Business Administrator II, Biomedical Engineering

Pay Grade: 31E

Context of the Job:

The principal/core job functions include managing the daily financial, human resources and administrative operations of the Department of Biomedical Engineering, in academic, research and service areas. This position requires independent judgment and discretion as well as the utilization of advanced technical and administrative skills. Under limited direction of the Chairperson, the Business Administrator II operates with minimal supervision, including training, assigning and checking the work of lower level staff, and functions as the lead staff person in responsibilities relating to academic administrative functions.

Major Responsibilities:

• Develops and prepares budgets and financial reports for Department of Biomedical Engineering, including the operating budgets across multiple educational programs, sponsored research and start-ups, general appropriations, endowments and other funds. Compiles monthly financial projections. Coordinates routine budget activity for the program including transfers, procurement, reimbursements, and payment to vendors. Performs audits and reports on program budget expenditures. Represents the Department of Biomedical Engineering on business affairs to internal and external contacts and agencies.
• Analyzes financial projections/data, briefs Chair on any potential problems or concerns. Works with the Chair to plan and oversee the Department annual operating budgets.
• Prepares year-over-year budget analysis and future projections under a number of “what if” scenarios to assist the Chair in department strategic planning.
• Assists in the completion of special financial management projects and reports, such as capital equipment procurement and research and teaching laboratory renovations as directed by the Department Chair.
• Provides financial management of endowment and reserve funds, meets with Chair and program directors to provide recommendation on expenditures.
• Coordinates and plans moves to new laboratory space and/or office space of research intensive faculty in BME.
• Coordinates and manages payroll for the BME consisting of full-time and adjunct faculty, staff persons, post-doctoral fellows, limited-term researchers, graduate student labor (GRAs and GTAs), and undergraduate work-study students.
• Coordinates and participates in a variety of human resources activities including employment and onboarding of faculty and staff searches and personnel records.
• Supervises staff, miscellaneous wage staff and student workers, including work allocation, and training, and mediates any staff issues in collaboration with COE HR liaison problem resolution.
• Serves as primary supervisor for lower level administrative staff within the department.
• Manages and coordinates faculty (and prospective faculty) travel to meetings and conferences.
• Serves as the department liaison for financial management of department grant proposals and awards. Provides support for program grants at all levels (including state, federal, foundation, etc.), including but not limited to expense allocations, financial oversight, and close-out processes.
• Manages the allocation of indirect cost revenue to the department and PIs.
• Works with the COE Sponsored Programs Coordinator in ensuring compliance with all Federal, State, University and local regulations in pre-award grant preparation and post-award financial management.
• Manages and coordinates events sponsored related to the educational and research enterprise of the department, including but not limited to, accreditation and site visits, faculty and staff recruitment, graduate student recruitment, departmental faculty meetings and retreats, invited seminar speakers, convocation and commencement).
• Independently resolves administrative policy and procedural matters as they arise in department.
• Administers student related activities including stipend and award processing.
• Ensures correctness and compliance of all department-level contracts, including but not limited to student contracts, temporary wage workers, and S Contracts.
• Coordinates assignment of space for research and teaching and manages facilities and building related issues in the activity locations of BME (Spencer Lab, Colburn Lab, ISE Lab, and the Biopharmaceuticals Initiatives Building.)
• Manages the allocation of tuition generated revenue.
• Performs a broad range of administrative duties of a highly confidential nature, requiring initiative and judgment.
• Purchases and keeps accurate records of equipment for the Department of Biomedical Engineering and faculty sponsored research.
• Attends a variety of program meetings and records minutes.
• Performs miscellaneous job-related duties and tasks, as assigned by the Chair.

Qualifications:

• Bachelor’s degree preferably in business, accounting or a related field with four years of experience in an administrative capacity, or an equivalent combination of education and experience.
• Experience with human resources, budgeting, financial analysis, and customer service.
• Familiarity with UD accounting system, PeopleSoft financials, and UD policies and procedures is preferred.
• Ability to use advanced techniques in spreadsheet, database, and/or presentation software.
• Skill in project administration, budget preparation and management.
• Ability to analyze and interpret data.
• Skill in budget preparation or management of contracts and grants.
• Knowledge and experience with effective practices of office management.
• Ability to communicate and interact well with people of all ages and diverse backgrounds.
• Ability to function independently and to use sound judgment, initiative, and discretion.
• Knowledge of University policies and procedures desirable.
• Ability to handle multiple tasks simultaneously.