Department Business Administrator for Procurement and Travel

Department: University Libraries
Salary: $49,400 - $63,000

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.

The Department Business Administrator manages procurement and travel processes and transactions as part of University Libraries business affairs team.

Duties Specific to This Position:

• Process and manage purchasing contracts for University Libraries, working effectively with vendors and contractors as well as university contract administration and purchasing department colleagues
• Supervise two Financial Coordinators and manage their work with travel, vouchers, requisitions, and other financial transactions, serving as backup as needed to ensure that response time expectations are met
• Monitor finance team requests and manage workflows efficiently
• Prepare reports to monitor financial activity and facilitate planning, projections, and analysis
• Assist with reconciliation, budget journal transfers, journal entries, and cash handling
• Manage parking for donors and visitors to the Libraries

Required Qualifications Specific to This Position:

• Experience with Peoplesoft Finance
• Experience with Concur

Preferred Qualifications Specific to This Position:

• Experience creating vouchers and requisitions in Peoplesoft Finance
• Experience creating and approving travel requests and expense reports in Concur

Knowledge, Skills, and Abilities:

• Superb organizational and time management skills
• Precise attention to detail and excellent verbal and written communication skills
• Capacity to be an effective team member and to work independently
• Commitment to providing excellent customer service

Experience will be considered in lieu of education.
Education will be considered in lieu of experience.

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.