Finance and Administration Officer, Office of the Provost

We are seeking a Finance and Administration Officer, Office of The Provost who will provide financial, administrative, and operational leadership to the Office of the Provost. Reporting to the Chief of Staff to the Provost, this role involves consulting on office-wide operations to ensure efficiency, compliance, and a high level of service, as well as providing business process improvement and standardization. The F&A Officer is responsible for fiscal management and planning, human resources, and administrative support systems.

The incumbent oversees financial operations for the unit, including development of annual operating budgets, monthly and fiscal year-end closing, related reporting, and presentation materials for meetings with senior leadership. They will recruit and oversee a new financial manager for the Provost’s Office. The position will also manage HR functions for the office including recruitment and hiring assistance, salary administration, leave management, HR policy implementation, and information dissemination. The role will collaborate with the Chief of Staff in executing the office’s strategic direction, goals and objectives as well as leading strategic transformation efforts through business process improvement and change management.

Specific Duties & Responsibilities

Financial and Administrative Operations

• Oversee all finance and administrative operations, including space/facilities, human resources, and administrative support systems.
• Lead the development of the Provost's office annual operating budget for submission to the University Administration (UA) business office.
• Prepare and present budget proposals to unit and divisional leadership.
• Provide financial analysis and program planning support to the Executive Vice Provosts. Collaborate with the Chief of Staff and Executive Vice Provosts on long-term planning, as well as analysis and resolution of short-term issues. Suggest solutions and implement decisions.
• Responsible for overseeing all financial and reporting aspects of the office, including the budgets of several vice provosts, the central Provost’s Office accounts, and the Provost’s discretionary fund.
• Develop plans and monitor operating funds, as well as minor and major capital submissions for the unit.
• Provide direction and oversite in the process of development, preparation and review of budgets from each of the core offices within the Office of the Provost as well as major projects and programs.
• Perform monthly reconciliations to ensure that transactions are complete and accurate.
• Interpret and review financial data to evaluate financial projections to assist leadership in making overall business decisions.
• Implement quality control and process improvements with regard to overall business process.
• Serve as liaison between the Provost's office, University Administration, and divisional finance staff.
• Ensure compliance with administrative actions including monitoring travel, expense reimbursements, procurement cards, etc.
• Establish and implement best practices for administrative operations across the office.
• Oversee general facilities operations and manage projects, as needed.
• Develop new administrative policies and procedures as needed to ensure smooth operation of the unit. Make recommendations to the Chief of Staff and Executive Vice Provosts in the form of decision options.

Staff Management

• Hire, onboard and manage a financial manager for the Provost’s Office.
• Ensure that new staff are onboarded with policies and procedures and communicate updates and changes in administrative policies as needed.
• Review, approve and monitor invoices, travel reimbursements, shopping carts, and purchase orders on a day-to-day basis in SAP, in accordance with University policies and procedures.
• Initiate non-payroll cost transfers and e-forms.
• Process and approve ISRs and EAs for new and current employees
• Conduct administrative staff meetings, promote cross-training and provide a forum for information exchange.
• Work with senior leadership on strategic planning for future staffing needs.
• Oversee administrative support for the Office of the Provost.
• Provide direction and training on new technology and processes.

Human Resources (HR)

• Work with managers and HR to develop staff job descriptions for new hires, and restructure current job descriptions for reclassifications of staff positions as needed.
• Provide direction and approval for new positions in consultation with the Chief of Staff and Executive Vice Provosts.
• Manage the appointments, promotions, and reappointments of faculty and staff.
• Work clos