Business Administrator I, Agriculture and Natural Resources

PAY GRADE: 30E

CONTEXT OF THE JOB:

The College of Agriculture and Natural Resources is comprised of four academic departmentsPlant & Soil Sciences Animal and Food Sciences Applied Economics and Statistics and Entomology and Wildlife Ecologyas well as the State Experimental Station which includes the Newark Farm and the Carvel Research and Education Center in Georgetown; Cooperative Extension; and the Deans Office. The Deans Office encompasses central support officesincluding Communications Facilities IT Events and Academic Servicesas well as College programs such as the UDairy Creamery Fresh to You and the UD Botanic Gardens.

The Business Administrator role primarily manages the administrative functions/fiscal affairs of both the UDairy Creamery and Newark Farm addition this role serves as liaison between college and University Administrators vendors other educational institutions and government agencies to resolve complex issues and exchange information in order to ensure smooth operational efficiency of both entities. This position also provides financial oversight for various units within the Deans suite of the College of Agriculture and Natural Resources to include but not limited to Facilities Management Undergraduate Student Services Team Communications and Events.

MAJOR RESPONSIBILITIES:

• Manages the administrative business and financial needs of the UDairy Creamery and Newark Farm.
• Provides financial oversight and processing support for various units within the Deans suite of the College of Agriculture and Natural Resources to include but not limited to Facilities Management Undergraduate Student Services Team Communications and Events.
• Manages over $in expenses annually for UDairy Creamery and Newark Farm operations. This includes but is not limited to review tracking and administration and payment processing through UD Exchange for payment schedules to contract vendors.
• Collaborates with Accounts payable to ensure timely payments to vendors and resolve issues.
• Provides Director Farm Superintendent and various unit managers with budgets projections and funding availability. Includes monitoring and reviewing all expenditures for funding reporting policy compliance performing analyses processing required forms and providing projections.
• Manages revenue and expenditures for Newark Farms operations; audits and reports financial transactions to funding sources (including State funds self-supporting and endowment). Audits and approves all credit card transactions for UDairy Creamery and Newark Farm locations and units. Serves as Concur Liaison for UDairy Creamery and Newark Farm.
• Develops and implements financial and business procedures that improve operational efficiency and are compliant with applicable University policies.
• Manages UD WorkForce system for Newark Farm exempt staff student and part time employees. Serves as backup approver for all Newark Farm units.
• In conjunction with Farm Superintendent purchases and maintains accurate records of all purchased and leased equipment.
• Responsible for cash management operations for the College of Agriculture and Natural Resources. Receives reviews and verifies all cash and check receipts and transmittals. Ensures that all cash and checks have been recorded and processed in compliance with federal state and internal audit guidelines. Follows university cash policies so all cash and checks are received and sent in a secure and in a timely manner.
• Advises departments and units on university cash policies when appropriate. Handles incoming departmental mail pertaining to returned checks return resolution reports and wires. Prepares required cash transmittals and journal vouchers. Processes stop payments as needed.
• Works closely with the Grants Team to ensure that their Delegated Authority payments are recorded and processed within UD cash policy guidelines.
• Serves as PCI DSS (Payment Card Industry Data Security Standard) point of contact for credit card processing for Deans Office Event Team. Participates in annual training and reporting to ensure that the Event Teams credit card processing is PCI compliant.
• Oversees Clover credit card processing transactions in UDeposit.
• Assists with the coordination and submission of grant applications for UDairy Creamery and Newark Farm.
• Serves as Department Purchasing Specialist in UD Exchange for the Deans Office.
• Independently resolves administrative procedural problems and recommendations to unit leads and performs a broad range of administrative duties of a highly confidential nature requiring initiative and judgment.
• Ensures adherence to all University of Delaware financial policies and procedures and relevant state and federal laws. Maintains confidential files and records.
• Responsible for complying with university policies procedures and best practices regarding protecting data and following UD data governance rules.
• Independently evaluates processes and procedures and recommends changes to improve efficiency and effectiveness of operations.
• Performs other job-related duties as assigned.

QUALIFICATIONS:

• Bachelors degree and four years of related experience or equivalent combination of education and experience. Degree in business administration management accounting or related field preferred.
• Skilled in preparing budgets and forecasting. Ability to execute and integrate financial analyses and prepare summaries and projections.
• Proficient computer skills and experience using spreadsheet charting and other software tools such as Microsoft Word Excel PowerPoint Access and Outlook.
• Effective interpersonal and communication skills with the ability to work effectively with a wide range of constituencies in a diverse community.
• Effective organizational skills and attention to detail with the ability to prioritize and handle multiple tasks.
• Demonstrated analytical problem-solving and decision-making skills.
• Ability to interpret adapt and apply guidelines and procedures.
• Familiarity with UD accounting system and PeopleSoft financials is preferred.
• Ability to exercise judgement and discretion especially with regards to sensitive or confidential personnel or organizational matters.