Business Administrator II, Registrar's Office

Pay Grade: 31E

Context Of Job

The Office of the University Registrar, as part of the Enrollment Management Team, manages information systems, maintains students’ academic records and provides educational support services for the University community.

Under limited direction from the University Registrar, the Business Administrator II directs and manages the internal operations of the Registrar’s Office, identifies issues of concern, and offers strategic solutions for policies, programs and objectives of the department. The Business Administrator II provides administrative and project-related assistance to the University Registrar in support of the academic and enrollment operations, working independently and exercising initiative and judgement on a regular basis. The Business Administrator II investigates and benchmarks opportunities for cost savings, including evaluating potential efficiencies and synergies within existing and prospective technology service contracts. The Business Administrator II is also responsible for coordinating with Human Resources, the Budget Office, Procurement, and Information Technology to complete necessary processes and paperwork to support personnel and manage financial appropriations. The Business Administrator II assists in prioritizing the meeting schedule and activities of the University Registrar and Associate Vice President for Enrollment Management and facilitates responsive and appropriate information flow between the University Registrar and/or AVP and various constituents, including senior administrators, unit directors, faculty, staff, students, parents, and the public. In addition to primary responsibilities within the Registrar’s Office, this position also provides adjacent operational support to Student Financial Services.

Major Responsibilities

• Responsible for the day-to-day financial, human resources and administrative management of the Office of the University Registrar. Serves as liaison to Human Resources and financial administrative representative for the Registrar’s Office. Coordinates and participates in a variety of human resources activities including employment, labor relations, benefits, training, and classification for unit/department.
• Assist the Registrar and acts independently in absence of Registrar on operational and administrative matters. Coordinates team events and meeting schedules.
• Interpret and communicate UD policies and procedures to faculty, staff, students (current and prospective), parents and the public.
• Maintain the Registrar’s and Associate Vice President’s complex calendars; prioritize and schedule meetings and travel; respond to direct calls to Registrar and escalations from other units, delegate responses to subordinates as appropriate.
• Handle challenging phone calls with patience and tact; independently diffuse tense situations; reconcile the callers’ issues.
• Compose correspondence on behalf of the Registrar on an as-needed basis.
• Track expenses and analyze status of budgets of over $3M.
• Advise the Registrar and Associate Vice President regarding financial requests and needs.
• Ensure compliance with University budget and reconciliation requirements.
• Manage additional grant budgets when necessary.
• Comply with grant reports and expenditure submission policies/procedures.
• Serve as Procurement Card Administrator; support receipts with purchases and reconciling charges, process purchase orders, requisitions, create business expense reports, and allocate purchasing card charges for the Registrar, Associate Vice President, and office staff.
• Process and track payments for subscriptions and the Registrar membership in professional organizations.
• Support staff professional development travel expense approval and reconciliation.
• Coordinate the employment and hiring process for full-time and part-time staff. Schedules telephone and on-site interviews as appropriate with candidates, arranging travel and expense reimbursement when appropriate.
• Prepare administrative forms which may be confidential in nature.
• Provide technical assistance to staff regarding desktop software and University web systems.
• Keep staff informed of policy and procedural changes.
• Collaborate with staff in all DEM (Division of Enrollment Management) offices to help ensure that HR processes (including recruitment, onboarding, off-boarding,
• FMLA, time/attendance, personnel files) are handled consistently across the division.
• Provide pertinent HR information and training; assist with questions regarding HR processes and benefits.
• Assist with preparing future academic calendars for proposal ensuring compliance with all guidelines. Maintain historic academic calendar files.
• Submit approved calendars/dates for posting. Update Registrar website via Adobe Experience Manager.
• Identify, analyze and resolve duplicate ID records in UDSIS; contact other departments regarding information on the records.
• Update records in UDSIS for decedents.
• Manage general office functions such as computer inventory and replacement, inventory and ordering of Registrar’s Office supplies, and maintenance and repairs for unit equipment.
• Manage the Records Retention program of department records and confidential files.
• Assist Registrar’s Office units such as student registration and transfer credit during peak processing periods.
• Provide department-wide customer service to faculty, staff, and students.
• Perform miscellaneous job-related duties as necessary.
  
  

Qualifications

• Bachelor’s degree in business administration, Human Resources or related discipline and five years of job-related experience or equivalent combination of education and experience.
• Skilled in leadership, strategic planning and prioritization, fiscal management, and budget preparation.
• Ability to use advanced techniques in word processing, spreadsheet analysis, database management, presentation software, PeopleSoft Student Administration, and reporting/queries.
• Possess the highest degree of integrity and maturity due to the sensitive confidential nature of personnel and students’ records.
• Possess strong organizational skills, be able to work independently and collaboratively, effectively manage multiple projects and have the ability to analyze and solve problems in a rapidly changing environment.
• Excellent oral, written and customer service skills, and the ability to interact well with people of all ages and diverse backgrounds.
• Knowledge of University of Delaware policies and procedures preferred.
• Ability to use sound judgment to make administrative/procedural decisions, including implementing policies and procedures; ensure compliance.
• Effective analytical and technical skills are required, including the use of financial management systems, relational databases, and other software programs. Ability to generate ad-hoc reports that are meaningful and understandable.
• Ability to edit the content, structure, and format of a range of written material.
• Ability to manage financial and human resources effectively.