PAY GRADE: 31E

CONTEXT OF THE JOB:

The Department of Entomology and Wildlife Ecology is diverse and multidisciplinary and includes nationally recognized programs in Ecology, Entomology, Environmental Science, and Wildlife Conservation. The departments Cooperative Extension and outreach program are highly visible throughout the state, particularly in areas related to the impact of agriculture on Delaware’s economy. The department works with other departments and units on and off campus. Approximately 23% of the college’s undergraduates (150+ students) are majors in the Department of Entomology and Wildlife Ecology. The graduate program consists of approximately 30 students and offers a master’s degree in two program areas and a doctorate program in Entomology & Wildlife Ecology. Undergraduate research and out-of-classroom learning opportunities are particularly valued. Under the general direction of the Chairperson, the Business Administrator II manages the administrative functions/fiscal affairs of the unit; monitors and reviews all departmental account expenditures; monitors all post award contract and grant activities; coordinates departmental events; supervises support staff; serves as liaison between department and college business office regarding research and academic activities, with responsibility for Department and University policy applications and interpretation; assists in policy development; analyzes, interprets and recommends administrative practices and procedures; and prepares agendas, minutes and information packets for faculty and search committee meetings.

MAJOR RESPONSIBILITIES:

• Manages all facets of the daily operation of the department, ensuring compliance with University, state and federal laws, policies, and procedures.
• Assists Department Chairperson and faculty with preparing confidential letters and annual faculty and professional evaluations, scheduling of classes, preparing a variety of documents, records and prepares minutes of department meetings, information packets for faculty and departmental search committee meetings, drafting letters and memos, and resolving complex departmental matters.
• Prepares and administers all departmental accounts and budgets (approximately 10 million). Includes monitoring and reviewing all expenditures for funding, all contract and grants post award activities, reporting and policy compliance, performing analyses, processing requisitions, and providing projections.
• Handles all department grant closeouts in conjunction with Research Office and Dean's Office.
• Analyzes budget expenditures for compliance with approved budget, research problems and handles accordingly.
• Oversees daily processing and accounting for revenue and expenditures; audits and reports financial transactions to funding sources; ensures accuracy and availability of funding and compliance with standard accounting and audit procedures. Including independent review of departmental purchasing card transactions.
• Supervises two non-exempt support staff and one part-time 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, coordinates, and conducts projects requiring judgment in the independent evaluation, selection, and substantial adaptation and modification of standard techniques.
• Coordinates departmental events by creating programs, scheduling speakers, handling travel arrangements, communicating with different departments on campus to ensure a smooth process.
• Handles all aspects of graduate program, including but not limited, to initiating new hire paperwork, answering inquiries about tuition and fees, forms, setting up mailboxes and keys, and advising students on policies and registration.
• Coordinates information to develop and maintain departmental web page.
• Develops new policies and procedures consistent with those of the organization to ensure well organized and secure operation of the department.
• Provides information, resolves problems, and completes surveys and reports for the department.
• Keeps abreast of changes in University policies and procedures, current developments in research administration, accounting and auditing professions and changes in local, state, and federal law.
• Reports changes and updates to Chair, faculty, and staff.
• Performs other miscellaneous job-related duties as assigned.

QUALIFICATIONS:

• Bachelor’s degree in Business Administration, Accounting or other related business discipline and five years of experience, or equivalent combination of education and experience.
• Experience with federal grants administration. Familiarity with all stages of grant processing from the request for proposal through closeout.
• Familiarity with UD accounting system, PeopleSoft financials, UD grant policies and procedures, NSF Fast Lane, and Cayuse online systems, is preferred.
• Skill in budget preparation and management of contracts and grants.
• Ability to develop financial plans and manage resources and analyze budgetary expenditures for compliance with approved budgets for grants.
• Working knowledge and understanding of federal and state regulatory policies, procedures, and guidelines.
• General familiarity with the Uniform Guidance, regulating federal allowable and unallowable costs strongly preferred.
• Excellent interpersonal, communication, and organizational skills.
• Supervisory experience preferred.
• Ability to work independently.
• Ability to evaluate the work of others.
• Ability to edit the content, structure, and format of a range of written material.
• Ability to interact well with people of all ages and diverse backgrounds.
• Requires an understanding of the practices of effective office management; the importance of confidentiality; balancing multiple priorities and tight deadlines.
• Proficient in Microsoft Excel, Word, Adobe, and PowerPoint.