Skip to main content

Assistant Business Administrator

Basic Position Information

Job Code: 5040

Title: Assistant Business Administrator

Department: Various

Essential Personnel: N

Job Family: Administrative Support

Job Sub-Family: Administrative Assistance

FLSA Classification: NE

Job Grade: 12

Grade Min: $43,001

Grade Mid: $51,601

UHD Succession Plan: N/A

Criticality of Position: N/A

Career Ladder: Pre-Defined

Campus Security Authority: Y

Screening Committee: N

Motor Vehicle Record Check: N

Job Summary

The Assistant Business Administrator assists the Department Business Administrator with the unit's budgetary, financial, and human resource operations.

Duties

  • Processes a variety of financial and budgetary documents including, but not limited to, vouchers, travel requests, purchases requisitions, and expense reports
  • Administers personnel and payroll activities, including reconciling payroll reports and processing of eForms (Personnel Action Requests, Position Requests, etc.)
  • Researches and corrects reconciliation discrepancies with reallocations and journal vouchers.
  • Assists with and may complete cost center verifications
  • Prepares reports for management use
  • Participates in the annual budget development process
  • Assists with providing guidance to staff and faculty on business operations' related policies and procedures
  • Serves as the point of contact in the absence of the Department Business Administrator

Marginal Duties

  • Performs all other duties as assigned

Supervisory Responsibilities

Direct Reports:

  • May supervise Full Time, Part Time, and/or Student Employees

Delegation of Work:

  • May regularly assign work to subordinate(s)

Supervision Given:

  • May have primary responsibility for conducting performance evaluations and making recommendations for hiring and dismissing employees.

Qualifications

Required Education:

  • 30 hours of College
  • Three (3) years of related work experience may be substituted for education

Required Experience:

  • Minimum of Two (2) years of related work experience

License/Certification:

  • None required

Preferred Qualifications

  • Knowledge of PeopleSoft Finance or similar enterprise system
  • Knowledge of PeopleSoft HR or similar enterprise system software
  • Knowledge of Microsoft Excel
  • Knowledge of Zoom & Microsoft Teams

Knowledge, Skills and Abilities

Knowledge:

  • Knowledge of a variety of accounting practices and financial tasks, and the related trends, issues, and accepted practices

Skills:

  • Good technical skills, including proficiency in MS Office and PeopleSoft;
  • Strong analytical and problem solving skills;
  • Excellent interpersonal and communication skills;
  • Good organizational and time management skills

Abilities:

  • 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 performed in a typical interior work environment that does not subject the employee to any unpleasant elements;
  • Individuals have discretion about walking, standing, etc., and 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.

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.

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.

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.

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.

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.

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.

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.

Student Success Indirect Support

  • Contributes to student success by assisting students with anything that supports their student experience, whether directly or indirectly.
  • Helps students navigate their way through the different offices, programs, and services at the university and/or connects students with the appropriate party(ies).
  • Connects students with services or resources that can help them with career exploration, goal selection, and ongoing academic assistance.
  • Helps students build peer support networks.
  • Encourages student participation in out-of-class activities.
  • Provides encouragement and guidance to foster student success.
  • Treats students with respect
  • Maintains the learning environment to ensure quality and/or sound pedagogy.

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