Business Administrator I, Associates in Arts Program
Job no: 496564
Work type: Staff
Categories: Administrative Support, Full Time
Pay Grade: 30E
Context of the Job:
The College of Arts and Sciences (CAS) at the University of Delaware is nationally recognized for its exceptional educational experiences and for integrating instruction, research, and public engagement. With 24 academic departments in the arts, humanities, social sciences, and natural sciences, more than 25 centers, programs, and institutes, and featuring outstanding research and teaching facilities, CAS serves over 7,500 students, is supported by approximately 400 staff, and maintains annual operating expenditures of over $121M. The College’s 600 faculty members emphasize the enduring value of an arts and sciences education and a deep commitment to excellence in scholarship and all forms of creative and intellectual expression, with sponsored research expenditures totaling more than $38.6M per fiscal year.
The Associate in Arts Program (AAP) is housed within the College of Arts & Sciences and currently consists of 27 continuing track and temporary faculty, 50 adjunct faculty, 6 administrative and professional staff, and approximately 850 undergraduate students. The AAP operates from multiple sites across the state in Wilmington, Dover, and Georgetown. The primary office for this position is located in Newark, DE, but the Business Administrator I will be expected to travel on a regular basis to all AAP locations and supervise administrative staff at those locations.
Under the limited direction of the CAS Sr. Business Administrator (Sr. BA) and in coordination with the Program Director, the Business Administrator I is responsible for the direction of the overall administrative operation of the Associate in Arts Program and supports the mission and goals of the Program, College, and University. The Business Administrator I interacts and serves as liaison with faculty, students, College and University administrators, vendors, other educational institutions, alumni, and government agencies to exchange information and/or solve problems and other issues, and to advance program teaching, service, and research objectives.
- Manages the resources and operations of the Associate in Arts Program, including centers and programs, ensuring compliance with College and University policies and procedures.
- Partners with the Program Director and the Sr. Business Administrator to implement strategic operational objectives for the Program.
- Interprets and provides guidance regarding University policies and procedures for the Director, the faculty, and program staff.
- Oversees program operating and discretionary budgets in coordination with College Financial Operations staff. Assists with forecasting, provides variance commentary on budget/forecast vs. actuals, interprets financial reports, and manages internal documentation to assist the Director and faculty in fiscal matters related to program operations and discretionary funds as well as research and academic programs.
- Manages and facilitates a positive undergraduate university experience for students. Oversees and directs UDSIS scheduling for all Program classes for five terms per year. Ensures scheduling updates and changes related to classes, courses, rooms, times, space, instructors, and enrollments. Oversees the implementation of student registration requests, changes, and overrides in UDSIS for each term. Prepares numerous reports related to the program.
- Coordinates financial aspects of the Associate in Arts Program and works with College Financial Analysts to ensure proper contract and payment processing, including tuition allocation, tuition discount pricing, and supplemental contracts for teaching.
- Works with the Program Director, faculty, and College on undergraduate recruitment and enrollment initiatives and events, new student orientation, and convocation.
- Works with the College Faculty Life Cycle Specialist to ensure the accuracy of program faculty life cycle tracking to include Promotion and Tenure, Sabbaticals, Peer Reviews, and Performance Appraisals. Maintains academic faculty workload distributions for Promotion and Tenure reviews and Faculty Performance appraisals.
- Manages daily operations of the Program including:
- Oversees tasks related to procurement, budget and planning, human resources, sponsored activity, communications and events, facilities and IT issues with the Sr. BA and College functional teams.
- Ensures adherence to academic and administrative deadlines.
- Resolves complex organizational or procedural issues in a timely manner.
- Directly supervises all program administrative staff, ensuring that performance and contributions result in the efficient operation of the Program.
- Oversees the maintenance of the Labor Allocation Module (LAM) for faculty workload and effort commitment on research accounts and for staff and students paid from research accounts, in coordination with College Sponsored Programs staff.
- Coordinates non-sponsored research summer payments for faculty.
- Prepares employment renewal letters and tracks time of term in the Program in coordination with the Faculty Life Cycle Specialist.
- Monitors and reviews monthly time sheets for all Program non-exempt employees.
- Reviews all Program charges and applies appropriate measures to correct any errors. Participates in audits of program operating and discretionary budgets as needed.
- Onboards new student workers, miscellaneous wage employees, and adjunct faculty members. Coordinates with College HR on new hire paperwork, Criminal Background Check requests, and separation paperwork. Orients the new employee to the Program and College and manages and records arrival dates in conjunction with the College Sponsored Programs staff.
- Works with College Facilities staff to resolve minor building issues, such as key requests and Fix Its.
- Coordinates with College IT staff to ensure that program computing needs are met for faculty and staff.
- Represents the Program with vendors, other educational institutions, alumni and government agencies.
- Presents information on strategic planning, budget and financial forecasting, staffing needs and other AAP initiatives to the Program Director and faculty.
- Participates in the development and implementation of special initiatives and projects.
- Attends AAP faculty meetings and College business administration meetings.
- Requires regular travel to Wilmington, Dover, and Georgetown campuses.
- Performs other miscellaneous job-related duties as assigned.
- Bachelor’s degree in Business Administration or a related discipline and five years of job-related work experience, or an equivalent combination of education and experience.
- Knowledge and experience of 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.
- Demonstrated experience in leading teams, maximizing employee engagement and developing competencies of individual staff members.
- Effective analytical and technical skills, including the use of financial 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 College’s continuous improvement plan and effectively share any new ideas with peers in other departments and College leadership.
- Ability to communicate effectively and interact well with people of all ages and diverse backgrounds.
- Must possess valid driver’s license and have access to private reliable means of transportation.
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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