Business Administrator I, DIMR Business Ops - Research Office
Job no: 496701
Work type: Staff
Categories: Administrative Support, Research & Laboratory, Full Time
PAY GRADE: 30E
CONTEXT OF THE JOB:
The University of Delaware’s Shared Facilities, including the Nanofabrication Facility, Nanofabrication Teaching Lab, and Materials Growth Facility, play a central role in supporting both research and teaching. These facilities support users from many departments at the University of Delaware as well as users from external universities and corporations.
Under the general direction of the Director, the Business Administrator I manages the administrative functions and of the Shared Facilities; monitors and reviews all departmental account expenditures; supervises support staff; assists in policy development; and analyzes, interprets and recommends administrative practices and procedures. The Business Administrator is charged with maintaining and continually striving to increase the impact of the Facilities through marketing, development, and process-improvement innovation.
- Consults with the directors and other staff while leading the development and implementation of effective and efficient workflow processes and internal policies.
- Maintains primary responsibility for budgeting, accounting and forecasting. This includes analyzing, reconciling, and maintaining all accounting records for the Facilities; purpose code reconcilement and procurement card management; processing payroll and supplementary contracts for interns and employees; reviewing data reports and resolving discrepancies as appropriate; ensures accuracy and availability of funding and compliance with standard accounting and audit procedures.
- Acts as primary liaison for matters related to financial record keeping and reporting, human resources, and information technology issues; primary liaison for matters related to University Procurement and Facility Billing and Receivables.
- Maintains accurate and timely financial records for the Facilities.
- Produces a wide range of reports for analysis, including budget, usage, and revenue.
- Manages shared facility billing and monitors receivables. Utilizes Facility Management software to make billing adjustments, extract data and prepare customized reports. Recommends changes to software as needed to maintain compliance and billing efficiency.
- Resolves complex administrative/procedural problems.
- Prepares Human Resources paperwork (including new recruit paperwork, paperwork for new hires, JEDs, s-contracts, and graduate student non-contract payment forms, professional contractual agreements and offer letters). Serves as departmental HR representative providing new staff with orientation information and access to University e-mail and web forms.
- Supervises support staff; motivates, develops, directs and assigns work and special projects for staff; monitors workload and productivity; evaluates performance; promotes and provides staff training and development; provides assistance in analyzing and resolving complex issues.
- Plans, organizes and coordinates high-profile and complex program and event logistics for conferences and meetings; arranges travel and lodging.
- Recommends and implements marketing strategies and prepares marketing materials. Maintains websites and generates content.
- Performs miscellaneous job-related duties as assigned.
- Bachelor’s degree in Business Administration or business-related discipline and four years’ experience in administrative/supervisory capacity, or equivalent combination of education and experience.
- Experience with human resources, budgeting, financial analysis, and customer service.
- Familiarity with UD accounting system, PeopleSoft financials, and UD policies and procedures is preferred.
- Familiarity with Facility Management Software and billing is preferred.
- Working knowledge and understanding of federal and state regulatory policies, procedures and guidelines. General familiarity with Uniform Guidance regulating federal allowable and unallowable costs strongly preferred.
- Experience with web, social media, marketing development; branding; advertising; event planning; relationship management.
- High level of independent and sound judgment, critical thinking, initiative, and accountability; strong written and oral communication skills.
- Ability to build strong and cohesive working relationships among diverse groups within the department, the greater university, and the larger community.
- Ability to analyze, interpret data, and make independent decisions and judgments in keeping with the position level.
- Ability to use advanced techniques in spreadsheet, database, and/or presentation software.
- Ability to handle multiple assignments concurrently and re-prioritize; ability to successfully adapt to rapid change.
- Ability to plan, organize, implement, evaluate, and modify administrative support needs.
- Ability to encourage, mentor, and lead assigned staff as they strive to better themselves in the work environment; support their efforts to prepare for future promotional and/or learning opportunities.
- Working knowledge of accounting required and accounting software preferred.
- Ability to communicate and interact well with people of all ages and diverse backgrounds.
- Strong written and oral communication skills.
- Skill in budget preparation and forecasting.
- Knowledge and experience with effective practices of office management.
- Willingness to work a flexible schedule, as the responsibilities of the position will require occasional participation in evening and weekend activities.
Notice of Non-Discrimination, Equal Opportunity and Affirmative Action
The University of Delaware does not discriminate against any person on the basis of race, color, national origin, sex, gender identity or expression, sexual orientation, genetic information, marital status, disability, religion, age, veteran status or any other characteristic protected by applicable law in its employment, educational programs and activities, admissions policies, and scholarship and loan programs as required by Title IX of the Educational Amendments of 1972, the Americans with Disabilities Act of 1990, Section 504 of the Rehabilitation Act of 1973, Title VII of the Civil Rights Act of 1964, and other applicable statutes and University policies. The University of Delaware also prohibits unlawful harassment including sexual harassment and sexual violence.
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