Business Administrator II, Department of Administration (College of Medicine-Phoenix)

The University of Arizona•Phoenix, AZ

11d•Onsite

About The Position

The College of Medicine-Phoenix seeks an innovative, results-oriented Business Administrator II to join our growing College. This role will assist with managing the daily financial and administrative operations of assigned clinical departments. Responsibilities include assisting the Senior Business Manager, Director of Operations, and Department Administrators with budget management, maintaining monthly reporting, and providing business operations support to faculty and staff. Additional duties involve supporting departmental operational activities such as human resources liaison, space, inventory, and IT, as well as project and initiative activities. A high degree of professionalism, organization, discretion, initiative, collaboration, and the ability to follow instructions while using good judgment and problem-solving skills are expected. The candidate must be capable of performing various tasks independently and under the direction of a supervisor.

Requirements

Bachelor's degree or equivalent advanced learning attained through professional level experience required.
Three (3) years of relevant work experience, or equivalent combination of education and work experience.
Excellent verbal and written communication skills.
Skill in preparing detailed reports on a timely basis.
Demonstrated ability to analyze and problem-solve.
Demonstrated skill in working independently and within a team environment.
Professional demeanor and regard for confidentiality and handling sensitive information in a discreet manner.
Strong proficiency in Microsoft Office Suite, especially Outlook, Word, Excel, Visio and PowerPoint.

Nice To Haves

Bachelor's degree in Business Administration or related field of study.
At least 3 years higher education or government business experience.
Experience working with departmental hiring and recruitment activities.
Demonstrated experience with budgets and reports.
Experience with quality process management and improvement.

Responsibilities

Responsible for financial management of departmental accounts including payroll management.
Prepare or coordinate preparation of financial and administrative reports; analyze and interpret statistics, financial data, and management planning data for predicting resource needs and developing long range plans.
Review and analyze the needs of staff, capital equipment/improvements, supplies and services.
Assist in managing the process for all department non-sponsored projects financial contract needs, including working with University contracting services and Department Administrators to ensure college financial agreements are in compliance and executed in a timely manner.
Assist in managing Special Provision Agreements, gift accounts and other departmental agreements.
Work closely with the COM-P post award managers to review personnel effort on sponsored projects, adjust the payroll distribution sheets accordingly, and coordinate with finance team.
Generate and follow up on departmental invoicing to external entities and external partners.
Work closely with the COM-P assigned departmental financial analysts.
Budget responsibilities include managing (internal, contract, local, etc.) budgets, preparing monthly & quarterly financial reports, and analyzing established performance objectives and measures.
Provide assistance with the preparation and management of departmental operating budgets for all funding sources (internal, contract, local, etc.) based on trend analysis, forecasting, and guiding principles.
Consult with Director on departmental shifts and trends associated with budget management to include operations, reconciliations, irregular and unusual transactions, and problem resolutions on a timely basis.
Advise department staff and faculty on financial matters when appropriate.
Analyze departmental expenditures and reports for data integrity and work with finance team to allocate expenses appropriately.
Assist Senior Business Manager, Director and Department Administrators with financial and operating analysis and interpreting statistics, financial and management planning, predicting resource needs, and developing long range plans.
Assist Director with developing and establishing procedures for the budget process and daily operations according to policies and procedures established by the university, college and outside governing agencies.
Work with the Director and Administrative assistant to manage and ensure electronic recruitment documents are organized.
Assist the Chair, Director, Department Administrator and faculty with departmental hiring procedures for faculty and staff.
Work with the Finance team to ensure funding of position control numbers (PCN's) generated by HR.
Work with the Administrative Assistant, Director and Department Administrator for on-boarding (introduction, computers, office space assignment, Zoom phone etc.) of faculty and staff.
Coordinate with Office of Faculty Affairs and Human Resources to facilitate faculty and staff recruitments as needed, under supervisor's direction.
Assist with managing a variety of operational processes and/or projects as needed, including updating and improving standard operating processes, procedures and practices.
Serve as contact/liaison to manage department inventory and bi-annual university capital inventory reporting process.
Interpret, implement, develop, and/or recommend changes to policies and procedures based on internal and external needs.
Prepare and process day-to-day business transactions (purchase order requisitions, setting up new vendors, travel expenses and reimbursements, disbursement vouchers, internal billing, refunds, and UA Foundation transactions, etc.) with accuracy, thoroughness, and in compliance with University policies and procedures.
Draft and format professional correspondence, reports, or communications as needed or directed.
Coordinate travel, submit TA's, and assist in submitting travel reimbursements in accordance with policies and procedures, as needed or directed.