E&S Business Operations and Budget Manager

Description

Job ID

AF9836-0301-1902

Position Classification

FT Administrator

Position Summary

The E&S Business Operations Manager performs business and financial operations for the College of Engineering & Science, including, but not limited to, assisting with budget preparation and management, purchasing, payroll authorizations, creation of contracts, reimbursements, start-up fund support, grant spending support, and reports creation, support for hiring processes, liaising with Facilities, Finance and other university offices. This position also supports faculty, staff, and administrators with financial aspects of grants awarded to faculty and administrators within the College.
 

As with all staff positions in the College, this position also assists in the planning and execution of some college events.

Essential Duties and Responsibilities

Financial Management/Business Operations 

• Execute day-to-day College business/financial activities ensuring spending is appropriate and within budget.
• Create requisitions for creating purchase orders to authorize expenditures in the College. Ensuring that all purchases are in compliance with University policy.
• Improve operational efficiencies.
• Liaise with University’s Finance Office and with external vendors to resolve any issues with payments or financial transactions.
• Manage and process payroll authorizations, stipends, tuition remission, check requests, reimbursements, advances,   etc.
• Work with Grant Post-Award personnel to support faculty, staff, and administrators in the College with processes for grant spending.
• Act as the primary interface between the College of Engineering & Science and the University offices of the Controller, Budget, Purchasing/Accounts Payable, HR, and IT.
• Provide analysis of financial reports. Complete annual salary surveys and reports.
• Maintain College specific written policies and procedures regarding financial and business operations.
• Reconcile P-Card purchases.

Budget Development and Financial Processes Coordination

• In conjunction with the Dean, E&S Department Chairs/Directors, and University Budget Office, develop and oversee the College budget formation for the College’s (currently 11) budget areas.
• Maintain budget oversight for operational and restricted funds within the College.
• Conduct budget status reviews each semester with the Dean and Department Chairs/Directors.
• Review, communicate, provide training and oversee financial/business management practices within the College.
• Track and maintain faculty start-up fund accounts. Provide training on university financial policies and regular communication with these faculty about their start-up funds.
• Work with the University Post-Awards office to assist faculty with managing their grant budgets.
• Advise the Dean on financial/business items needing attention and on improvements for operating efficiency.
• Provide oversight for lab managers purchasing.
• Track and maintain awarded funds to faculty, including start-up funds, UDMPU 11.6 funds, etc. and work with UDMPU on these types of disbursements.

Support the Dean with Building and Personnel Operations

• Train new and current employees with orientation to appropriate financial processes and procedures for the      University and the College.
• Working with Deans Office personnel to assist with reviewing hiring processes and adherence to rules and regulations regarding hires.
• Assist in managing projects and communications with Deans Office and Facilities around project and building issues.
• Assist with budgeting and coordination of events and vendors.
• Collaborate with College leadership on contracts, MOU’s, etc.

 Other Duties as Assigned.

Requirements

Minimum Qualifications

• Education – A college degree or four to eight years of work experience in a related field.
• Experience – Two years to five years (Equivalent combinatin of education and employment).

Preferred Qualifications

• Bachelor’s degree in a relevant area.
• Business background preferred.
• Experience with Ellucian Banner ERP preferred.

Knowledge, Skills, and Abilities

• Demonstrated commitment to contributing to a supportive, diverse work environment.
• Demonstrated proficiency with Excel, including pivot tables, formulas, spreadsheets, and databases.
• Must be technically able to input and extract information from databases and prepare reports.
• Must be discrete, extremely well organized, able to