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.