Business Administrator II - Office of Communication and Marketing

PAY GRADE: 31E

CONTEXT OF THE JOB:

Reporting directly to the Vice President, the Business Administrator II serves the senior leadership team of the Office of Communications and Marketing. Responsible for the management of finances management, human resources, and day-to-day operations of the Office including a broad range of administrative functions of a complex and confidential nature that require initiative and judgment to make independent decisions. The Business Administrator II liaises with departments across the University and is the focal point for the University’s Budget Office and Human Resources communications. The Business Administrator II supervises the Advertising Coordinator and Administrative Assistant and works collaboratively with senior leaders within OCM.

MAJOR RESPONSIBILITIES:

• Advise the VP on matters related to the budget, human resources, and administrative functions of the office.
• Liaise with administrative support regarding calendar scheduling and management for Vice President; proxy for administrative support for VP as needed.
• Develop and manage departmental budget of approximately $6.5M, monitor expenditures, manage procedures for expense payments, and financial projections; coordinate financial reporting activities to facilitate decision making; prepare annual budget turnaround; develop systems to improve fiscal control and processing; manage procurement card reconciliation for approximately 40 staff members.
• Prepare and present materials to summarize and justify departmental budget requests, including data gathering/reporting and trend analyses in connection with budgetary administration.
• In conjunction with University Human Resources, oversee all HR functions for OCM, ensuring office practices, policies and procedures adhere to the University requirements and expectations while also promoting a culture of inclusivity and equity within the department.      
• Coordinate large departmental meetings and events as needed.
• Manage (and/or perform as business needs require) the operation of Advertising services for the office such as generating and reporting revenue, managing the commission and compensation structure, overseeing billing and collections for advertising sales, and performing the monthly reconciliations and year-end fiscal closing procedures.
• Manage contract and vendor relations for the Office, interacting with external vendors, Procurement Services, Office of General Counsel, and other University departments.
• Monitor and evaluate process effectiveness.
• Implement procedures that foster cost-effective administrative operations for the office.
• Provide advice to internal and external constituents regarding  policies, procedures, and organization specific issues.
• Serve as building administrator to manage and maintain office space, equipment purchases, inventories and building security records.
• Supervise the Advertising Sales Staff, Advertising Coordinator and part-time Administrative Assistant.
• Perform other job-related duties as assigned.

QUALIFICATIONS:

• Bachelor’s degree in business administration, accounting, finance, or related field required and five years of progressively responsible professional management experience, or equivalent combination of education and experience.
• Skill in budget preparation, planning and fiscal management
• Experience in human resource management.
• Detailed knowledge of university policies and procedures, including budgetary, personnel and administrative.
• Advanced computing skills (word processing, database, presentation software), and knowledge of computerized information systems used in financial and/or accounting applications. 
• Ability to gather and analyze financial data and generate reports.
• Strong organizational skills. Ability to make administrative/procedural decisions and judgments and to prioritize multiple projects.
• Ability to demonstrate confidentiality and good judgment regarding important business and employee relations matters.
• Ability to develop and maintain record keeping systems and procedures.
• Ability to interpret, adapt, and apply guidelines and procedures.
• Skill in project management and execution.
• Effective written and oral communication skills, and strong interpersonal skills with evidence of effective interactions with senior administrators, campus partners and other constituents.
• Ability to work effectively and interact well with a wide range of constituencies in a diverse community.
• Ability to supervise and train staff, to include organizing, prioritizing, and scheduling work assignments.
• Demonstrates an understanding and consideration of the differing ne