Business Officer

North Carolina State University, United States

Updated: 3 months ago
Location: Raleigh, NORTH CAROLINA
Deadline: ;

Posting Details
Posting Information


Posting Number PG192997EP
Internal Recruitment No
Working Title Business Officer
Anticipated Hiring Range Commensurate with experience and credentials ($58,000 - $60,000)
Work Schedule 40 hours a week with options for a flexible and hybrid work schedule
Job Location Raleigh, NC
Department Communication
About the Department
The Department of Communication serves approximately 600 undergraduate majors and 100 minors in Science Communication. We also serve nearly 100 graduate students in our Master of Science and interdisciplinary doctoral program in Communication, Rhetoric and Digital Media (in collaboration with the Department of English). We have 18 tenure track faculty and ten full-time professional track faculty. We are part of the College of Humanities and Social Sciences and located in the Research Triangle Area, in Raleigh, North Carolina.
Essential Job Duties
The Business Officer manages the business and financial operations of the department, facilitating and complementing the Department Head’s leadership and objectives. This position reports directly to the Department Head, with a dotted line report to the Assistant Dean for Financial Administration and the Assistant Dean for Human Resources Administration.
A thorough understanding of accounting, budget management, human resources, and staff coordination principles is required to perform this function successfully. The Business Officer works independently, with a high degree of accuracy and minimal supervision, and is accountable for the functional areas within their responsibility, which includes the management and execution of a variety of finance, human resource, and administrative tasks accomplished either directly or through the administrative staff. This position coordinates and collaborates with three other staff positions.
Primary Finance responsibilities of the Business Officer:
  • Initiate, manage, reconcile, and report all non-sponsored projects accounts, financial transactions and data; applying specialized financial knowledge and reporting tools, to support faculty, department head, and college needs.
  • Update and reconcile the spending plan on a monthly basis and meet with department administration and the Assistant Dean of Finance & Administration on a routine basis to review the plan.
  • Develop and monitor the department’s budgets for state appropriations, appropriated receipts, ETF, F&A, gift, and trust resources, which includes analyzing data to support budget forecasts, conducting variance analysis, ensuring compliance, completeness and accuracy;
  • Serve as departmental point of contact, reviewer, and liaison with college Financial Services (or Research Office for sponsored projects) for all procurement processes including acquiring and paying for goods and services via use of MarketPlace, purchasing cards, purchasing contracts, independent contractors, invoices, requisitions, personal reimbursements, honoraria, dual employment, and IDTs.
  • Provide significant guidance to the Head (and department administrative team where relevant) in strategically planning for the effective and efficient use of department resources.
  • Provide account guidance to faculty and department leadership.
  • Responsible for coordinating with the college research office on activity that impacts both sponsored projects and other funding sources within the department.


Primary Human Resource responsibilities of the Business Officer:
  • Serve as the department HR point of contact, reviewer, and liaison with College HR services and manage the recruiting, hiring, separation, additional jobs, administrative stipends, and position changes for EHRA Faculty, EHRA Non Faculty, Post Doc, SHRA employees, Graduate Assistants, student workers, temporary employees, and no pays.
  • Provide oversight and serve as knowledge resource for staff members who process student and non student HR transactions.
  • Enters additional compensation actions in the HR system and submits all other HR requests to the College HR Consultant via an internal request system using relevant forms.
  • Interpret, disseminate, and enforce federal, state, college, university, and departmental finance, human resource, and administrative policies, procedures, rules, and regulations.

Primary Administrative responsibilities of the Business Officer:
  • Develop, implement, and manage department standard operating procedures and policies, ensuring compliance and meeting the diverse needs of the department.
  • Ensure the continuity of business functions during staff absences or position vacancies, directly or through the reassignment of administrative staff.
  • Provide general support for faculty, answering all business service related questions and responding efficiently to their needs.
  • Assist employee onboarding by providing resources for orientations, benefits, ID cards, parking, office assignments, and telecommunication needs.
  • Coordinate with the appropriate offices on employee separation/offboarding by ensuring equipment is properly returned, separating employees have access to necessary offboarding information, etc.
  • Provide support for department conferences, events, and/or seminars by helping the coordinators organize the events, follow university spending guidelines, arrange travel for guest speakers (airfare, hotel, ground transportation, honorarium), order supplies/materials, reserve/rent rooms, and coordinate building access for nights/weekends.
  • The business officer serves as the primary point of contact for the yearly CAMS inventory process (tracking and updating any capital assets owned by the department).
  • Coordinate with college IT group for purchases of necessary IT equipment while also complying college’s equipment lifecycle processes.
  • Coordinate with department head to ensure proper space assignments, complying with college space guidelines. Report space assignment changes to college’s facilities director to ensure data is updated across necessary university systems.
Other Responsibilities
Other duties as assigned.

Qualifications


Minimum Education and Experience
Require post-baccalaureate credentials plus 1-2 years experience; a bachelor’s degree and 2-4 years experience may be substituted for the advanced degree on an exceptional basis.
Other Required Qualifications
  • Demonstrated knowledge of, as well as the ability and continual desire to learn, federal, state, and university policies, procedures, and regulations. Experience in developing and implementing policies.
  • Demonstrated ability to maintain attention to detail, prioritize and meet deadlines, and handle confidential matters accurately and discretely.
  • Demonstrated ability to work independently with a high degree of accuracy, minimal supervision, and take ownership of the functional areas within their responsibility.
  • Demonstrated ability to serve as a collegial and engaged member of both departmental and college wide teams in order to achieve departmental level as well as college-wide initiatives and tasks.
  • Demonstrated decision-making and problem-solving abilities that include identifying non-routine problems, formulating plans, and implementing solutions.
  • Demonstrated commitment to best practices in all business operations. Strong accounting experience with the ability to effectively manage budgets, process and monitor financial transactions and reconcile finances.
  • Demonstrated responsibility for human resource and administrative functions.
  • Excellent oral, written, and interpersonal skills; Demonstrated management, analytical, organizational, and planning skills.
  • Demonstrated capacity for leadership, teamwork, and initiative.
  • Demonstrated experience with Google Suite, Microsoft Excel, Word, PowerPoint.
  • Demonstrated experience with position, finance, and employee management systems.
Preferred Qualifications
  • Experience working in a higher education environment.
  • Experience working with PeopleSoft Financial and Human Resource Systems.
  • BA/BS degree (or suitable combination of business administration education and experience).
Required License(s) or Certification(s)
n/a
Valid NC Driver's License required No
Commercial Driver's License required No

Recruitment Dates and Special Instructions


Job Open Date 11/10/2023
Anticipated Close Date Open until filled
Special Instructions to Applicants
Applicants should submit a resume, cover letter, and names and complete contact information of three (3) professional references, including email addresses and phone numbers.

Position Details


Position Number 00101572
Position Type EHRA Non-Faculty
Full Time Equivalent (FTE) (1.0 = 40 hours/week) 1.00
Appointment 12 Month Recurring
Mandatory Designation - Adverse Weather Non Mandatory - Adverse Weather
Mandatory Designation - Emergency Events Non Mandatory - Emergency Event
Department ID 160701 - Communication
AA/EEO
NC State University is an equal opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, gender identity, age, sexual orientation, genetic information, status as an individual with a disability, or status as a protected veteran. Individuals with disabilities requiring disability-related accommodations in the application and interview process are welcome to contact 919-515-3148 to speak with a representative at the Office of Institutional Equity and Diversity.
If you have general questions about the application process, you may contact Human Resources at (919) 515-2135 or [email protected] .
Final candidates are subject to criminal & sex offender background checks. Some vacancies also require credit or motor vehicle checks. Degree(s) must be obtained prior to start date in order to meet qualifications and receive credit.
NC State University participates in E-Verify. Federal law requires all employers to verify the identity and employment eligibility of all persons hired to work in the United States.

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