Business Manager

The Office of the Executive Vice President and Chief Operating Officer is currently seeking a Business Manager to provide exceptional support to several key areas to include the Office of the Executive Vice President and Chief Operating Officer, Organizational Excellence, and Economic Development.  This position will function as member of a larger team of professional staff and will take on a broad array of responsibilities that require a high degree of professionalism, collaboration, initiative, attention to detail and discretion in handling confidential and sensitive information.  Areas of support include administrative, finance, budget, and operations.  This position requires a solid administrative and business/financial background, either gained through work experience or education, allowing them to assume a wide range of duties across multiple areas, including finance, budget, purchasing, and human resources.  This position operates in close collaboration with the Assistant Vice President and Chief of Staff.

What you will do: 

• Perform a variety of professional and operational duties that facilitate the day-to-day operations of the department. Ensure office operations function in a professional and predictable manner.

• Develop and implement accurate, timely, and complete budget and accounting documents, spreadsheets, and templates.

• Support business operations and strategic planning with analysis and recommendations based on data.

• Maintain financial records for department funds, following University and departmental policies and procedures, and maintain all documentation and records to meet audit requirements.

• Operate with the authority to interpret or implement management policies or operating practices.

• Assist and advise Assistant Vice President and Chief of Staff and Chief Operating Officer during annual operating budget development cycle.

• Oversee the preparation of purchase orders and payment vouchers. Ensure that bills are paid promptly so the department complies with the University's requirements. Responsible for resolving any discrepancies with vendors as needed.  Track fund accounts, special projects, or tasks to ensure appropriate entries are made and monitor the account balances.

• Evaluate effectiveness of business systems and processes. Recommend improvements to enhance efficiency.

• Coordinate and participate in a variety of human resources activities including recruitment, writing job descriptions, compensation analysis, employee relations, and answering HR process questions.

• Represent the department on business affairs through a variety of forums.

• Supervise, coordinate, and participate in departmental planning and development activities to ensure smooth and successful support of business operations.

Other duties to consider:

• Actively managing one or more executive/senior staff member’s calendar. This includes monitoring in order to anticipate needs or problems and helping the senior staff member manage their time as appropriate and requested; scheduling and confirming appointments, multi-participant meetings, and worktime; as well as collecting and then provisioning background materials in advance or afterwards as appropriate.

• Arranging business travel. This includes making reservations and conference registrations, preparing travel itineraries with appropriate contact information and directions, as well as processing reimbursements as needed.

• Maintaining paper and electronic documents in a systematic, organized manner for retention and retrieval, with appropriate confidentiality.

• Providing committee support: taking minutes, preparing materials, maintaining documentation & updating reports, proactively planning and scheduling meetings, maintaining participant lists etc.

Required Qualifications:

• Bachelor’s degree and at least 2 years of work experience. Relevant experience may be considered in lieu of a degree.

• A high degree of professionalism and the ability to handle confidential and sensitive issues with tact and discretion is required.

• Ability to record and report financial data clearly and accurately. 

• Demonstrate excellent oral and written communication in a range of venues.

• Ability to clearly construct and present balance sheets, account reconciliations, and financial analysis. 

• Ability to independently interpret information and apply to daily work. 

• Ability to adapt quickly to a multi-faceted and evolving work environment.

Preferred Qualifications:

• Working knowledge of University, state, and federal financial policies and regula