Department Business Administrator II

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

• 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 Human Resources 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.

• 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.

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

Required Education:

• Bachelor's degree

Required Experience:

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

License/Certification:

• None required

• None

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

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

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.

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.