University of Delaware
Equal Employment Opportunity Statement
The University of Delaware is an Equal Opportunity Employer which
encourages applications from Minority Group Members, Women,
Individuals with Disabilities and Veterans. The University's Notice
of Non-Discrimination can be found at
http://www.udel.edu/aboutus/legalnotices.html
Job No: 503566
Work Type: Staff
Location: Newark, DE
Categories: Administrative Support, Full Time
PAY GRADE: 30E
CONTEXT OF THE JOB: The College of Arts and Sciences (CAS)
is the largest college at the University of Delaware, comprising 22
academic departments, 2 academic centers, and 37 interdisciplinary
centers, programs, and institutes across the arts, humanities,
social sciences, and natural sciences., CAS plays a central role in
the University’s academic mission, providing foundational
coursework for all UD students and serving more than 8,400
undergraduate and graduate majors. CAS is home to over 520
full-time faculty who are nationally and internationally recognized
scholars and innovative teachers. With annual sponsored research
expenditures exceeding $40 million, the College supports
significant interdisciplinary research and maintains outstanding
teaching and research facilities. Supported by over 425 staff
members and 45 postdoctoral fellows and researchers, CAS operates
with annual expenditures of over $152 million and serves as a hub
for interdisciplinary engagement, connecting the University with
local, national, and global communities through research, creative
activity, and public service. Under the limited direction of the
CAS Director, Academic Operations Support, and in coordination with
the Department Chairperson, the Business Administrator I is
responsible for the direction of the overall administrative
operation of the assigned Department(s) and supports the mission
and goals of the Department, 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 departmental teaching, service, and research objectives.
MAJOR RESPONSIBILITIES:
- Manage the resources and operations of the Departments,
including centers and programs, ensuring compliance with College
and University policies and procedures.
Partner with the Department Chairperson, Directors, and the
Director, Academic Operations Support, to implement strategic
operational objectives.
Interpret and provide guidance regarding University policies
and procedures for the Chair, Directors, the faculty, and
departmental staff.
Oversee operating and discretionary budgets in coordination
with College Financial Operations staff. Assist with forecasting,
provide variance commentary on budget/forecast vs. actuals,
interpret financial reports, and manage internal documentation to
assist the Chair, Directors, and faculty in fiscal matters related
to departmental operations and discretionary funds as well as
research and academic programs.
Manage and facilitate a positive undergraduate and graduate
university experience for students. Oversee and direct UDSIS
scheduling for all Department classes for five terms per year.
Ensure scheduling updates and changes related to classes, courses,
rooms, times, space, instructors, and enrollments. Oversee the
implementation of student registration requests, changes, and
overrides in UDSIS for each term. Assist with and records graduate
student Teaching Assistant assignments. Prepare numerous reports
related to the department programs.
Coordinate financial aspects of the Department’s graduate and
undergraduate program and work with College Financial Analysts to
ensure proper contract and payment processing, including graduate
academic and summer contracts and payments, tuition allocation,
tuition discount pricing, and supplemental contracts for
teaching.
Work with the Department Chair, Directors, faculty, and College
on undergraduate and graduate recruitment and enrollment
initiatives and events, new student orientation, and
convocation.
Work with the College Faculty Administration Manager to ensure
the accuracy of department faculty life cycle tracking to include
Promotion and Tenure, Sabbaticals, Peer Reviews, and Performance
Appraisals. Maintain academic faculty workload distributions for
Promotion and Tenure reviews and Faculty Performance
appraisals.
Manage daily operations of the Department including:
Oversee tasks related to procurement, budget and planning,
human resources, sponsored activity, communications and events,
facilities and IT issues with the Director, Academic Operations
Support, and College functional teams.
Ensure adherence to academic and administrative deadlines.
Resolve complex organizational or procedural issues in a timely
manner.
Directly supervise all departmental administrative staff,
ensuring that performance and contributions result in the efficient
operation of the Department. Actively partner with College HR to
support departmental research staff.
Oversee the maintenance of the Labor Allocation Module (LAM)
for faculty workload and effort commitment on research accounts and
for staff and graduate students paid from research accounts, in
coordination with College Sponsored Programs staff.
Coordinate non-sponsored research summer payments for
faculty.
Prepare employment renewal letters and tracks time of term in
the Department in coordination with the Faculty Administration
Manager.
Monitor and review monthly time sheets for all departmental
non-exempt employees.
Review all department charges and applies appropriate measures
to correct any errors. Participate in audits of departmental
operating and discretionary budgets as needed.
Onboard 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. Orient the new employee to the Department and College
and manage and records arrival dates in conjunction with the
College Sponsored Programs staff.
Work with College Facilities staff to resolve minor building
issues, such as key requests and Fix Its.
Coordinate with College IT staff to ensure that departmental
computing needs are met for faculty and staff.
Represent the Department with vendors, other educational
institutions, alumni and government agencies.
Present information on strategic planning, budget and financial
forecasting, staffing needs and other departmental initiatives to
the Department Chair and faculty.
Participate in the development and implementation of special
initiatives and projects.
Attend department faculty meetings and College business
administration meetings.
Perform other job-related duties as assigned.
QUALIFICATIONS:
- Bachelor’s degree in Business Administration or a related
discipline and four 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
- 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 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.
Notice of Non-Discrimination and Equal Opportunity
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 VI
and 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.
PI286476024
