Administrator of Business Operations - College of Pharmacy

Overview

The Administrator of Business Operations supports the College of Pharmacy’s mission by managing day-to-day fiscal and administrative operations. Working independently and collaboratively with College leadership, this position ensures effective business practices, fiscal accountability, and operational efficiency across the College’s academic, research, and outreach activities.

Responsibilities

Financial support

• Maintain positive relationships and communication with other staff and faculty.
• Accomplish all of the purchasing duties for the College of Pharmacy, including society memberships, faculty meeting registrations, travel arrangements, expense reimbursements, supplies, and events.
• Assist the Dean and members of the leadership team in preparing, analyzing, and monitoring the budget, including creating end-of-the-year expense reports and projections.
• Interface and follow up with fiscal affairs and accounting regarding submission and status of purchase requisitions, travel requests, new vendor set-up, timely payment of invoices, budget modifications and general finance policies and procedures.
• Maintain a strong working knowledge of the process workflow and required documentation.
• Maintain, update, and create as needed Standard Operating Procedures that are consistent with university policies.
• Assist with contract renewals and addendums.
• Work with Advancement to ascertain what gifts are coming in through the College LIFE fund.
• Maintain a spreadsheet of outside monetary gifts for the College, including any scholarship contributions.
• Process remunerations for rotation and residency sites.
• Communicate and train faculty, staff, and students proper procedures and required documents related to business operations.
• Track faculty allotments.

Human resources support

• Assist with the faculty and staff hiring process.
• Interface and follow up with Human Resources submission of paperwork and salaries.
• Submit IT new user requests.
• Assist with generation of employment contract letters.
• Process guest lecture paperwork and payments.
• Process non-clinical adjunct paperwork.
• Process faculty salary modifications.

Other activities

• Represent the College with professionalism, greeting and directing students and visitors requesting information or services and address inquiries accordingly.
• Maintain up to date files for accuracy and progressive growth.
• Maintain working knowledge of the tasks performed by the Executive Administrative Assistant.
• Serve on College and University committees as needed, and as appropriate.
• Assist with the implementation of College events.
• Grade writing samples for admissions.
• Perform other duties, as assigned.

Qualifications

Required:

·       Associates degree at least 5 years of relevant experience.

·       Associate’s degree and a minimum of five (5) years of relevant administrative or financial experience.

·       Advanced proficiency in Microsoft Excel and Word; ability to learn institutional financial systems.

·       Demonstrated knowledge of budgeting, purchasing, and basic accounting procedures.

·       Strong analytical, organizational, and interpersonal skills.

·       Ability to manage multiple priorities, work independently, and meet deadlines in a fast-paced environment.

Preferred:

·       Bachelor’s degree in business administration, accounting, or related field.

·       Experience with Ellucian, Banner, or other higher education financial management systems.

·       Experience working in an academic or nonprofit environment.

CORE COMPETENCIES: identify the behavior an employee is expected to demonstrate.

·       Excellent verbal and written communication skills, to effectively interface with and effectively present information to faculty, staff, students and other stakeholders.

·       Excellent interpersonal skills and ability to maintain and foster respectful and cordial relationships with diverse populations and personalities.

·       Ability to draft and edit routine operating procedures, reports, and business correspondence.

·       Ability to calculate figures and amounts, such as discounts and projected balances.

·       Working knowledge of budgeting process, accounting accrual, allocating purchases across multiple budgets.

·       Ability to create and maintain spreadsheets and/or databases.

·       Proficiency in the use of computers and Microsoft applications.

·       Ability to learn and utilize new technologies and computer software.

·       Thorough knowledge of office practices and procedures and the use of office machines and equipment.

·       Must be able to solve problems in which there may be limited standardization protocols existing.

·       Must be able to deal with problems involving several concrete variables in standardized situations.

·       Ability to read and interpret documents such as safety rules, operating and maintenance instructions and procedure manuals and utilize information appropriately.

·       Must be able to work as a team and be able to work independently as needed.

·       Must be responsive to directives and have commitment to the mission and development of the College.

·       Must be flexible, adaptable and creative.

·       Must have superior organizational skills and be detail oriented.

·       Ability to multitask and meet deadlines.

Maximum Salary

Minimum Salary

Salary : $50,237 - $59,103