Director, Finance and Administration (12576)

Summary/Objective

Reporting to the Associate Vice Provost for Academic Administration, this position is responsible for the day to day financial and administrative functions within the Office of the Provost and Academic Affairs, ensuring compliance with University policies and procedures. Incumbent ensures that all allocations and funds for strategic goals and initiatives are properly disbursed and accounted for. In addition, incumbent processes all financial and personnel actions for the Provost Office. This position provides technology assistance in using enterprise and office software. The incumbent manages the creation of financial reports from BI and Datatel, administration and compliance related to the MOA process, and a variety of other administrative matters. The position requires minimal supervision, self direction, and the ability to work collaboratively with project teams across campus.

Essential Functions

1. Financial and Budget Management: Academic Affairs division

Provides advice and technical assistance to unit budget managers in the monitoring and tracking of the Academic Affairs annual revenue budget of over $400m and expense budget of over $300m. Works in conjunction with the AVPAA in managing budgetary activities throughout the year and provides guidance to all units in the Academic Affairs division in promoting fiscal responsibility and balanced budgets. Assists in managing the two-year budget cycle processes for the Academic Affairs division; examines budget proposals for completeness, accuracy and conformance with University policies and procedures. Manages the expenditure budgets for the Provost Office, the Provost’s Central accounts and the Strategic Initiatives as approved by the Board, approves invoices under $10K and prepares and manages procurement agreements for the office. This position processes and tracks budget changes, journal entries, and financial accounting activities required by the office. This position leads the annual budget line item process for the Academic Affairs division. Prepares year-end and variance reports on the performance of all units within the division. This person is the office financial manager in dealing with vendors and outside organizations, and approves Corporate Purchasing Card transactions for 8 unit managers. The position provides financial and budget management and transaction support to non-school units reporting to the Provost, including the Dean of Graduate Studies, Vice Provost/Chief Online Officer, Vice Provost for Research, Office of the University Registrar, AU Central, Dean of Faculty/Deputy Provost and other units as needed.

2. Administration

Works with the Associate Vice Provost for Academic Administration in providing leadership and guidance for administrative service units reporting to the Provost. Consults with departments on policy questions and concerns and assists them with resolution, and assists with revisions to policy. Support departments with resource allocations to ensure optimum efficiencies. Provide financial, personnel and policy guidance and support to the Dean for Graduate Studies, Vice Provost for Research and other Deans or reporting units as needed. Manages the MOA routing and approval process within the Office of the Provost for Academic Affairs. This will entail ensuring that appropriate signatures and reviews occur in a timely fashion, coordinate with units, and ensure that executed agreements are filed and disseminated as appropriate.

Essential Functions (Continued)

3. Technical Function & Training

Using high-level quantitative, analytical and computer skills, this position develops and maintains information and records to support the management of the Provost’s budget, personnel and other activities. The Manager of Finance and Administration, Academic Affairs is the designated Datatel and Business Intelligence specialist in the Provost’s Office and is responsible for running reports and generating queries to the enterprise financial system. This position trains the Provost’s staff and other units as requested on Datatel Colleague, Business Intelligence, and new technologies as needed. Provides budgetary training and policy and procedural guidance to new budget administrators including Assistant Deans and Directors for Budget within Academic Affairs and regularly addresses questions from staff within Academic Affairs. This position also provides general technological support for the Provost, Vice Provosts and the Dean of Faculty and Deputy Provost.

4. Human Resource and Liaison function.

Assist in conducting Human Resource functions for the Provost Office, including position funding analysis, and management of the annual staff merit process for the Academic Affairs division. Assists DAA staff in the faculty merit process, as needed. Incumbent liaises with HR on personnel and policy matters, initiates e-actions for any unit in Academic Affairs, and approves timesheets for staff, as needed. Identify problem areas where budget is insufficient to cover projected compensation and ensures appropriate resolution. This position follows up on questionable transactions to ensure compliance with University policies and procedures.

5. Other Duties as Assigned

This position may be asked to manage ad-hoc projects under the Office of the Provost, serve on working groups and task forces as required, or represent the Associate Vice Provost in meetings as needed.

Work Environment

This position reports directly to the Associate Vice Provost for Academic Administration (AVPAA). This position communicates regularly with the University Budget Office, Office of Risk Management, Office of Information Technology, Office of Sponsored Programs, Controller’s Office and other offices. This position is the point person for the Vice Provost for Academic Administration in the absence of the Associate Vice Provost. The position works regularly with the Assistant/Associate Deans and/or budget administrators within Academic Affairs and has a high degree of autonomy.

Position Type/Expected Hours of Work

• Full time
• Exempt
• Team Leader/Consultant B

Position’s Required Presence (subject to change due to the University’s operating status)

• Allow for full telework

Required Education and Experience

• Bachelor’s degree in Business Administration, Finance or Accounting
• Minimum of 7-8 years related experience or education.
• Must have flexibility and sound judgment with demonstrated adaptability, must be able to handle confidential and sensitive information.
• Excellent analytical skills and highly developed capabilities with computing software, especially spreadsheets and databases.
• Must have advanced functionality in Microsoft Office Suite of software.
• Must be extremely organized and have excellent written and oral communication skills.
• Able to work well under pressure, in project teams, multi-task and prioritize work load, handle difficult situations and interact with senior leadership as well as general constituency.
• A very high level of discretion is required from this position due to exposure and access to highly confidential and sensitive information within the Provost office.
• The incumbent must have excellent communication and interpersonal skills in dealing with high level officials of the university.

Preferred Education and Experience

• Masters’ degree
• Knowledge of academic affairs and issues confronting higher education

Additional Eligibility Qualifications

• Hiring for this position is contingent upon the successful completion of a background check

Benefits

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