Develop and monitor budgets that allocate current resources and estimate future financial requirements for internal and external funds for the University. Provide assistance and advice regarding the preparation of organization and university budgets to departments. Consolidate budgets into operating and capital budget summaries. Monitor and review the budgets to determine if allocated funds are appropriately spent. Review and approve transactions against budgets.
Reports to the Associate Vice President for Academic Affairs (AVPAA). Job responsibilities include but are not limited to the following:
Coordinates and manages all business-related operations for the Office of Academic Affairs, including developing, implementing, and monitoring best practices for the Division. Provides oversight of Division of Academic Affairs budgetary processes, including coordinating and monitoring all AA budgets, allocations to units, and expenditures, as well as reviewing associated paperwork for compliance and preparing and maintaining records; works with the Academic Affairs Budget Analyst to ensure that all associated orgs are regularly tracked and reconciled with Banner. Performs regular data analysis reports and provides recommendations to the AVPAA and Provost for potential enhancements to business practices on an ongoing basis. Monitors all budgetary processes (hiring, faculty and staff promotion, faculty load, class scheduling, travel, and expenditures) across the Division of Academic Affairs for compliance with university and Academic Affairs policies and practices; coordinates the collection of semester reports from the Deans' Offices and prepares summaries for internal and external stakeholders, including performing data analysis as appropriate. Keeps abreast of University policies and procedures, interprets, and serves as a liaison for the Office of Academic Affairs to internal and external constituents on all budgetary matters, including responding to general and specific business-related inquiries; initiates authorized business-related correspondence on behalf of the AVPAA and Provost, as requested. Analyzes current Office of Academic Affairs business policies and practices and makes recommendations to the AVPAA for improvements (e.g., to timelines, forms, and procedures), as needed; communicates current practice to the Deans' Offices. Ensures the timely preparation and processing of all business related paperwork for the Office of Academic Affairs; verifies that vendor services are satisfactorily rendered and invoices are paid in a timely fashion. Mentors other Office of Academic Affairs personnel, as needed, to ensure compliance with office and university procedure and practice.
Compiles historical records and business reports for the Division of Academic Affairs to help guide future financial decisions, including providing data analysis related to patterns of expenditures, hiring practices, etc. Oversees the preparation of all business-related university reports on behalf of the Office of Academic Affairs, including coordinating the gathering of information from across the Colleges and other Academic Affairs units and producing a comprehensive document. Assists the Provost and AVPAA with the annual budget planning process for the Division; prepares end of year summary reports to help guide this process. Assists the AVPAA in preparing comprehensive budget and enrollment reports and comprehensive financial analysis for internal and external stakeholders.
Coordinates the hiring processes for the Division of Academic Affairs, including processing adjunct hires, maintaining electronic records and personnel files for all faculty hires (including conducting the budget review for postings), and reporting all personnel changes to the appropriate on-campus offices and RUSO; maintains accurate budget records for the Division of Academic Affairs on all matters pertaining to faculty salaries. Oversees the adjunct portal, including serving as the primary contact to all offices on related budgetary issues and coordinating the portal entries across units each semester.
Coordinates the tenure and promotion review processes for the Office of Academic Affairs, in conjunction with the AVPAA; works with the AA Budget Analyst to ensure that Banner and PEAFACT are up to date. In conjunction with the Executive Assistant to the Provost, coordinates the IPP process for the Office of Academic Affairs. May serve as timekeeper approver for biweekly, monthly, and student Office of Academic Affairs employees on behalf of the AVPAA; keeps records of faculty leave. Fosters and maintains a collaborative and productive working relationship with other administrative and budgetary personnel across campus that interface with the Office of Academic Affairs on budgetary issues; fulfills requests for information and assistance from the Colleges and other University departments. Represents the Division on university committees with budgetary implications as requested. Performs other related duties as assigned.
Requires a bachelor's degree in accounting, finance or related field that provides knowledge of and exposure to fundamental theories, principles, and concepts. Requires the application of expertise in a chosen field to achieve results. Requires 5+ years of experience with leading planning, including program development and innovation, program prioritization, and assessment. Appropriate profession accomplishments and credentials.
Minimum four years budget, accounting, or financial tracking experience.
Knowledge and ability to apply principles and practices relevant to budget administration. Excellent communication, organizational and records management skills. Must be proficient in Microsoft Office Suite. Excellent computation skills and attention to detail. Must be able to maintain strict confidentiality. Effective judgment, tact, and diplomacy, and discretion in all matters. Strong analytical skills.
Repetitive movement of hands and fingers. Typing and/or writing. Frequent standing, and/or sitting. Occasional walking, stooping, kneeling or crouching. Reach with hands and arms. Visually identify, observe and assess. Ability to communicate with supervisor/students/colleagues. Regular physical attendance required. The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations (in accordance with ADA requirements) may be made, upon request, to enable individuals with disabilities to perform essential functions.