Apply now Job no:500422
College / VP Area: College of Ag & Natural Res
Work type:Staff
Location:Newark
Categories:Administrative Support, Full Time

PAY GRADE: 31E

CONTEXT OF THE JOB:

The Department of Plant and Soil Sciences is the largest unit in the College of Agriculture and Natural Resources with a large research portfolio. Under the limited direction of the Chairperson, independently manages the administrative functions and fiscal affairs of the unit; monitors and reviews all departmental and sponsored research account expenditures; coordinates departmental events; supervises support staff; serves as liaison between department and college business office regarding research and academic activities. Responsible for Department and University policy applications and interpretation; assists in policy development; analyzes and interprets and recommends administrative practices and procedures.

MAJOR RESPONSIBLITIES:

• Assists and advises the Chair on all matters related to the department including fiscal, academic and administrative areas. Assists Chair with confidential letters, faculty and staff performance appraisals, merit increases, and preparing a variety of documents, agendas, scheduling and minutes. Drafts letters and memos, resolves complex departmental matters, and coordinates departmental events. Provides information, resolves problems and completes surveys and reports for the department.  Serves as liaison with other departments in the resolution of day-to-day administrative and operational issues.
• Plans and manages fiscal affairs of the department. Prepares budgets and projections and identifies short- and long-term goals for the department in collaboration with the Chair. 
• Acts as liaison with the Senior College Business Officer regarding budget issues and planning; independently prepares financial reports and other reports as needed for the Chair/College. Formulates and participates in the development of College guidelines and grant administration objectives and goals.
• Manages the financials for sponsored awards. Prepares, analyzes and reviews budgets and expenditures; includes forecasting future commitments. Oversees daily processing and accounting for revenue and expenditures; ensures accuracy and availability of funding and compliance with standard accounting and audit procedures. Understands and enforces the terms and conditions of each award. Ensures compliance with sponsoring agencies’ regulations and University policy and procedures.  Monitor cost share commitments. Completes closeouts.
• Integral member of the leadership team; serves on the Administrative Team Committee at the request of the Chair to set priorities, make decisions and formulate strategies for fiscal, academic and administrative initiatives. 
• Effort Administrator: Tracks workload and funding sources and keeps the Labor Allocation Module (LAM) updated. Reviews and certifies effort reports. 
• Periodically completes department space and equipment surveys. Develops and oversees renovation projects and other department space needs.
• Human Resources: Oversees and reviews/approves processing of personnel forms for faculty, staff, and postdoctoral associates, visiting scholars, and professionals.  Approves vacation/sick leave requests and monitor leave balances.
• Graduate Program: Oversees all aspects of graduate program, including but not limited to initiating and/or approving new student paperwork, annual contracts and HR forms.  Acts as backup coordinator in absence of Academic Program Coordinator.
• Scheduling of Classes:  Oversees all aspects of the course scheduling.  Assists AAIII as needed with space and scheduling conflicts. Acts as backup SOC in absence of AAIII.
• UDWorkforce: Oversees the time and attendance system for PLSC and approves timesheets for non-exempt employees.  Acts as backup timekeeper for the department in absence of AAII.
• Supervises four non-exempt support staff and one part time misc. wage employee; motivates, develops, directs and assigns work and special projects for staff; monitors workload and productivity; evaluates performance; promotes and provides staff training and development; provides assistance in analyzing and resolving complex issues.
• Manages all facets of the daily operation of the department. Keeps abreast of changes in University policies and procedures, current developments in research administration, accounting and auditing professions and changes in local, state and federal law. Reports changes and updates to Chair, faculty and staff.
• Responsible for complying with university policies, procedures, and best practices regarding protecting data and following UD data governance rules.
• Performs other job-related duties as assigned.

QUALIFICATIONS:

• Bachelor’s degree and five years related experience, or equivalent combination of education and experience. Degree in a business-related discipline preferred.  
• Skilled in leadership, strategic planning, budget preparation, and fiscal management.
• Ability to gather and analyze financial data and other student/class data and create and generate reports. 
• Ability to make administrative and procedural recommendations and decisions independently.
• Advanced critical thinking and problem-solving skills. 
• Experience with federal grants administration; understanding of Federal, State and University policies and procedures.
• Strong organizational skills. Ability to effectively manage multiple priorities simultaneously, meet tight deadlines, and give attention to detail.
• Supervisory experience, including team building and collaboration skills.
• Effective interpersonal and communication skills.
• Proficiency in the Windows environment, including Word, Excel, PowerPoint, and Outlook.
• Knowledge of University databases and systems including UDataGlance, PeopleSoft (including reporting and queries), Concur, UDSIS, Effort, LAM, HRMS, UDExchange preferred.
• Committed to fostering a workplace culture of belonging, where diversity is celebrated and equity is a core value.
• Demonstrates an understanding and consideration of the differing needs and concerns of individuals with varying identities, cultures and backgrounds.

Notice of Non-Discrimination, Equal Opportunity and Affirmative Action
The University of Delaware does not discriminate against any person on the basis of race, color, national origin, sex, gender identity or expression, sexual orientation, genetic information, marital status, disability, religion, age, veteran status or any other characteristic protected by applicable law in its employment, educational programs and activities, admissions policies, and scholarship and loan programs as required by Title IX of the Educational Amendments of 1972, the Americans with Disabilities Act of 1990, Section 504 of the Rehabilitation Act of 1973, Title VII of the Civil Rights Act of 1964, and other applicable statutes and University policies. The University of Delaware also prohibits unlawful harassment including sexual harassment and sexual violence.

Applications close:Open until filled

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