Sample Position Description

Position Title:  Business Administrator II Date Prepared:  10/2/2013
Department: Incumbent:
College/Admin Office:  Prepared by:
Location:     Approvals:
Title of Supervisor:  Chairperson
Level:   30E Position Number:   10000000


Under the general direction of the Chairperson, the Business Administrator II manages the administrative functions and fiscal affairs of the unit; monitors and reviews all departmental account expenditures; creates and updates departmental web pages; coordinates departmental events; supervises support staff; serves as liaison between department and college business office regarding research and academic activities, with responsibility for Department and University policy applications and interpretation; assists in policy development; assists in the submission of grant proposals to funding agencies; analyzes and interprets and recommends administrative practices and procedures; and prepares agendas, minutes and information packets for faculty and search committee meetings.


  • Prepare and administer all departmental accounts and budgets. Includes monitoring and reviewing all expenditures for funding, reporting and policy compliance, performing analyses, processing requisitions, and providing projections.
  • Manage the administrative functions of the department, ensure the smooth operation of the department administrative office, ensure that policies established by the Department Chairperson are implemented and recommend changes as needed. Ensure that University policy and procedures are being followed.
  • Prepare all Human Resources paperwork (including new recruit paperwork, classification/ reclassification paperwork, paperwork for new hires, JEDs, s-contracts, and graduate student non-contract payment forms, professional contractual agreements and offer letters). Departmental HR Representative providing new faculty and staff with orientation information and access to University e-mail and web forms. Tracking of faculty sabbatical eligibility.
  • Oversees daily processing and accounting for revenue and expenditures; audits and reports financial transactions to funding sources; ensures accuracy and availability of funding and compliance with standard accounting and audit procedures. Including independent review of departmental purchasing card transactions.
  • Assist Department Chairperson and faculty with confidential letters, submitting grant proposals to funding agencies, scheduling, preparing a variety of documents, prepares agendas, minutes and information packets for faculty and departmental search committee meetings, drafting letters and memos, troubleshooting computer issues and resolving complex departmental matters, and maintains and updates Faculty, Professional and Staff vacation and sick leave records.
  • Coordinator all department grant closeouts in conjunction with Research Office and Dean's Office.  Analyze budget expenditures for compliance with approved budget, researches problems and handles accordingly.
  • Supervise non-exempt support staff; 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.  Plans, coordinates, and conducts projects requiring judgment in the independent evaluation, selection, and substantial adaptation and modification of standard techniques.
  • Coordinates departmental events by creating programs, scheduling speakers, handling travel arrangements, communicating with different departments on campus to ensure a smooth process.
  • Oversees and initiates processing of personnel forms for faculty, staff, and postdoctoral associates, visiting scholars, professionals.
  • Handle all aspects of graduate program, including but not limited, to initiating new hire paperwork, answering inquiries about tuition and fees, forms, setting up mailboxes and keys, and advising students on policies and registration.
  • Coordinates information to develop and maintain departmental web page. Designs new web pages and updates regularly.
  • Develops new policies and procedures consistent with those of the organization to ensure well organized and secure operation of the department.
  • Provides information, resolves problems and completes surveys and reports for 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.
  • Performs other miscellaneous job related duties as assigned.


  • Bachelor’s degree in Business Administration or business-related discipline and three to four years’ administrative experience, or equivalent combination of education and experience.
  • Skill in budget preparation and management of contracts and grants.
  • Experience with PeopleSoft and query writing preferred.
  • Supervisory experience.
  • Ability to use advanced techniques in a word processing, spreadsheet, database, web authoring and/or presentation software.
  • Experience with federal grants administration.
  • Familiarity with PeopleSoft reporting and queries, policies and procedures is preferred.
  • Ability to work independently, to evaluate the work of others, edit the content, structure, and format of a range of written material, as well as the ability to interact well with people of all ages and diverse backgrounds.
  • Knowledge and experience with effective practices of office management.
  • Strong organizational skills.