Business Unit Administrator III

University of Louisville; United States; On-site; USD 55,000 - 70,000; Full time

Job summary

The University of Louisville's Business Office in the Division of Student Affairs seeks a Business Unit Administrator III to serve as the primary business liaison. This role oversees departmental finances, trains staff on business processes, and prepares annual budget information while tracking revenue and expenses throughout the fiscal year.

The position works closely with Finance, Grants Management, Sponsor Programs, and the Workday HR team.

Qualifications

• Bachelor's degree in a related field and four (4) years of relevant experience or an equivalent combination of education and experience.
• Strong knowledge of budgeting and financial reporting.
• Excellent communication skills and ability to train staff.

Responsibilities

• Prepares monthly division worktag reconciliations in BA and meets university deadlines.
• Oversees department purchasing including procard and travel card transactions; creates journal vouchers.
• Manages Workday Financials activities like travel and expense requests, payments, and requisitions.
• Assists staff learning business processes including Workday Finance requests and procards usage.
• Prepares departmental budgets for review and approval by leadership.
• Monitors revenue and expense actuals; generates budget variance reports.
• Collaborates with HR on payroll and staffing processes.

Education

Bachelor's degree

4 years of relevant experience

Tools

Workday HR/Finance

BA4

Procurement/Card transactions

Job description

Position Description

The Business Office in the Division of Student Affairs is seeking to hire a Business Unit Administrator III. The Business Unit Administrator serves as the primary business liaison between Division department(s) and other departments such as Finance, Grants Management, Sponsor Programs, and the Workday HR team. This position oversees departmental financials, assists in training key administrative staff on new or updated business processes, garners and prepares annual budget information, and tracks revenue and expenses throughout the fiscal year. The Business Unit Administrator also prepares payment requests, requisitions, and invoices and approves procard and divisional account reconciliations. This position plays a key managerial role within the Division's business team, makes independent business decisions and must frequently pivot their focus and efforts to perform duties for competing priorities and work cohesively within a busy business team.

Minimum Requirements

• Bachelor's degree in a related field and four (4) years of relevant experience or an equivalent combination of education and experience. Grade 7 (Salaried)

Essential Duties and Responsibilities

• Prepares monthly Division worktag reconciliations in BA, adhering to strict University deadlines and policies
• Oversees all department purchasing activities including procard and travel card transactions, creates journal vouchers, and manages Workday Financials activities such as travel and expense requests, payment requests, and requisitions
• Assists employees in learning business processes such as submitting Workday Finance requests, using University-issued procards and travel cards, and preparing University deposits
• Prepares departmental budgets for review and approval by business team leadership
• Monitors revenue and expense actuals for budget adherence and generates budget variance reports semi-annually
• Manages department grants in conjunction with the department research team including preparation of required reports, ensuring the principal investigator stays on budget and other tasks related to grant management
• Tracks employee salaries, updates funding sources in Workday, and initiates PETs as necessary
• Collaborates with the Division's HR team and HR Specialist on all divisional HR and payroll activities including creating supporting documentation for staff recruitment, reviewing and approving payroll, and processing salary changes and one-time payments
• Provides training and guidance to staff on University and Division policies and procedures
• Actively participates in department and division meetings
• Serves as a backup to administrative staff and other business team members
• Participates to assist with the execution of Division initiatives such as freshman orientation, Welcome Week, and resident move-in events
• Performs other duties and completes special projects as assigned

Preferred Qualifications

• Bachelor's degree in business or a related field
• Knowledge of accounting principles and general or fund accounting experience
• Excellent knowledge of and proficiency using Microsoft Excel and Word
• Experience using BA4 and Workday HR/Finance
• Excellent written and verbal communication skills
• Self-motivated, focused, detail-oriented, collaborative, and able to prioritize, plan, and execute work tasks in a busy financial department

Work Hours and Location

This is a full-time, exempt position with a 37.5-hour regular workweek. Additional work hours may be required based on department needs, programming, staffing, and/or scheduling. The primary work location for this position is at the Belknap Campus. Occasional overnight travel (for professional development or conferences) may be required.

Employee Benefits

The University of Louisville offers competitive benefits and perks to eligible full-time and part-time employees. Please visit the University of Louisville's Total Rewards webpages for details.

Student Affairs

The Division of Student Affairs encourages candidates to apply who have demonstrated the capacity to create supportive work environments, collaborate effectively on teams, and serve the students we admit and aim to attract.

Compensation will be commensurate to candidate experience.

Equal Employment Opportunity

The University of Louisville is an Equal Employment Opportunity employer. The University strives to provide equal employment opportunity on the basis of merit and without unlawful discrimination on the basis of race, sex, age, color, national origin, ethnicity, creed, religion, disability, genetic information, sexual orientation, gender, gender identity or expression, veteran status, marital status, or pregnancy. In accordance with the Rehabilitation Act of 1973 and the Vietnam Era Veteran Readjustment Act of 1974, the Universit