CONTEXT OF THE JOB:
The Business Administrator II reports to the Director of the Delaware Geological Survey and is a key member of the DGS management team. She/he is primarily responsible for establishing, managing, and coordinating the integrated fiscal and administrative operations of the DGS. The Business Administrator II also has responsibility for interacting with government agencies (state, county, local, and federal), high-level State administrative and University officials, legislators, industry, non-profit groups, and others on behalf of the Director. The Business Administrator II develops and administers operating systems, policies, and procedures, and is responsible for the HR Liaison functions. She/he participates in strategic and operational decision making as a member of the DGS management team and serves as a principal liaison between department and college business office regarding research activities, with responsibility for Department and University policy applications and interpretation; assists Principal Investigators and sponsored programs coordinators in the submission of grant proposals to funding agencies; analyzes and interprets and recommends administrative practices and procedures, and other duties as assigned.
Responsible for establishing, managing, and coordinating the integrated fiscal and administrative operations of the DGS to include the planning, development, and administration of all DGS budgets: annual operating budget, the University contracts and/or grants program, and the DGS-USGS Cooperative Program totaling approximately $6 million.
Actively participates in strategic and operational decision-making as an integral member of the DGS management team and assists with and provides input in establishing strategic objectives for DGS.
Assists with program and project development in cooperation with professional, technical, and administrative staff.
Manages daily administrative operations of the DGS annual operating budget. Oversees the preparation and management of grant and contract proposals involving a variety of funding sources and agencies, using PeopleSoft Grants, Concur, UD exchange, Cayuse, and Grants.gov for implementation. Also, responsible for managing the revenue and expenditures of the DGS-USGS Joint Funded Program.
Analyzes and interprets complex data, prepares statistical, scheduled, and ad hoc reports. Develops methods for analysis and presentation of data; analyzes trends and incorporates conclusions into long-range planning.
Prepares all Human Resources paperwork (including new recruit paperwork, paperwork for new hires, JEDs, s-contracts, and graduate student non-contract payment forms, and professional contractual agreements).
Manages the DGS Service Center income and expenditures in accordance with university rules.
Manages non-profit incorporation renewals with the Delaware Secretary of State’s office for non-government entities associated with DGS.
Responsible for interacting with government agencies (state, county, local, and federal), high level State administrative and University officials, legislators, industry, and others on behalf of the Director.
Prepares and maintains all confidential records for the Director and manages the Director's interactions with leaders in University, State, public, and private sector.
Resolves complex administrative/procedural problems.
Participates in the formulation of policies, systems, and procedures; ensures that the fiscal and administrative practices are in compliance with both State and University regulations, policies, and appropriate laws. Requires coordination with State Budget officials.
Participates in monthly college business office Research User Group meetings, monthly Finance Admin Meeting, and Proposal Team meetings when necessary.
Responsible for input and updating college business office PAD Database with all current Project Proposal documentation detail. Also input and update all DGS Project proposal folders to the college business office server for each DGS Principal Investigator which includes the Chart of Accounts Notification, Report of expenditures, effort, proposal documentation, and close out report.
Performs other job-related duties as assigned.
Contract and Grants Management:
Provides expert advice and consultation to the Director and assigned professionals concerning contracts and grants proposal submission and award management.
Provides in-depth support of pre-award processing including close communication with the PI; reviews the solicitation information and sponsor requirements to guide the process including observation of potentially difficult clauses, match requirements, etc.; recommends effort committed and matching funds requests; interfaces with subcontract participants, where applicable, to ensure subcontract proposal inputs are completed; verifies proposal accuracy prior to submission to the University Research Office.
Creates, collects and reviews proposal information including budget justification, certifications, and completed budget. Recommends matching fund sources. Acts as a liaison between the Professional staff member and Research Office on any proposal issues.
Work with the grants analyst to perform all department grant closeouts in conjunction with Research Office. Analyzes budget expenditures for compliance with approved budget, researches problems and handles accordingly.
Inputs proposal detail in PeopleSoft Grants, Cayuse, and Grants.gov.
Ensures accurate completion and approval of proposal package to the sponsor.
Reviews the Award Document for restrictions, reports and anything specific to the award.
Meets with PIs to provide expertise and leadership on grants/contracts processing and administration and resolve procedural problems. Collects and analyzes data in preparation of monthly reports for distribution to the PI.
Facilitates award management: including but not limited to, processes re-budgeting, and no-cost extension requests; completes the closeout process.
Reviews reconciled statements for compliance in areas of unallowable charges and prepares journal voucher adjustments as needed.
Reviews and approves financial web forms and transactions such as purchase requisitions, bi-weekly pay, and match.
Supervises DGS administrative staff, which includes work allocation, training, and problem resolution; evaluates performance and makes recommendations for personnel actions; motivates employees to achieve peak performance and productivity.
Prepares and maintains all confidential personnel documents for professionals, staff and students.
Serves as a liaison for the Director, and professional staff regarding proper procedural methods and problem resolution in the areas of policies and procedures required for general accounting and administrative practices in the unit.
Bachelor’s degree in business, accounting or a related field and five years of experience or an equivalent combination of education and experience.
Working knowledge of accounting procedures involving budget preparation and management, procurement, travel, and employment; and project management principals, practices, techniques, and tools. Must have the ability to conduct cost analyses and financial projections.
Working knowledge of accounting systems, administrative policies and procedures, effort reporting, as well as contract and grant administration.
Knowledge of grant funding policies and procedures and applicable local, state, federal policies and regulations.
Experience with human resources concepts, practices, policies, and procedures.
Familiarity with PeopleSoft grants administration and queries. Contract/Grant management from proposal to close-out processes using PeopleSoft Grants application, and Grants.gov. UD experience preferred.
Ability to work as part of a team but also to independently make administrative/procedural decisions and judgments; to coordinate and organize meetings and/or special events; to supervise and train administrative support staff. High level of independent judgement.
Strong organizational, analytical, multi-tasking, interpersonal, and oral and written communication skills; independent problem-solving abilities.
Knowledge and understanding of computer-aided research administration systems; intermediate to advanced word processing, spreadsheet, and database, and information research skills.
Demonstrated understanding and consideration of the differing needs and concerns of individuals with varying identities, cultures, and backgrounds.
Committed to fostering a workplace culture of belonging, where diversity is celebrated, and equity is a core value.
Job no: 500604
Work type: Staff
Categories: Administrative Support, Full Time
PAY GRADE: 31E
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