Arts and Sciences Manager for Business and Operations
- Employer
- Oberlin College
- Location
- Ohio, United States
- Salary
- Salary Commensurate with experience
- Date posted
- Oct 22, 2020
View more
- Position Type
- Administrative, Academic Affairs, Academic Administration, Business & Administrative Affairs, Business & Administrative Support
- Employment Level
- Administrative
- Employment Type
- Full Time
The Arts and Sciences Manager for Business and Operations is responsible for overseeing all accounting functions in the Arts and Sciences division, working closely with the Finance Office and the Controller’s Office; coordination of facilities issues and improvements, working closely with academic departments and programs; and administrative oversight and coordination of key college committees. This is a full-time, benefits eligible, Administrative and Professional staff position reporting to the Dean of Arts and Sciences or a designee approved by the Dean of Arts and Sciences.
Responsibilities and Job Functions:
Duties/essential functions may include, but not be limited to, the following:
Budget and Finance:
• Preparing the annual divisional operating budget, personnel
budget, and capital budget, including equipment and facilities
maintenance and improvement; assisting department heads in relation
to accounting policies and procedures.
• Monitoring the status of accounts of approximately 35 departments
and programs within the division as well as grants through the
Office of Foundation, Government, and Corporate Grants. Assisting
department heads with budgets and accounting procedures where
needed.
• Managing and reconciling the division’s accounts including
endowed and restricted funds using on-line data from the
campus-wide Banner information system. Keeping records of
divisional encumbrances.
• Managing, auditing, and reconciling requests for payment,
reimbursements, transfers of funds and creation of new and deletion
of old accounts.
• Budgeting and monitoring faculty research funds and project
accounts.
• Developing faculty salary models used in budgeting and
planning.
• Coordinating complex reports, analyses, and projections for the
Dean’s Office.
• Facilitating communications between the Controller’s Office and
departments; working with department chairs and administrative
assistants, as well as other administrative offices in the
College.
• Preparing reports, analyses, and projections for the Dean’s
Office as requested; assisting the Dean and staff with strategic
budget planning and other data analysis.
• Serving as Dean’s designee for approving of purchases, providing
access to financial resources, and making financial and operational
decisions.
Arts and Sciences Operations:
• Participating in capital budget planning, including equipment and
facilities maintenance and improvement.
• Working closely with the Facilities Construction and Facilities
Operations office concerning Arts and Science related building
improvement projects and maintenance including serving as the
A&S representative on the Facilities Committee.
• Working with departments and programs to prioritize needs and
represent the interests of A&S departments and programs.
• Serving as conduit between the Human Resources, the Dean’s
office, and departments reporting to A&S.
• Assigning office space for the division and assisting with
transitions for faculty and staff.• Managing and facilitating
PeopleAdmin hiring process including the job posting, applicant
hiring and hiring proposal.
• Supporting department chairs in the management of administrative
assistants. Providing information and supporting documentation to
the OCOPE union about position changes and attending
monthly union meetings.
• Serving as building manager over multiple academic
buildings.
• Perform related duties as assigned.
Marginal job functions:
Ability to:
• Gather, analyze, modify and implement information for technical
and non-technical users
• Work closely with internal customers and external consultants to
coordinate the successful operation and enhancement of complex
systems
• Work as an effective change agent
• Prioritize diverse tasks and meet deadlines and results
oriented
• Work independently in a self-directed manner
• Detail oriented
Required Qualifications:
• Master’s degree
• Knowledge of budget procedures and computerized accounting,
including creating and working with Oracle databases and enterprise
resource planning (ERP) systems.
• Experience working in an academic department, or similarly
complex environment; demonstrated ability to work with a diverse
constituency; excellent written and verbal communication skills;
ability to work cooperatively and strategically in a team
environment.
• Experience working with unions in an academic setting.
• Knowledge of facilities management including building maintenance
and improvements.
• Strong written and interpersonal communication with the ability
to communicate effectively with all components of the College and
external constituents
• Strong organizational skill
Desired qualifications:
• Familiarity within an Apple OS computing environment, Filemaker Pro, Qualtrics, Blackboard, SGT/Banner, Argos reporting and Oracle database report writers. Experience in an academic institution or similarly complex environment.
Within the range established for this position, salary will be commensurate with qualifications and experience and includes an excellent benefits package.
All applicants will be required to complete an online application, provide a cover letter, resume and list of 3 professional references.
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