Coordinator Budget & Finance School of Arts & Design - School of the Arts & Design-Music

TITLE

Coordinator, Budget & Finance for the School of Arts & Design

JOB SUMMARY 

Provides high-level professional support for budget and administrative operations within the School of the Arts & Design. Acts as the first point of contact for the Division of Music by greeting visitors and answering the main phone line. Responsibilities include the management of daily financial activities and support for business operations. Prepares and maintains financial records, including monthly reports, budget requests, and formal revisions; ensures compliance with university, state, and federal policies. Oversees travel, purchasing, payroll, and grant-related processes. Assists with the development and interpretation of policies and procedures related to business functions. Serves as a key resource for staff across the school, providing guidance on budgetary and personnel processes. Performs administrative tasks requiring independent judgment, initiative, and familiarity with both School-level and University-wide operations. Work is performed under general supervision and evaluated based on the effective completion of assignments and adherence to university policies and procedures.

ORGANIZATIONAL RELATIONSHIPS

Reports to:      Director, School of the Arts & Design and Head, Division of Music   

Supervises:     May supervise clerical employees and Student Assistants  

ESSENTIAL DUTIES - May include, but not limited to the following:

• Manages daily financial activities within the School of the Arts & Design, including procurement, purchasing, requisitions, and travel; ensures compliance with university policies and procedures, state, and federal regulations.

• Manages accounts under the management of the Director.

• Prepares, in conjunction with the Director, budget requests, operating budgets, and formal budget revisions as required.

• Designs and implements template for monthly budget reports in conjunction with the Director; coordinates internal budget management documents with the automated financial reporting systems of the university.

• Prepares monthly budget reports and maintains them in an accessible location for School records.

• Coordinates School of the Arts & Design Faculty Enhancement Grants.

• Prepares Higher Education Funding (HEF) requests.

• Posts accounting information; prepares summary reports and projections.

• Assists Administrative Assistants and Business Managers within the five divisions of the School of the Arts & Design with budgetary management as needed.

• Serves as the first point of contact for visitors in the Music office.

• Answers the Music phone line and email address and directs inquiries as appropriate.

• Initiates and coordinates the clerical and secretarial functions required in effective implementation of administrative policies of an administrative unit.

• Assists in development and interpretation of policy and procedure for business-related functions.

• Prepares accurately and timely all personnel and payroll-related forms, periodic reports, and office schedules.

• Prepares letters, reports, forms, and other materials from notes, rough drafts, or dictation.

• Maintains confidential records and central personnel files for the department.

• Advises departmental personnel of current State of Texas policies and procedures prior to travel.

• Assembles and organizes materials used by the supervisor in completing work assignments.

• Relieves immediate supervisor of many contacts requiring interpretation of policy and procedures.

• Performs specialized functions or work of a difficult and demanding nature.

ADDITIONAL DUTIES

• Performs other duties as requested.

• Working knowledge of office practices and methods.

• Ability to perform mathematical calculations and/or verify information accurately.

• Ability to coordinate work with other employees, providing direct instruction or s