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Department Business Administrator II

Basic Position Information

Job Code: 2173

Title: Department Business Administrator II

Department: Various

Essential Personnel: N

Job Family: Administrative Support

Job Sub-Family: Business Administration

FLSA Classification: E

Job Grade: 15

Grade Min: $58,809

Grade Mid: $70,571

UHD Succession Plan: N

Criticality of Position: N/A

Career Ladder: In-Range

Campus Security Authority: Y

Screening Committee: N

Motor Vehicle Record Check: N

Job Summary

The Department Business Administrator II manages the administrative, financial and human resources operations of a moderately complex department

Duties

  • Oversees overall office administration for the department, including the coordination and supervision of support staff.
  • In conjunction with the department head, plans the annual budget and monitors it throughout the year to ensure that expenditures are within authorized budget.
  • Oversees all financial activities and account for the department, including the monthly reconciliations of accounts.
  • Authorizes and oversees all activities related to budget allocations, revenue and expenditures.
  • Manages department personnel and payroll functions and activities.
  • Serves as the department liaison with payroll and Employment Services and Operations and other department business managers.
  • Oversees the management and maintenance of database for all personnel and payroll records.
  • Interprets university policies and procedures for faculty and staff.
  • Reviews and approved the reconciliations of accounting records with university reports financial statements and prepares recurring financial/budget reports for internal purposes.

Marginal Duties

  • Performs all other duties as assigned.
  • Performs tasks related to specific department/college.
  • May oversee expenditures of grants and contracts and maintain related fiscal records in coordination with the Office of Sponsored Programs.

Supervisory Responsibilities

Direct Reports:

  • Supervises full-time and/or part-time employees

Delegation of Work:

  • Regularly assign work to subordinate(s)

Supervision Given:

  • Makes final decision on evaluating employee performance; hiring new employees; disciplinary actions; makes final decision on scheduling employee work hours; makes final decision on coaching and counseling; training; provides recommendations on handling employee grievances and complaints; and makes final decision on granting time off

Qualifications

Required Education:

  • Bachelor's degree

Required Experience:

  • Minimum of three (3) years of related job experience

License/Certification:

  • None required

Preferred Qualifications

  • None

Knowledge, Skills and Abilities

Knowledge:

  • Knowledge of all relevant university policies and procedures, and of the related trends, issues, and accepted practices

Skills:

  • Strong analytical and problem solving skills
  • Excellent interpersonal and communication skills
  • Good organizational and time management skills

Abilities:

  • Ability to supervise staff
  • Ability to multitask
  • Ability to effectively communicate with a wide range of individuals and constituencies in a diverse university community

Work Location and Physical Demands

Primary Work Location:

  • Works in an office environment.

Physical Demands:

  • Work is normally performed in a typical interior work environment, which does not subject the employee to any unpleasant elements.
  • Position is physically comfortable; individual has discretion about sitting walking, standing, etc.
  • Work environment involves minimal exposure to physical risks

Position Specific Competencies

Commitment to Excellence - UHD

  • Demonstrates a commitment to competently perform his/her job duties and responsibilities within established time frames.
  • Continuously strives to improve work performance.
  • Accepts responsibility for his/her commitments to the university.
  • Contributes to the success of the university by consistently providing quality results in the performance of his/her job duties and responsibilities.

Dependability

  • Takes responsibility to accomplish job assignments within reasonable deadlines.
  • Willing to accept new projects and/or commitments.
  • Does due diligence to complete projects within specified timeframes and/or fulfill commitments.
  • Arrives to work on time prepared and ready to contribute.

Computer/Automated System Proficiency

  • Proficient in the use of university applications or automated systems to perform job duties.
  • Complies with related policies, procedures, and work rules to maintain system security and data integrity.

Flexibility

  • Willingly adjusts to changing work assignments or conditions.
  • Open to changes in operational procedures, technology, and/or organizational structure.
  • Views changes as opportunities for learning and professional development.
  • Displays a positive attitude to encourage others.
  • Promptly responds to changes in work priorities and/or unexpected circumstances or situations.

Financial Management

  • Manages assigned financial resources in compliance with federal, State, and university policies and procedures.
  • Monitors expenditures to ensure they are authorized and within approved budget.
  • Reports accurate and reliable data of financial transactions and resources.
  • Promptly notifies management of budget issues and/or discrepancies.

Focus on Customer Service

  • Focuses on customer's needs and expectations. (Customers can be students, external constituents, employees, or university guests.)
  • Respectfully ascertains customer's needs and determines appropriate response.
  • Promptly responds by providing requested information, takes appropriate action, or refers customer to appropriate individual or department.
  • If further actions need to be taken, advises customers of realistic timeframes for a response to their request.
  • Follows up with customers on outstanding requests in a timely manner.
  • Tactfully explains to customers why their needs and/or expectations cannot be met if the university does not provide the requested information or services.

Integrity

  • Demonstrates high ethical standards of conduct in the performance of his/her job duties and responsibilities.
  • Accepts responsibility for his/her actions.
  • Respects and complies with department and university policies, procedures, and work rules.

Proficiency

  • Possesses required job skills and knowledge.
  • Demonstrates the ability to apply those skills and knowledge to competently perform his/her job duties and assignments.

Respect and Cooperation

  • Treats others with courtesy, respect, and dignity in the workplace.
  • Promotes cooperation through open and honest communications and consideration of others ideas, thoughts, and opinions.

Supervision

  • Supervises the work of staff employees.
  • Sets clear goals and expectations within reasonable timeframes.
  • Motivates staff through constructive feedback, challenging assignments, and recognition of achievements.
  • Provides mentorship and guidance by sharing expertise and best practices.
  • Supports staff by providing essential resources, professional development opportunities, and open communication.
  • Promptly addresses performance issues with appropriate measures and discretion.

This job description may not encompass all duties and responsibilities associated with the position.

Last updated 4/27/2022 6:10 AM