Business Administrator II

Job Description

A Glimpse of the Job

The Business Administrator II is responsible for managing a full range of business activities for designated customer department, including reviewing and approving business documents and

monitoring, and reporting on accounts and developing, monitoring, and reporting on unit budgets. Providing support to the Department Head, Assistant Dean for Finance and faculty, staff, and

students. Supervising and Leading staff. Collaborating with Assistant Dean and other Team Leaders.

Job Responsibilities :

BUSINESS PROCESSES - Serves as the business office manager for the Department and disseminates business information. Establishes, implements, monitors, and audits unit business procedures. Manages signature authority on all financial documents. Serves as a signer of vouchers and requisitions. Reviews and approves account reconciliations of unit accounts. Performs analyses of resource allocations and operating fund requirements. Familiar with accounts, such as allowable expenses, appropriate approvers on accounts, expiration and purpose of funds. Manages financial transactions of the unit, including assigning costs to appropriate accounts and projects. Develops annual University budget documents for approval. Monitors operating expenditures and makes projections. Prepares and analyzes business reports. Develops complex administrative, financial, and statistical analyses and summary reports. Manages allocations and reporting. Manages and plans annual fiscal year closing activities. Responsible for coordinating with Payroll / HR Team on human resources and payroll administration. Approves payroll documents. Works with Research Support Administrator and faculty to ensure time and effort is reported correctly and correct source of funding is used on payroll. Reviews offers of employment for the unit.

SUPERVISORY - Responsible for processes and rules of compliance within the team. Trains staff on new and existing business procedures. Maintains knowledge of System policies, University rules, and SAPs. Participates in the hiring and training of subordinate business staff and student workers. Disseminates business information and communicates with employees regarding personnel policies and procedures. Responsible for determining needs for, developing, and implementing employee training and development programs. Manages routine personnel activities of staff including employee professional development opportunities, conducting employee evaluations, and employee promotions / raises / disciplinary actions. Develops and approves schedules, priorities and standards for achieving goals. Identifies cross training opportunities for staff members. Supervise staff and resolves staff conflicts. Handles Protected Health Information (PHI) as defined by HIPPA regulations. Handles PHI in accordance with A&M system policy and is further required to complete HIPPA training as a condition of employment, within a reasonable timeframe after the individual’s employment, and on as-needed basis thereafter.

TEAM LEADER - Resolves complex financial problems for the unit. Collaborates with the Assistant Dean and other Team Leaders. Assists with mentoring and training other Team Leaders. Acts as Team Leader for other units on a temporary basis as needed. Develops administrative financial and statistical analyses and reports. Represents the unit on college committees. Serves as a liaison with the Financial Management Operations Department. Advises the Assistant Dean as needed. Responsible for bringing forward concerns such as staffing, processes, information flows, and funding to the Assistant Dean for Finance. Participates in weekly meetings with the Assistant Dean and bi-weekly Team Leader meetings. Provides account information such as balances and funds availability / expiration to customers (includes department head). Meets regularly with the Department Head of the unit they serve. Provides the amount of uncommitted, recurring, and one-time funds. Maintains a list of Department’s financial commitments, as well as, a list of commitments to the department. Maintains a list of vacant faculty positions where salary funds are held by the Dean’s Office. Advises the Department Head on balances and appropriate use of Departmental funds as well as funds held by the Departmental faculty. Provides prompt and courteous support and information to all faculty, staff, and students with particular focus on those belonging in the Department they serve. Coordinates and evaluates business functions. Responsible for maintaining cordial and supportive relationships with all colleagues to include fostering a welcoming working environment.

GRANT / ACCOUNT ADMINISTRATION - Serves as the unit resource in partnership with the Research Support Administrator to principal investigators for grant development, administration, and reporting.

INVENTORY - Manages unit capital equipment purchasing. Serves as the accountable property officer.

Other Duties - Performs other duties as assigned.

What you need to know

Salary : Compensation will be commensurate to selected hire’s experience.

Special Instructions : A cover letter and resume are strongly recommended. You may upload these in the CV / Resume section.

Required Education and Experience :

Bachelor’s degree or equivalent combination of education and experience.

Six years of related experience in general office, accounting, or personnel operations.

Preferred Experience :

FAMIS, CANOPY, IPayments, AggieBuy, Maestro and Concur Experience.

Experience in University Grant Management.

Supervisory experience.

Experience with university budgeting.

Experience leading teams and setting goals.

Knowledge, Skills, and Abilities :

Proficient with spreadsheets and word processing.

Ability to multitask and work cooperatively with others.

Excellent customer service skills.

Excellent interpersonal and communication skills.

Planning and Organization skills.

Other Requirements or Other Factors :

This is a security sensitive position