The Department of Physics & Astronomy (DPA) consists of approximately 33 faculty members, 14 exempt staff members, 6 non-exempt staff members, 8 postdocs and research scientists, 80 full-time graduate students, and about 100 undergraduate majors. DPA is an academic and research unit within the College of Arts and Sciences located in Sharp Laboratory. DPA offers undergraduate and graduate degree programs as well as theoretical and experimental research programs in areas including condensed matter physics, high energy physics, atomic, molecular, and optical physics, space physics and particle astrophysics. DPA expends approximately $7.0 million in research funds awarded by the National Aeronautics and Space Administration, National Science Foundation, U.S. Department of Energy, etc.
Under the limited direction of the Department Chairperson, the Business Administrator II (BA II) is the lead administrator in DPA, assists with carrying out the goals of the College and Department. The BA II manages and oversees fiscal and budgetary management, human resource administration, facilities and resource management, coordination of contract and grant efforts, development and implementation of operational procedures, and directs the overall daily operations of the unit. This position involves administering more than 80 courses per year; provides oversight of 150+ sources of funding in the department including research expenditures); as well as general or delegated responsibility for all personnel, academic, compliance, safety, committee and administrative functions.
The Business Administrator II is responsible for the direction of the overall administrative operation and directly supervises 1 exempt, 5 non-exempt and 1-4 hourly wage employees. In addition, this incumbent will serve as the HR liaison for all of the faculty and staff in DPA. This position advises faculty, staff, and students in HR, fiscal and academic matters of university policy and procedures. In addition to working closely with faculty, staff and students of the department, the BA II interacts with the general College and University community, and representatives of government, industry, and other institutions, to accomplish departmental teaching and research objectives.
Onboard, renew employment contracts and execute termination procedures for all DPA employees, visitors and research scholars including foreign employees.
Advise and ensure compliance with all aspects of recruitment, employment eligibility, promotion, leaves, and termination policies and procedure as it applies to all employees.
Coordinate all HR functions for DPA and work closely with the Department Chair, Dean’s Office, College HR Manager, and Office of International Students and Scholars to ensure compliance with processes, procedures and laws.
Manage hiring process for all new hires, coordinate annual performance appraisals for all faculty and staff.
Manage and ensure compliance with visa applications for employment of foreigners including but not limited to H1B and J1 applications.
Initiate supplemental contracts, administrative pay and assist with classification and reclassification of positions as needed.
Oversee and ensure fiscal responsibility for 150+ departmental accounts which includes tuition related budget, endowment and gift accounts and well as federal grants and contracts.
Ensure the appropriate allocation of salary and non-salary expenditures.
Ensure accuracy of salary allocation using the Labor Allocation Module system and update the system as needed.
Provide signature authority for unit, delegate and assist in proper fiscal processing of financial requests.
Resolve non-routine fiscal issues.
Responsible for the direct supervision and evaluation of administrative office staff.
Supervise and provide direction and oversight for all departmental office operations and solve all unusual administrative problems.
Review methods and procedures to improve efficiency, provide direction, delegate and assign work, manage effective operations, and encourage or conduct training to enhance skills.
Monitor, review, and sign off on monthly time sheet for all departmental non-exempt employees.
Work proactively with senior staff in the Dean's Office to assist the department Chair in aligning the Department with strategic and operational priorities of the College.
Coordinate and manage requests for departmental information as needed by the Sr. Business Officer (SBO) and Dean’s office during planning and evaluation exercises including but not limited to Finance, HR, Facilities, Communication, and Contracts and Grants.
Support and facilitate a positive undergraduate and graduate university experience for students.
Oversee and direct UDSIS scheduling for all Physics classes for five terms per year.
Resolve scheduling updates and changes related to classes, courses, rooms, times, space, instructors, and enrollments.
Oversee student registration requests, changes, and overrides in UDSIS for each term.
Support faculty requests for UDSIS information regarding student academic issues and for referencing unofficial transcripts.
Assist with preparation and editing of university publications including Graduate and Undergraduate catalogs program information.
Delegate and monitor preparation for numerous reports such as the AIP Graduate Program Book, NSF survey, AIP Enrollment Survey, etc.
Assist DPA faculty with governance operations.
Serve as a major resource for the faculty committee structure of approximately 25 committees, and two Program Directors.
Initiate and interact regularly on issues related to Safety Committee, Space Committee, seven seminar committees, Graduate Studies, etc.
Collect, prepare and write agenda, minutes of faculty meetings, and prepare documents for meetings.
Process, tally and report faculty ballots and vote counts.
Manage and assist colloquium procedures, assist with coordination of visits including FSSS UDW-8 requirements.
Oversee the maintenance and operation of the Sharp Laboratory, initiating work orders, Fixit requests, coordinating with Plant Operation and Facilities to accomplish repairs and modifications and do follow-up checks to ensure that building problems are resolved quickly, that office, classroom, and lab renovations for new faculty meet time deadlines, budget requirements, etc.
Responsible for property inventory for federal and university purposes, and space allocation and use surveys.
Participate on the Safety Committee and assist with Training requirements and documentation.
Perform miscellaneous job-related duties as assigned.
Bachelor’s degree and five years of job-related experience, or the equivalent combination of education and experience.
Experience in personnel supervision and evaluation including personnel and labor practices and procedures including management of highly confidential information.
Experience with budget preparation and management, accounting and cost control procedures. Ability to analyze budgetary expenditures for compliance with approved budget.
Experience with gathering and analyzing financial data including preparing financial reports and projections.
Effective interpersonal and written and oral communication skills required. Ability to communicate effectively and interact well with all people.
Experience with advanced techniques with spreadsheets and databases.
Experience in enforcing and training others in policies and procedures.
Knowledge and experience with building and facilities maintenance and operations preferred.
Knowledge of cost analysis and development of financial plans.
Knowledge of office management practices and procedures.
Experience with University human resources and/or financial systems preferred.
Familiarity with UD financial systems and/or grant policies and procedures preferred.
Internal Number: 494413
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The University of Delaware has a great tradition of excellence, from our roots extending back to a small private academy started in 1743, to the research-intensive, technologically advanced institution of today. Our alumni tell our story of achievement, from our first class, which included three signers of the Declaration of Independence and one signer of the U.S. Constitution, to the more than 154,000 living Blue Hens who are making vital contributions to the world. Vice President Joseph R. Biden Jr. and his wife, Jill, are both UD alumni. The University received its charter from the State of Delaware in 1833 and was designated one of the nation’s historic Land Grant colleges in 1867. Today, UD is a Land Grant, Sea Grant and Space Grant institution. The Carnegie Foundation for the Advancement of Teaching classifies UD as a research university with very high research activity—a designation accorded less than 3 percent of U.S. colleges and universities. UD ranks among the nation’s top 100 universities in federal R&D support for science and engineering. A state-assisted, privately governed institution, UD offers a broad range of degree programs: 3 associate programs, 147 bachelor’s p...rograms, 119 master's programs, 54 doctoral programs, and 15 dual graduate programs through our seven colleges and in collaboration with more than 70 research centers. Our student body encompasses more than 17,000 undergraduates, more than 3,600 graduate students and nearly 800 students in professional and continuing studies from across the country and around the globe. Our distinguished faculty includes internationally known authors, scientists and artists, among them a Nobel laureate, Guggenheim and Fulbright fellows, and members of the National Academy of Sciences, National Academy of Engineering and the American Association for the Advancement of Science. State-of-the-art facilities support UD's academic and public service activities. Our 146-foot coastal research vessel, Hugh R. Sharp—the most advanced in the U.S.—helps scientists across the region explore the sea. World-class figure skaters train at our High Performance Figure Skating Center. Partnerships with Nemours/A. I. du Pont Hospital for Children, Christiana Care and Thomas Jefferson University; the U.S. Army; Winterthur; Longwood Gardens and Hagley Museum offer unparalleled experiences in health sciences, defense research, art conservation, horticulture and history. The University is now transforming a 272-acre parcel, the site of a former auto assembly plant, into the Science, Technology and Advanced Research (STAR) Campus. Distinguished speaker series, symposia, 21 intercollegiate athletics programs and numerous intramural and club sports, more than 300 student organizations, concerts, exhibits and other arts and cultural activities enrich campus life.Thomas Jefferson once described Delaware as a "jewel" among states due to its strategic location on the East Coast, halfway between Washington, D.C., and New York City. Today, however, the location of Delaware's flagship university increasingly is invoked as "halfway between Los Angeles and London."In addition to our Georgian-inspired main campus in Newark, Del., UD has locations across the state--in Wilmington, Dover, Georgetown and Lewes. A thriving study-abroad program and expanding international partnerships further enhance our students' education as global citizens. We invite you to visit our campus or take our virtual tour today! http://video.realviewtv.com/education/udel/