Business Services Specialist

University of Maryland•College Park, MD

About The Position

Organization's Summary Statement: Under general supervision, supervises the day to day activities of support staff providing business management services to a department or division. Responsibilities include entry level professional work in a combination of business operations such as finance and budget, human resources, procurement, contract and grant administration, and/or facilities management functions.

Requirements

EDUCATION: High School Diploma or GED.
EXPERIENCE: Six years progressively responsible experience in a combination of budgeting, accounting, payroll, purchasing, and personnel work.
REQUIRED KNOWLEDGE/SKILLS/ABILITIES: Working knowledge of and ability to apply Generally Accepted Accounting Principles (GAAP).
Working knowledge of management principles and practices.
Skill in applying basic analytical skills to review expenditures and revenues, prepare forecasts, and reconcile accounts.
Skill in performing basic mathematical computations.
Skill in planning work and supervising others.
Skill in organizing and executing multiple assignments under specific time constraints.
Ability to understand and interpret University policies and procedures in the areas of finance, human resources, payroll, purchasing, and sponsored programs.
Ability to prepare and present budgetary, accounting, and other reports and schedules.
Ability to communicate effectively orally and in writing.
Ability to operate office equipment, computers, and related software.
Ability to handle sensitive and confidential matters with discretion and tact.

Responsibilities

Supervises daily work operations. Plans, schedules, assigns, and reviews work. Trains employees and evaluates performance. Ensures that work meets established standards of quantity or quality.
Assists in planning and developing the department/division budget. Analyzes areas of expenditures and revenues; identifies problem areas; and recommends changes. Prepares budget amendments and maintains records of salary and FTE encumbrances.
Assists in preparing applications or renewals for grants and contracts. Develops cost projections such as salary and fringe benefits.
Assists investigators in administering grants and contracts in accordance with University policies and sponsor`s requirements regarding records, reports, controls, and conditions regarding the expenditure of funds.
Supervises the creation, maintenance, reconciliation of accounts using an automated database.
Oversees the preparation and processing of payroll journals, purchase requisitions, and timekeeping records.
Coordinates the personnel requirements of the department/division with the institution`s human resources office with regard to recruitment, training, classification/compensation, payroll, or benefits.
Oversees department billing for postage, telephone, copier, film processing etc.
Participates in space planning activities. Coordinates the renovation or relocation of department administrative and research areas.
Authorizes and monitors the payment of invoices. Resolves discrepancies with vendors or service providers.
Sets up and monitors department/division maintenance and service contracts on equipment, instruments, and facilities.
Prepares activity, financial, and annual reports or analyses.
Evaluates effectiveness of office operations, recommends, and implements changes.
Serves as department/division liaison to central offices of the institution as well as sponsoring agencies.
Coordinates the One Health Seminar Speaker Series
Coordinates and processes Travel Requests in Workday
Book Department Travel Requests using the University-issued Travel Card - University Concur system for Faculty, Staff, Students, and Visitors
Manages One Health Seminar, Conference Room, Classroom and Seminar Room Calendars
Create Flyers for the One Health Seminar Series, Ph.D. Student Dissertations Defense and for Special Events
Coordinates and processes W-9 Requests in Workday
Upload and verifies I-9 credentials in Workday
Responsible for Onboarding faculty, staff, students and visitors in Workday
Processes all visa requests for faculty, staff, students and visitors in Workday and I-Terp.Works closely with Department Administrators and the International Office on all visa issues
Orders food for all Department events
Reconciles P-Card and T-Card transactions in Workday and Concur
Order supplies for the department
Distributes Mail daily
Notify faculty, staff and students when a package comes for them and at times, delivers packages to their labs
Coordinates with FedEx and UPS and other carriers for package pick-ups
Coordinate with the University Mail Room on department mail inquiries and follow-up
Meets and greets visitors daily
Acts as Department Receptionist
Payroll Coordinator for Workday Transactions
Payroll Liaison - Picks up Department Paychecks bi-weekly
Deposits Department Ad hoc checks as needed
Picks up Specialty Checks as needed
Attend Monthly Staff Meetings and other meetings as needed
Process I-9 transactions in Workday and verify credentials
Creates Requisition and Purchase Orders in Workday and follows through on the lifecycle of the transaction.
Uploads Invoices and Receipts in Workday and Receipts transactions for payment in Workday
Assists investigators in administering grants and contracts in accordance with university policies and sponsors' requirements regarding records, reports, controls, and conditions regarding the expenditure of funds. Initiate and submit journals in Workday Initiate and submit Payroll Accounting journals in Workday
Coordinates the creation, maintenance, and reconciliation of accounts using an automated database using the BA-4, Workday and Kuali systems.
Attend training sessions as needed
Acts as Parking Liaison for the Department
Process Student Stipend Awards in Workday
Process Student Travel Awards in Workday
Process Faculty/Staff Awards in Workday
Process Faculty Summer Salary in Workday
Create and process C1 and C2 Contracts in Workday
Works closely with the Chair, Director of Administrative Services, Business Manager, Faculty and support staff.
Box Management File System - Upload daily, All Files to the designated Department Shared Box Drive
Duties as assigned.