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Business Administrator II, Chemistry & Biochemistry

Apply now Job no: 494585
Work type: Staff
Location: Newark
Categories: Administrative Support, Full Time

Pay Grade: 31E

Context of the Job:

The Department of Chemistry and Biochemistry is one of the larger academic units on campus, with 30 research active faculty members. We have significant and nationally ranked programs at the undergraduate and graduate level. Our undergraduate program trains over 250 undergraduate majors per year as well as provides a large number of service courses taken by majors throughout the University. The Department's research enterprise has current budgeted awards totaling approximately $30MM, with annual expenditures of $9MM in support of 36 faculty, 190 graduate students and postdoctoral fellows.

Under the limited direction of the Chairperson, the Business Administrator II oversees all budget preparation and management, serves as liaison with the faculty on matters of research and academic activities, with responsibility for interpretation of departmental and university policy and is responsible for the financial administration of the Department.

The Business Administrator II reports directly to the Chairperson and supervises exempt/ non-exempt staff.

Major Responsibilities:

  • Oversee and ensure fiscal responsibility for approximately $25MM in annual expenditures.  Prepare departmental budgets. Monitor expenditures with respect to fund, purpose budget or cash balance to include tuition, self-supporting, endowment and gift accounts.  Maintain oversight of contract and grant administration.  Prepare cash flow projections and monitor departmental expenditures for operating cost efficiencies.
  • Supervise departmental financial and administrative support team (6 staff positions:  2 exempt, 4 non-exempt). Review methods and procedures to improve efficiency, provide direction, delegate and assign work, manage effective operations, and encourage or conduct training to enhance skills. Monitor, review, and sign off on monthly time sheet for all departmental non-exempt employees.
  • Onboard, renew employment contracts and execute termination procedures for all Chemistry & Biochemistry employees, visitors and research scholars including foreign employees. Advise and ensure compliance with all aspects of recruitment, employment eligibility, promotion, leaves, and termination policies and procedure as it applies to all employees. Oversee all HR functions for Chemistry & Biochemistry and work closely with the Department Chair, Dean’s Office, College HR Manager, and Office of International Students and Scholars to ensure compliance with processes, procedures and laws. Manage hiring process for all new staff hires and coordinate annual performance appraisals for the departmental financial and administrative support team (6 staff positions). Ensure compliance with visa applications for employment of foreigners including but not limited to H1B and J1 applications. Initiate supplemental contracts, administrative pay and assist with classification and reclassification of positions as needed.
  • Ensure the appropriate allocation of salary and non-salary expenditures. Ensure accuracy of salary allocation using the Labor Allocation Module system and update the system as needed. Provide signature authority for unit, delegate and assist in proper fiscal processing of financial requests. Resolve non-routine fiscal issues.
  • Manage financial operations of 4 core facility service (recharge) centers. Monitor each centers expense, prepare annual budgets for rate calculations, review, maintain and oversee iLab research groups members and purpose codes, process and review monthly invoices and prepare non-student bills for external users.
  • Process allocations of departmental costs per University policy and sponsor guidelines for tuition allocation to sponsored awards, Praxair and Keen compressed gases, ethyl alcohol, and FedEx.
  • Maintain equipment and space inventories for 3 building. Report equipment additions, relocations and disposals. Complete annual surveys for equipment.
  • Work proactively with senior staff in the Dean's Office to assist the department Chair in aligning the Department with strategic and operational priorities of the College.  Coordinate and manage requests for departmental information as needed by the Sr. Business Officer (SBO) and Dean’s office during planning and evaluation exercises including but not limited to Finance, HR, Facilities, Communication, and Contracts and Grants. 
  • Perform miscellaneous job-related duties as assigned.

Qualifications:

  • Bachelor's degree in Business Administration or related field and five years of job-related experience, or equivalent combination of education and experience
  • Knowledge of cost analysis techniques, federal and state financial regulations, financial and cost accounting, budgeting, internal control, and reporting principles, methods, techniques, and standards.
  • Knowledge of generally accepted fund accounting principles highly desirable.
  • Effective analytical and technical skills to quantify and illustrate complex financial reports, comparisons, impacts, and/or projections.
  • Ability to analyze and interpret financial and systems support requirements and provide consultation and recommendations to management and to make evaluative judgments.
  • Ability to supervise and train staff, including organizing, prioritizing, and scheduling work assignments.
  • Skill in fostering a cooperative work environment.
  • Skill in developing policy and procedure documentation and records maintenance.
  • Experience meeting organizational objectives through negotiations and consensus building with a wide and varied constituency.
  • Effective verbal and written communication, interpersonal and time management skills are necessary
  • Familiarity with all stages of contracts and grants processing from the request for proposal through closeout
  • Familiarity with 2 CFR 200 and the OMB circulars (i.e., OMB A-21; OMB A-11 0; OMB A-133) regulating federal allowable and unallowable costs preferred
  • Advanced skills in spreadsheet, database, and information software systems
  • Experience with PeopleSoft and University Systems (Financials, Grants Management, Asset Management, Labor Allocation, Webforms) highly desirable.
  • Ability to adjust to a changing environment.

Applications close: Eastern Standard Time

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