices and procedures on an ongoing basis and proposes changes in business methods and/or systems that increase the overall effectiveness of departmental financial operations
Ensures budgetary compliance with area, SAS, and University requirements. Works with Department Administrators to review budget expenditures
Manages financial and operational risks through the development and implementation of a comprehensive system of internal controls and associated measures
Oversees and supports grant administration activity (pre-and post-award) to facilitate access to resources, assist in complex budget development and ensure compliance with Federal, State, University and funding agency rules and regulations
Complies with Federal, State, and University, rules and regulations pertaining to accounting procedures and related business operations
Responds to recommendations of internal and external audits and other reviews
Establishes, communicates and ensures adherence to the SAS financial planning methodology and systems including short and long term forecasting and analysis.
Works with peers in the SAS Office of Human Resources and Academic Personnel and other appropriate University offices to implement procedures relating to faculty and staff personnel matters and to ensure Humanities policies and practices are appropriately aligned
Understands union and other contracts impacting humanities personnel and works with department chairs, and administrators to adhere to the terms of the contracts in accordance with University Human Resources and Academic Labor Relations policies, procedures, and practices
Collaborates with Department Administrators and SAS when necessary in support of employee grievances and other claims.
Works with peers in the SAS Office of Information Technology and other appropriate University offices to ensure SAS IT policies and practices are aligned with University goals and infrastructure
Oversees the coordination of technology infrastructure throughout the humanities, including improvements and divestments from aged technology
Works with the area dean, department administrators and SAS IT to determine appropriate funding for technology initiatives necessary to meet the teaching, administration, and research needs of the school
Leads technology governance alignment within the humanities departments and participates in planning activities and other discussions with SAS IT and University units accordingly.
Participates in the SAS capital planning sessions representing the needs of humanities departments. Maintains sections of the capital plan pertinent to humanities
Works with peers in the SAS Office of Facilities and Space Management and other University Facilities Management to ensure appropriate maintenance and upkeep of all humanities-assigned instructional, research, and office space
Communicates with the humanities departmental staff on facilities matters
Ensures humanities space inventory is up to date and works with his/her peers and other stakeholders on space management issues across the humanities
Provides general oversight of renovation activities, ensuring strategic investments are made consistently with the capital plan
Performs various other tasks and duties as assigned to support The School of Arts and Sciences Department of Humanities.
Minimum Education and Experience:
Requires a Bachelor's degree and a minimum of five years of recent and increasing responsibility in leadership roles in communicating effectively on financial and accounting policies required.
Required Knowledge, Skills, and Abilities:
Requires experience managing human resources processes and practice, including labor relations issues and the handling of highly confidential information, and a demonstrated commitment to the principles of diversity.
Requires experience in overseeing IT services and developing and leveraging technology to further overall organizational goals, and in managing varied facilities.
Requires excellent written and oral communications skills.
Must be able to negotiate and work through complex initiatives with personnel from all levels and with varying responsibilities
Requires excellent strategic leadership, communication, facilitation, conflict management, interpersonal, relationship management, and team building skills.
Must demonstrate tact, discretion, and diplomacy in handling a wide range of sensitive and/or confidential matters.
Must be collaborative and able to appropriately balance competing priorities.
Must be able to provide forecasting and analysis, present budgets and plans in a timely and user-friendly manner.
Advanced degree preferred but can be substituted with 8 years of working experience within a university environment.
Experience working in a multi-campus higher education setting, or in a large, dynamic organization within a public sector setting is highly desired.
Preference to an individual who has served as the CFO, CIO, or COO of a non-profit organization or academic unit of a research university.
Excel, Access, Word, SciQuest, Oracle financial management and reporting systems, Expense Reimbursement system, and a variety of SAS online systems.
Physical Demands and Work Environment:
The demands upon this position are extraordinary, due to the size and nature of the departments, its various Centers, multidisciplinary activities, and multi-campus facilities.
Use of own vehicle and regular travel to Rutgers University – New Brunswick campuses and occasional travel in and out of state.
Rutgers, The State University of New Jersey, is a leading national public research university and the state's preeminent, comprehensive public institution of higher education. Rutgers is dedicated to teaching that meets the highest standards of excellence; to conducting research that breaks new ground; and to turning knowledge into solutions for local, national, and global communities. As it was ...at our founding in 1766, the heart of our mission is preparing students to become productive members of society and good citizens of the world. Rutgers teaches across the full educational spectrum: preschool to precollege; undergraduate to graduate and postdoctoral; and continuing education for professional and personal advancement. Rutgers is New Jersey's land-grant institution and one of the nation's foremost research universities, and as such, we educate, make discoveries, serve as an engine of economic growth, and generate ideas for improving people's lives.