PAY GRADE: 32E

CONTEXT OF THE JOB:

Under the general direction of the Vice Provost for Undergraduate Education and Dean of the Honors College, the Senior Business Administrator is responsible for the direction of the overall financial and administrative operations and supports the mission and goals of the office of the Vice Provost and Dean, which includes several units focused on undergraduate student success from their first year through graduation (University Studies program (UST), the Academic Coaching and Tutoring center (ACT), the First Year Experience initiative (FYE), UD Scholars, the Undergraduate Research Program (URP), the Office of National Fellowship (ONF), and the Honors College). The Senior Business Administrator interacts and serves as liaison with all reporting units, University administrators, vendors, other affiliated partners, and government agencies to exchange information and/or solve problems and other issues, and to advance the objectives of the University. The person in this position will also work closely with the Office of the Provost and the Budget Office to ensure alignment in fiscal policies and practices.

MAJOR RESPONSIBILITIES:

• Advises and assists the Vice Provost for Undergraduate Education and Dean of the Honors College on all fiscal, human resource, space, and procurement matters.
• Manages daily financial operations of the University Studies program, the Academic Coaching and Tutoring center, the First Year Experience initiative, UD Scholars, the Undergraduate Research Program, the Office of National Fellowship, the Center for Health Professions Studies, the Honors College, and sponsored programs such as TRIO. Prepares and administers, in consultation with the Dean and Senior Advisor, accounts and budgetary matters related to personnel appointments and salary increases. Includes monitoring expenditures, performing analyses, providing projections, and processing requisitions including:
  • Oversees self-supporting, basic budget, endowment, and discretionary budgets in coordination with office staff.
  • Develop financial models for short- and long-term forecasting and to analyze and interpret financial projections for the office and evaluate various planning scenarios as well as prepare and interpret financial reports for the Vice Provost and Dean. Manages annual BTA and year-end budget reconciliations.

• Develops, prepares, and administers budgets and financial reports for accounts including general appropriations, endowments, and other funds; provides regular reports of accounts to the Vice Provost and Dean, and the Senior Advisor.
• Responsible for obligations and expenditures for the budget; prepares and provides monthly reports, analysis, and budget projections about revenue and estimated expenses to the Interim Vice Provost and Dean, and the Senior Advisor. Makes recommendations regarding potential modifications.

• • Participates in audits of departmental operating, self-supporting, discretionary funds, and externally sponsored budgets.
  • Participates in the development, funding, and implementation of special initiatives and projects.
  • Actively manages summer program budgets, staffing, scholarship funds, and research stipends for participating students.
  • Represents the Office of the Vice Provost of Undergraduate Education and the Dean of the Honors College on business affairs; works closely with the Senior Advisor regarding financial monitoring.
• Provides accurate and consistent reports for the dean, directors, and other internal and external constituents as well as supporting the business services in all departments.
• Prepares and presents materials to summarize and justify unit/program budget requests, including data gathering/reporting and trend analyses in connection with budgetary formulation and administration.

• Assists the Vice Provost of Undergraduate Education and Dean of the Honors College on operational and administrative matters; reviews, interprets, recommends, and/or implements financial policies; identifies and resolves issues regarding administrative and fiscal matters; develops systems to monitor academic and administrative deadlines; regularly evaluates College administrative systems and services.
• Ensures accurate, compliant and efficient management of the College Procurement activities, including Concur and UD Exchange workflow processes and transactions.
• Ensures proper implementation of policies and procedures in the areas of finance and operations to ensure adherence to Federal and University policies. Interprets and provides guidance regarding University policies and procedures for the Vice Provost and Dean, and office staff. Provides orientation and interpretation of University and Department policies and procedures for new faculty and professionals.

• Supervises Business Administrator I, Academic Program Coordinator, Administrative Assistant III.  Assigns work and special projects; monitors workload and productivity; evaluates performance and makes recommendations for personnel actions; motivates employees to achieve peak productivity and performance; promotes staff training and development; provides assistance in analyzing and resolving complex issues.
• Responsible for managing the pre-award and post-award process which includes the planning and development of budgets for submission with grant packages to various federal agencies, private agencies, foundations, and commercial contract proposals; providing instruction on protocol, regulations and guidelines pertinent to the agency or university; preparing timely proposal budgets for the Vice Provost and Dean.
• Partners with the office management staff to implement strategic operational objectives, including external business systems, recruitment and enrollment initiatives and events, new student orientation, and new program initiatives.
• Attends staff meetings held by the Vice Provost and Dean and actively participate by making recommendations regarding new administrative policies and procedures or changes and improvements to existing processes; develops and/or initiates new office forms and procedures.
• Represents the office with vendors, other partner institutions, and government agencies.
• Manage fiscal affairs of the department, including budget creation/management planning, expenditures and costs analysis.
• Administer grants to department faculty mentors.
• Performs other job-related duties as assigned.

QUALIFICATIONS:

• Bachelor's degree in Business Administration, Accounting, or other related field and six years of job-related experience or equivalent combination of education and experience.
• Experience with budget preparation and management, financial reporting, administrative policies and procedures, contract and grant administration and human resources management.
• Thrives in a fast-paced environment and is excited to advance and share in the success of highly successful programs.
• Experience leading complex organizations and managing complex tasks.
• Experience leading teams, maximizing employee engagement and developing competencies of individual staff members.
• Experience using management systems, relational databases, spreadsheets and word-processing software programs.
• Effective organizational skills are essential.
• Ability to interpret, adapt and apply guidelines and procedures.
• Ability to plan, organize, implement, evaluate and modify administrative support needs.
• Ability to gather and analyze statistical and financial data and generate ad-hoc reports.
• Ability to develop, plan, and implement new strategies and procedures, and be part of the Center’s continuous improvement plan and effectively share any new ideas with peers in other units and Center leadership.
• Familiarity with UD accounting and financial systems preferred.