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Business Specialist

Job Description

Position Details

Position Information

Recruitment/Posting Title Business Specialist
Job Category Staff & Executive - Administrative & Support
Department SAS - Physics & Astronomy
The School of Arts and Sciences (SAS) at Rutgers University is the largest academic unit of the University and is comprised of 41 academic departments spanning humanities, social, physical and life sciences and over 100 different majors, plus programs, centers, bureaus and institutes. SAS has a membership of over 2,000 permanent and temporary faculty (instructional and research), teaching and graduate assistants, part-time lecturers, and post-doctoral appointees, and over 500 administrative staff.
Arts and Sciences delivers a wide array of services in support of the teaching, research, and service missions of the School. We are committed to providing academic departments, programs, and centers in the School of Arts and Sciences with reliable and trusted service, clear policies and procedures, innovative technologies, and a commitment to administrative excellence and efficiency.
The School of Arts and Sciences promotes anti-racist, inclusive, equity-enhancing ideas and practices both inside and outside of the classroom for our community of educators, staff, and students. This includes a diverse set of voices and experiences. All individuals no matter their race, ethnicity, gender, gender identity, nationality, history, sexual orientation, religious practices, or socio-economic status are valued and respected. The School of Arts and Sciences is especially interested in candidates who can contribute to and support the diversity and excellence of the organization. Applicants are encouraged to include in their cover letter information about how they will further our commitment to these values.
Posting Summary
Rutgers, The State University of New Jersey, is seeking a Business Specialist for the Department of Physics and Astronomy. Reporting to the Business Manager III, the Business Specialist supports the Department of Physics and Astronomy and affiliated centers. The Business Specialist is the primary Grant Accountant the Physics Departmentís the faculty members. The Business Specialist provides Post Award support for the Principal Investigators (PIs) by reviewing grant financial function, budget, budget justifications, cost-sharing, and subcontract agreements.
Among the key duties of this position are the following:
  • Develop budgets and budget projections for faculty in the department.
  • Develop and assemble supplementary documentation for the preparation and financial reports.
  • The Business Specialist primary duties is to work on Faculty members Grant accounts but will work with Physics internal pre-award staff as needed on grants and with the Office of Research and Sponsored Programs (RSP) to review and resolve compliance issues related to university and sponsor requirements.
  • As stated, The Business Specialist will be the main Grant Manager Grant Account for various faculty members in the department and will independently provide account administration, reconciliation, and reporting for assigned departmental accounts and sponsored program accounts.
  • The staff member will be assigned various Principal Investigators (PIs) in the Department of Physics and Astronomy and affiliated centers; thus, the staff member will: analyzes data, tracks expenditures, prepare reports, complete financial reports, etc. The Business Specialist should be able to pull together reports related to assigned accounts for the Supervisor, Chair, Director, and management. In addition, the Business Specialist needs to be able to process Employee Charging Instructions (ECI), assist in resolving payroll issues, and work with Rutgers Research Financial Services to resolve grantsí compliance issues.
  • Other responsibilities for the Business Specialist are the following: Provides backup accounting support to the other Business Specialists, Administrative Assistants, and Shipping Coordinator, as well as the daily functions of these positions as needed. In addition, the Business Specialist will be first level approver for all marketplace and Expense Management transactions for his/her assigned department accounts. Need to understand and administer Rutgersí University Travel reimbursement process.
  • Assists with special projects as required.
Position Status Full Time
Hours Per Week
Daily Work Shift Day
Work Arrangement
Consistent with the current application of Rutgers Policy 60.3.22, this position may be eligible for a hybrid work arrangement. 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, 2023. 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 FlexWork@RU Application System. Additional information may be found at https://futureofwork.rutgers.edu.
FLSA Nonexempt
Grade 05
Position Salary
Annual Minimum Salary 58867.000
Annual Mid Range Salary 73298.000
Annual Maximum Salary 87729.000
Standard Hours 37.50
Union Description URA-AFT Administrative
Payroll Designation PeopleSoft
Rutgers offers a comprehensive benefit program to eligible employees. For details, please go to http://uhr.rutgers.edu/benefits/benefits-overview .
Rutgers also offers a benefit program to eligible full-time postdoctoral fellow students. For details, please go to https://finance.rutgers.edu/healthcare-risk/insurance/postdoctoral-health-insurance.
Seniority Unit
Terms of Appointment Staff - 12 month
Position Pension Eligibility ABP


Minimum Education and Experience
  • Bachelorís degree in business administration, accounting, or finance or the equivalent combination of education and/or experience that demonstrates knowledge and understanding of generally accepted accounting principles and practices.
  • A minimum of two or more years of experience in an academic/research environment or similar experience.
Required Knowledge, Skills, and Abilities
  • Must have excellent communication, interpersonal and organizational skills and the ability to work effectively with all levels of personnel.
  • Must have a solid working knowledge of Excel
Preferred Qualifications
  • Current driverís license to attend meetings campus-wide and off-campus.
Equipment Utilized
  • Competency in Excel preferred.
  • Computer literacy in Windows, and ability to utilize applications such as Word, e-mail and internet browsers.
  • Experience with Rutgers University system applications such as Oracle, HCM, and SciQuest etc.
Physical Demands and Work Environment
  • The work environment is busy with active students, faculty, and staff.
  • The Position manages competing priorities while attending to regular inquiries and problem resolution.
  • The work environment is very hectic and changes daily.
  • There are variable challenges that demand a lot daily from the staff person.
  • Your ability to handle daily interruptions will be critical to your long-term success.
  • You will need to learn how to re-establish focus on all your multiple tasks.
Special Conditions

Posting Details

Posting Number 23ST0276
Posting Open Date 02/08/2023
Special Instructions to Applicants
Regional Campus Rutgers University-New Brunswick
Home Location Campus Busch (RU-New Brunswick)
City Piscataway
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 60.1.35 Immunization Policy for Rutgers Employees and Prospective Employees , Rutgers University requires all prospective employees to provide proof that they are fully vaccinated and have received a booster (where eligible) against COVID-19 prior to commencement of employment, unless the University has granted the individual a medical or religious exemption. Employees who are not eligible for a booster at the time of an offer of employment must provide proof they have received a booster upon eligibility and upload proof of same. 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 candidateís 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: http://uhr.rutgers.edu/non-discrimination-statement

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