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 departments—Plant & Soil Sciences, Animal and Food Sciences, Applied Economics and Statistics, and Entomology and Wildlife Ecology—as well as the State Experimental Station, which includes the Newark Farm and the Carvel Research and Education Center in Georgetown; Cooperative Extension; and the Dean’s Office. The Dean’s Office encompasses central support offices—including Communications, Facilities, IT, Events, and Academic Services—as 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 units. In 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 Dean’s 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 Dean’s 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 $2,000,000 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 Farm’s 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 Dean’s Office Event Team. Participates in annual training and reporting to ensure that the Event Team’s 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 Dean’s 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