Departmental Partner

Iowa State University•Ames, IA

6d•Onsite

About The Position

The College of Design seeks a qualified Departmental Partner (Business Administrator II) to oversee the business affairs and operations of assigned departments. The Departmental Partner plays a pivotal role within the Administrative Services Office (ASO) of the College of Design. This position provides a unique opportunity to apply a diverse set of skills and significantly influence the operation of our departments. The ASO values the unique contributions of each team member and encourages an atmosphere that nurtures growth and professional development. This role reports to the college's Fiscal Officer and collaborates closely with chairs, faculty, and students. It involves a range of administrative duties crucial to the success of our academic efforts. It requires an adaptable, collaborative, and communicative individual proficient in multitasking.

Requirements

Bachelor’s degree and 2 years of related experience
Candidates must be legally authorized to work in the U.S. on an ongoing basis without sponsorship. Immigration sponsorship is not available for this position.

Nice To Haves

Bachelor’s degree in Accounting, Finance, Business Administration, or a closely related field.
Experience with financial management, including monthly account reconciliations, budget monitoring, and financial reporting.
Proven ability to communicate and interpret policies, procedures, and financial information for faculty and other stakeholders to facilitate decision-making.
Experience working within a higher education institution and knowledge of university business practices.
Experience supporting academic department operations, including personnel administration, student employment and assistantships, course management in Workday, scholarship administration, and faculty support.

Responsibilities

Manage the departmental cost center efficiently.
Approve financial transactions on Workday.
Develop and prepare expense budgets and financial reports using workday for general appropriations (state funds), course fees (student fee funds) and foundation funds (outside college contributions).
Analyze data to provide advice on complex budget issues, supporting informed financial decisions for the chairs.
Exercise judgment in approving/denying expenditures, budget changes, and financial transactions.
Review past course expenditures to advise faculty and chairs on appropriate course fees.
Provide compensation and non-compensation planning assistance to the chair.
Approve expense reports for field trips and reconcile course fee worktags, deciding which account to use for expenses.
Manage budgets to ensure compliance with university policies and procedures.
Coordinate course scheduling in collaboration with department chairs and manage associated logistics, including room scheduling; enter course/instructor in Workday Student.
Attend departmental and college meetings, offering informed judgements to guide appropriate actions.
Accurately record meeting minutes and follow up on critical issues unless directed otherwise by the Chair.
Act as a reliable point of contact for chairs, managing their calendars and screening and responding to their calls when necessary.
Facilitate departmental voting procedures on curriculum and other important matters.
Serve as a trustworthy source of information and advice concerning department and college guidelines and policies for students and faculty.
Support the faculty P&T process in partnership with the Chair, managing relevant documentation and coordinating with the Dean’s Assistant when necessary.
Oversee the graduate student hiring process, handling necessary paperwork, processing scholarships throughout the RA and TA hiring.
Provide administrative assistance to faculty search committees, including room bookings, candidate travel arrangements, and job postings.
Support student employment processes.