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Assistant Director of Business Affairs

Employer
Drexel University
Location
Pennsylvania, United States
Salary
Salary Not Specified
Date posted
Jul 11, 2022

Job Details

Job Summary

The Assistant Director of Business Affairs is responsible for the day-to-day operations of the Chemical and Biological Engineering department, overseeing the budget, purchasing, human resources, staffing, information management, bi-weekly and monthly payroll, financial projects and research administration. With over $4 million in annual research expenditures, the Assistant Director of Business Affairs will manage, guide, and support the department head, principal investigators and key personnel to ensure that the unit is aligned with federal and sponsor regulations and serves as the departmental research administrator. The Assistant Director of Business Affairs acts as lead facilitator for: (1) faculty, staff, temporary and student employees departmental: on-boarding, personalized trainings, and refresher workshops, (2) providing updates to protocol, policy and procedures related to HR, research, finance and purchasing, (3) the development and monitoring of the annual budget while delivering direct updates to the department head, and (4) strategical creation of procedures that will streamline operational processes.

Essentially, the Assistant Director of Business Affairs must demonstrate the ability to effectively communicate and motivate departmental staff and efficiently collaborate with principal investigators, senior staff, external agencies, internal and external stakeholders and consultants. This position will report directly to the Department Head.

Essential Functions

Financial and Grant Administration Responsibilities:
  • Develop and advise department head on spending decisions, financial objectives, and policies for the department, college and university
  • Oversee all financial and grant matters for the department
  • Analyze financial details of past, present, and expected operations in order to identify developmental opportunities and areas of improvement
  • Independently prepare budget reports, business activity reports, and financial position forecasts for the department
  • Prepare, approve, provide guidance and monitor financial and purchasing transactions entries, budget proposals and PO request over $5,000 (i.e., request to purchase forms, check request, fund transfers,)
  • Tracks account revenue, expenses, and account details for both discretionary, gift, unrestricted and grant funds
  • Direct routine business function to ensure that university policies and procedures are followed; improve process efficiencies; oversee the identification and resolution of accounting and financial discrepancies
  • Act as Departmental Administrator, advise investigators in both pre-award and post-award administration focusing on budgets for all the faculty and departmental grant and direct point of contact for internal and external auditors, companies and other Drexel colleagues
  • Responsible for administrative documents requiring principal investigators and university approvals and administration of sponsored programs for the department in which Drexel faculty, fellows, staff, and students participate
  • Effectively communicates and works with internal and external contacts (i.e., Drexel's Office of Research, Research Accounting Services, sponsors, etc.) in submitting proposals, reports and ensuring accuracy of pre and post-award support for grant administration.
  • Guides investigators toward compliance with federal regulations
Trainings/Supervisory Responsibilities:
  • Monitor day-to-day operations and assist department head with delegation of duties, task, and special projects
  • Coordinate trainings to develop skills, guide and support PIs/faculty, support staff and department on the Coeus proposal system, Smart Source and other systems as well as processes
  • Supervise, develop and monitor work schedules for main office temporary staff and student employees
  • Create procedures to assist with on-boarding for new non-benefit eligible employees to navigate through Drexel
  • Oversee leave-time and schedule for professional office staff
  • Approve and track bi-weekly time sheets and monthly leave reports
  • Identifies challenges or potential areas of growth in process or policy, create solutions and manage to resolution
Human Resource/ Staffing Responsibilities:
  • Administer hiring processes, including but not limited to, conducting interviews, creating job requisitions and position creation for professional staff and faculty, developing and posting positions for work-study, temporary and student hires
  • Prepare associated hiring paperwork (i.e., non-employee associate forms and international visitor’s offer letters and internal visa paperwork, etc.)
  • Maintains departmental confidential files and records for personnel, funding, etc
  • Serve as point of contact for all HR matters working directly with Human Resources, College and Provost offices
  • Prepares written correspondence for a variety of audiences (i.e., students, staff and faculty) and prepares graduate student employee renewal letters for the department
Required Qualifications
  • Bachelor’s Degree in Business Administration, Accounting
  • 3+ years of experience in higher education within financial, grant and operational management
  • Experience managing and developing budgets for: federal, foundation and industry sponsors
  • Knowledge of Microsoft Office 365 applications, primarily Excel with the ability to navigate and effectively use Banner, Hyperion, Coeus, Web*Finance and other Drexel systems
  • Strategic thinker with vision to create and accomplish long-term goals while supervising day-to-day operations with a direct understanding of challenges and issues facing the department, college and university
  • Excellent oral, written, presentation, organizational, and interpersonal skills
  • Strong organization, management, and leadership skills with integrity; cultural competence; flexibility and adaptability; ability to lead by example
Physical Demands
  • Typically sitting at a desk/table
  • Typically standing, walking
Location

Hybrid/Flexible work arrangement available

Additional Information

This position is classified as exempt with a salary grade of L. For more information regarding Drexel’s Professional Staff salary structure, https://drexel.edu/hr/career/ducomp/salstructure/

Special Instructions to the Applicant

Please make sure you upload your CV/resume and cover letter when submitting your application.

Review of applicants will begin once a suitable candidate pool is identified.

Advertised:Jul 11 2022 Eastern Daylight Time
Applications close:Sep 27 2022 Eastern Daylight Time

Company

Drexel University

Founded in 1891 in Philadelphia, Drexel is a comprehensive global R1-level research university with a unique model of experiential learning that combines academic rigor with one of the nation’s premier cooperative education programs.

Drexel University is an urban research university that integrates education, scholarship, diverse partnerships, and our global community to address society’s most pressing challenges through an inclusive learning environment, immersive experiential learning, external partnerships, transdisciplinary and applied research, and creative activity. We prepare graduates of diverse backgrounds to become purpose-driven professionals and agents for positive change

Drexel University II

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