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Business Administrator II - Office of Institutional Equity

Apply now Job no: 498889
College / VP Area: President's Office
Work type: Staff
Location: Newark
Categories: Financial Services and Procurement, Full Time

PAY GRADE: 31E

CONTEXT OF THE JOB:

The Office of Institutional Equity (OIE) is a large, diversified, unit within the UD Campus.  The unit advances the institution’s strategic priority of enhancing our institutional equity efforts to support a diverse, inclusive, and intercultural campus.

Under the limited direction of the Vice President for Equity & CDO, the Business Administrator is responsible for the administration of allocated, unrestricted and restricted funds for the Unit as well as for overseeing the day-to-day activities of the unit office as well as the administrative needs of the sub-units, which includes three primary sub-units.  Monitors business activities maintains relationships, establishing communication and coordination with constituencies (on and off campus) that affect the creation, implementation and execution of policies, procedures, and program objectives of the unit.  Assists the unit leadership in monitoring and management of an annual operating budget more than $5 million, as well as all financial obligations/expenses in OIE.

 

The Business Administrator resolves procedural conflicts to ensure continuance of projects and adherence to the policies of the University and external funding agents and works with the Campus Budget Office and others to resolve any budgetary conflicts. The Business Administrator oversees personnel-related matters within the unit and works in conjunction with the Campus HR, coordinating development of new positions and compliance with all University-related procedures relative to establishing new positions, recruitment, and hiring. This includes coordination of new employee orientation.

MAJOR RESPONSIBILITIES:

  • Manage the administrative and financial operations of the unit which includes budget and project management, timely and accurate reporting ensuring compliance with university and unit policies and procedures.
  • Responsible for obligations and expenditures for the unit’s budget more than $5 million; prepare and provide monthly reports, analysis, and budget projections about the unit’s revenue and estimated expenses to the VP&CDO.  Make recommendations regarding potential modifications.
  • Serve as primary liaison both internally and externally.   Maintain relationships through effective communication with external funding sources as well as other University departments to ensure positive working relationships between OIE and its partners. 
  • Resolve complex administrative and procedural problems and provide guidance and recommendations to OIE staff. 
  • Oversee all functions related to Research Office and Human Resources (HR) matters within the unit and work closely with the unit leadership relative to proposal submission, financial monitoring, and personnel matters.
  • Review, analyze, and verify budgets, ensure balance of revenues, expenses, and transfers, and prepare integrated budget documents for submission.
  • Provide guidance and support to faculty and staff on all OIE personnel and financial matters in consultation with the VP&CDO.
  • Oversee the unit level performance appraisal and the employee merit process processes as well as complete the annual performance appraisal forms for some unit level staff, as applicable.
  • Oversee and maintain the unit inventory of equipment including approving purchases and maintaining the computer refreshment schedules for faculty and staff.
  • Oversee facilities and building related issues, works with the VP&CDO to audit the use of OIE facilities, and collaborates with FREAS as needed.
  • Serve on OIE Communications Committee.
  • In collaboration with the unit leadership, monitor the overall OIE budgeting and accounting systems, including: OIE’s basic budget, supplementary and gift accounts, and expenditures; professional, and faculty payroll funding; bi-weekly and semi-weekly payroll; and effort certification processes and documentation.
  • Oversee personnel-related matters, including: liaison with other campus units; development, documentation, and enforcement of policies and procedures; the coordination of OIE-specific orientation and training for new staff; consultation and support relative to new positions, searches, hiring, and termination, including student and supplemental contracts; coordination of professional development opportunities for staff; and timely and thorough completion of annual performance appraisal, budget turnaround and employee merit, and other personnel-related reports. 
  • Manage the office and supervise core administrative staff as well as miscellaneous wage and student workers, where applicable.
  • Oversee the planning and execution of OIE administrative events and activities, including budget planning.
  • Perform other job-related duties as assigned.

 

QUALIFICATIONS:

  • Bachelor’s degree (in accounting, human resources, business administration or related field preferred) and five years of experience or equivalent combination of education and experience.
  • Experience in a higher education preferred.
  • In-depth and up-to-date knowledge of and experience in business and fiscal affairs.
  • Demonstrated ability to use advance techniques in spreadsheet and database management (Excel/Access), preferably experience with PeopleSoft.
  • Knowledge of cost analysis, budget preparation and management, development of financial plans, and the ability to analyze budgetary expenditures for compliance with an approved budget are important attributes.
  • Ability to perform complex tasks and to prioritize multiple projects. Ability to work independently, strong organizational skills and attention to detail.
  • Ability to analyze budgetary expenditures for compliance with approved policies and procedures.
  • Ability to make independent decisions, judgments, and interact well with people of all ages and diverse backgrounds.
  • Ability to provide technical advice and information to faculty and staff.
  • Effective interpersonal and communication skills in working with a diverse population.
  • Understanding of pre and post award contract and grant management.
  • Working knowledge of grant funding policies and procedures and applicable University and governmental regulations preferred.
  • Ability to make sound administrative/procedural decisions and judgments. 
  • Demonstrates an understanding and consideration of the differing needs and concerns of individuals with varying identities, cultures, and backgrounds.
  • Committed to fostering a workplace culture of belonging, where diversity is celebrated, and equity is a core value.

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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