"Department Business Administrator 3 - Procurement & Purchasing - (495319)"

Job Details

Department: Dean, Pharmacy

Salary: $49,400 - 56,200

Description:

Manages the administrative, financial, budgetary and human resources operations of a very complex university department.

1. Plans and manages the department's human and financial resources to support department objectives.
2. Provides financial accountability and ensures compliance with state, university and external funding agency guidelines; responsible for all administrative and financial affairs of the department, including personnel, procurement, travel, accounts payable, accounts receivable and general accounting-related issues within the department.
3. May establish the work assignments of staff and provides guidance as needed; fills vacancies, defines job duties, sets performance goals, and conducts annual performance appraisals; counsels employees and recommends disciplinary action; makes recommendations on promotions and new hires.
4. Establishes or participates in the establishment of operational and administrative guidelines and inventory controls; enforces safety compliance rules and regulations.
5. May advise and assist faculty in administrative planning and provide departmental support and/or administrative oversight for sponsored research awards from federal, state, foundation and/or private funding agencies.
6. Serves as the department liaison with Central Payroll, Human Resources, Office of Sponsored Projects and other department business managers.
7. Oversees the management and maintenance of database for all personnel and payroll records.
8. Interprets university policies and procedures for faculty and staff.
9. Performs other job-related duties as assigned.

About the Role
The Department Business Administrator supports the college’s business operations by supervising the Finance team and overseeing key financial processes, including procurement, voucher review, accounts receivable, and purchasing support. This role requires strong attention to detail, consistent application of policy, and the ability to guide staff while keeping daily operations running smoothly.

Key Responsibilities
• Supervise the Finance team, including assigning tasks, providing guidance, supporting training needs, and ensuring consistent application of financial and purchasing policies.
• Oversee departmental procurement processes by reviewing orders, assisting staff with purchasing questions, and ensuring compliance with university requirements.
• Review and audit vouchers, SC vouchers, and PO vouchers for accuracy, completeness, and proper supporting documentation; follow up with departments to resolve discrepancies.
• Support accounts receivable activities, including preparing monthly billing statements, reconciling accounts, creating journals, and maintaining accurate logs.
• Assist departmental staff with research purchasing needs, vendor questions, payment issues, and routine troubleshooting with Accounts Payable.
• Provide guidance to departments on purchasing procedures, account coding, P-Card expectations, and required financial documentation.
• Communicate with internal departments, vendors, and central offices to resolve routine issues and keep financial processes on track.
• Monitor updates to purchasing and financial policies and communicate relevant changes to departmental staff.

Experience will be considered in lieu of education.

MQ: Requires a thorough understanding of both theoretical and practical aspects of an analytical, technical or professional discipline; or the basic knowledge of more than one professional discipline. Knowledge of the discipline is normally obtained through a formal, directly job-related 4 year degree from a college or university or an equivalent in-depth specialized training program that is directly related to the type of work being performed. Requires a minimum of three (3) years of directly job-related experience.