Business Administrator II, Graduate College

PAY GRADE: 31E

CONTEXT OF THE JOB:

Created in the spring of 2019, the Graduate College is one of UD’s youngest colleges and is responsible for the growth and vitality of our graduate programs and graduate research. The Graduate College is a complex unit engaging with multiple constituencies including the graduate students, postdoctoral researchers, the Graduate College Council, the Faculty Senate, the Graduate Student Government, the deans’ offices of the other eight disciplinary colleges, the program directors of more than 200 graduate programs, alumni, and industry representatives. The Graduate College team provides services and support for over 4,400 graduate students and 270 postdoctoral researchers. These numbers have been growing and will continue to do so through our comprehensive marketing, recruitment, and retention operations. The Graduate College is home to a collection of interdisciplinary doctoral, masters and certificate programs that are wholly managed within the college. Finally, the Graduate College is responsible for managing a variety of fellowships and funding initiatives to foster graduate innovation and transdisciplinary research on campus.

The Business Administrator II works under the limited direction of the Associate Business Officer, exercising high levels of confidentiality, fiscal responsibility and sensitivity. This position guides and manages the financial operations for the Graduate College and its stakeholders, ensuring that all financial operations support the mission and align with the strategic goals of the University of Delaware and the Graduate College. The BA II will serve as a liaison for the Graduate College and other University offices and academic units. Under the general direction of the Associate Business Officer (ABO), the Business Administrator II will assist in analysis and interpretation of routine and complex data related to financials, procurement, and college wide policies and procedures. The Business Administrator II will manage a variety of financial preparation, monitoring, and planning activities for the Graduate College which includes general base budget operations, self-supporting units, gifts/endowments, interdisciplinary programs and graduate student organization and travel award support.

The Business Administrator II works closely with the Associate Business Officer to provide advice and counsel on budget allocations, financial strategic planning and overall adherence and compliance to fiduciary best practices. This role requires a high degree of professional judgment, initiative, and autonomy in overseeing financial planning, procurement processes, compliance reviews, and operational effectiveness , providing administrative and financial support to the Associate Business Officer. The principal emphasis for this position is on performing high-level financial analysis and administrative support requiring the exercise of regular independent judgment and discretion. This position has high expectations for positive and collaborative teamwork, flexibility, and critical-thinking skills.

MAJOR RESPONSIBILITIES:

• Manage and administer a portfolio of complex Graduate College budgets with numerous fund types including, basic budget, self-supporting/revenue, gifts, endowments, and reserves, totaling more than $8 million per year.
• Manage the financial operations related to all Graduate Student Organizations and Graduate Student Travel Awards.
• Interpret, develop and maintain adherence standard operation procedures for fiduciary best practice.
• Prepare and present financials reports for the Associate Business Officer and senior leadership, including customized financial analyses that directly inform decision making and long-term planning.
• Oversee financial training for the Graduate College and its stakeholders.
• Process and monitor financial transactions. Routinely prepare financial reports for the Associate Business Officer. Perform customized financial analyses to facilitate decision-making and planning. Perform audits on Graduate College purpose codes to ensure compliance with policies. Create and manage various detailed funding and budget spreadsheets requiring the development of formulas for calculations, organize and analyze data and prepare reports, which may contain highly confidential information. Compile data for unit reports relating to the budget, expenditures, balances, and projections.
• Monitor spending on gifts and endowments; assist with preparation of spending plans in accordance with the donor intent
• Manage the Graduate Emergency Loan program; coordinate with Treasury Services, and Student Financial Services on processing and approvals of all Graduate emergency loans.
• Approve, manage and monitor the operational budgets of over 50 registered Graduate Student Organizations; ensure financial compliance with college and institutional policies.
• Manage the Graduate College Travel award budget; review and approve Concur reports ensuring the student is within their approved budget, the departmental split is correct, and records are updated in SLATE. 
• Maintain an in-depth understanding of assigned unit operations and policy within the Graduate College to assist with short-term and long-term financial planning. 
• Monitor operations to identify and mitigate financial risks and work to resolve them by developing data driven actionable plans. Recommend creative improvements to current processes and work products. Assist the Associate Business officer with ensuring fiscal responsibility for all college accounts by using various systems including UDATAGLANCE, PeopleSoft Financials, PeopleSoft Grants Management System, Webforms, UD Exchange and other related systems. Serve as Department Procurement Specialist for all departments in UD Exchange and purpose code approver in UD financials for the Graduate College; process purchase orders for supplies and equipment. Initiates, processes and approves multiple financial webforms including journal vouchers, purchase orders, vendor payments, cash transmittals, etc. through the UD Financials and Effort Reporting systems. Oversee the administration of purchasing Cards, allocation of expenses, and processing as appropriate. Manage the process for financial data records retention.
• Answer routine questions about budgets, allocations, and expenses from Unit directors. Escalate non-routine questions to the ABO; liaison between departments and college in budget related activity. Assist with the coordination and submission of grant applications and budget approvals. Process various HR/payroll forms for departments as needed which include graduate contracts and tuition waivers, adjunct letters and payments, graduate non-contract (GNCP) pay agreements for teaching or other payment reasons.
• In collaboration with Procurement Services and other appropriate departments, maintain and process negotiated financial aspects of contracts for departments and lease agreements ensuring that all contracts are executed, updated, and renewed and in compliance with UD policies and procedures.
• Maintain confidentiality and professional collaborative relationships with departments and units within the Graduate College and throughout the University.
• Participate in special projects and perform other miscellaneous job-related duties as assigned.

QUALIFICATIONS:

• Bachelor’s degree in business administration, management, accounting, or related field and five years related experience, or equivalent combination of education and experience.
• Skill in preparing budgets and forecasting. Analytical and problem-solving skills that facilitate the interpretation of budgetary and financial information independently. Ability to execute and integrate financial analyses and prepare summaries and projections.
• Proficient computer skills and experience using spreadsheet, charting, and other software tools, such as Microsoft Word, Excel, PowerPoint, Access, and Outlook.  Excel proficiency required.
• Demonstrated interest and ability in learning new technical tools and acquiring new proficiencies in software platforms.
• Strong interpersonal and communication skills with the ability to work effectively with a wide range of constituencies in a diverse community.
• Effective organizational skills and attention to detail with the ability to prioritize and handle multiple tasks.
• Demonstrated analytical, critical thinking and decision-making skills.
• High level of independent judgment and the ability to interpret, adapt, and apply guidelines and procedures.
• Familiarity with UD accounting system and PeopleSoft financials is preferred.
• Ability to exercise judgment and discretion, especially with regards to sensitive or confidential personnel or organizational matters.