Capital Projects Budget Analyst

Title: Capital Projects Budget Analyst

Position Purpose:

The Capital Projects Budget Analyst position is responsible for managing, analyzing and auditing the college’s multi-year and annual capital budgets, assisting the Director of Capital Planning and Construction in employing strategic financial concepts in managing capital budgets, construction project budgets and budget forecasts. This hands-on position provides direct support for an increasingly diverse Bates College community utilizing excellent customer service skills. Works collectively with the Director of Capital Planning and Construction and Facility Services teams ensuring that invoices and expenses are accurately mapped to those budgets in financial systems and reporting, data development and analysis, and improvement and alignment with available technology. The Capital Project Budget Analyst serves as the primary financial data and reporting role across projects for the Director of Capital Planning and Construction, and serves as liaison for required support from the Financial Offices. Produces confidential correspondence and recurring reports on a regular basis. Duties include comprehensive capital budget responsibilities and oversight of the department’s procurement, and contract administration processes. Provides administrative assistance in all facets of the Director’s area of responsibility. Serves as front-line communication and reference source.

The Facility Services (FS) department is a service provider comprised of Facility Services Operations (FSO) and Facility Services Capital Planning and Construction (CPC). FSO and CPC are responsible for the planning, renovation, maintenance, and repair of college buildings and facilities. This position is situated in the CPC side of Facility Services.

Job Duties:

● Responsible for researching, compiling, and maintaining various resource databases to be used by the Director for strategic planning and decisions related to facility improvements and capital planning. Compile and disseminate information to inform and educate college personnel on the policies and procedures related to services provided by Capital Planning and Construction.

● Assures equity, inclusion, access, and anti-racism as central to their work and the delivery of services to faculty, staff, and students.

● Administers and oversees the Multiyear Capital Budget Request Database ensuring requests are created and documented according to departmental guidelines. Monitor and direct staff on the correct creation and documentation of each Project Request.

● Administers and oversees the Annual Capital Budget Project Update Report ensuring reconciliation between individual Capital Budget Books and actual project costs reflected in Bates’ Enterprise Resource Planning (ERP) and accounting program (Banner), developing monthly summaries and variance reports.

● Administers day-to-day operations in Banner Finance modules to ensure timely and correct processes surrounding requisitioning, purchasing, and accounts payable. Activities include evaluating and entering purchase order requests, change orders, or other procurement actions; scanning and indexing copies of approved vendor invoices, creating invoice records and routing for approval, and other related accounts payable functions.

● Administers and oversees individual Capital Budget Books ensuring budgets are created, documented, and maintained according to departmental guidelines. Track progress against budgets and report on that progress to the Director of Capital Planning and Construction. Monitor and direct staff and project managers on the correct budget book creation, links, and daily maintenance.

● Administers and oversees the Historic Capital Project Database ensuring data entry is complete and accurate for all projects. Monitor and direct staff on the proper entries linkages to other databases and daily maintenance. Extracts and develops reports annually and as necessary for data such as historical project cost by project type, by location, by Project Manager, % fees, accreditation related data, grant reporting, etc.

● Analyzes and evaluates Capital Budget management control and departmental business processes to identify areas for improvement. Seeks staff input, recommends, and helps implement new Capital Budget management work control, workflow, and business process improvements to enable efficient and effective delivery of data. Develops documentation of process improvements including proposed policy, new work control, and workflow guidelines, and standard operating procedures. Provides training to all FS staff as needed on new procedures to facilitate standardization and collaboration across the department. Provides content, information, and customer-facing presentations as needed on departmental practices and updates for various customer groups regarding Capital Budgets.

● Extracts data and develops reports for annual, weekly, monthly, and ad hoc reports such as the weekly Capital Project Update Report, Annual Capital Budget Request Report, Historic Capital Project Data Report, Annual FS Business Report, Inventory Report, Deferred Maintenance Report, and Capital Project requests.

● Provides administrative oversight of department Operations budgets specific to Capital Projects, including but not limited to 7503-9010 – Outside Consulting Services, including monthly reconciliations, accounts payable, and procurement services provided by project management staff. Ensures appropriate costs are recorded in the budget books by staff. Interacts with Work Control and IT Systems Manager, fund managers, and accounting as needed for any FS Capital and Operations budget questions or reconciliation issues. Working in collaboration with Work Control and IT Systems Manager make recommendations on the budget alignment of funds and resource requests during the annual budget development process.

● Leads the development, implementation, maintenance, and documentation of policies and procedures for ensuring the security and integrity of the department’s capital budget and project data. Supervises record keeping, filing systems, and project closeouts for multiple capital projects.

● Establishes standards, requirements, specifications, and guidelines that provide operational guidance to Project Managers and consistency with regard to data management; builds templates, workflows, and other resources that facilitate the efficient and consistent alignment of budget data with business practices. Acts as the gatekeeper to ensure projects do not exceed the budget. Reviews all requisitions and change orders for accuracy and completeness including review of all lien waivers.

● Responsible for education and training current, and new personnel on departmental guidelines and procedures including proper processing procedures for project requests, conceptual project estimate development, approved project number assignment and budget book development, agreements, monthly project update memos, change management, invoicing, filing, etc.

● Participate in appropriate professional development opportunities to continually maintain and advance necessary skills related to this position. Conduct other duties as assigned to support the success of the Facility Services department and the College’s mission.

Minimum Qualifications:


● Associate’s degree required.
● Bachelor’s preferred.
● An equivalent combination of education and experience considered.
● Banner experience is highly desirable.


• 3+ years of experience in accounting, finance business administration, construction management, project management, computer technology, or other construction-related disciplines.
● Strong experience in analyzing, preparing, and reconciling budget and data reports.
● Experience and knowledge of the construction industry.
● Experience with or general knowledge of relational database management systems and integrated information systems.
● Experience in the development of technical reports, spreadsheets, and databases.
● Experience in organizing and maintaining record-keeping and filing systems to support day-to-day business processes.
● Familiarity with facility operations, maintenance, and repairs, and capital project business functions highly desirable.
● Ability to maintain confidentiality in the performance of duties.

Skills and Knowledge

● Excellent communication (written, verbal, and presentation) skills.
● Strong presentation skills and ability to develop dynamic presentations.
● Excellent analytical and problem-solving skills; ability to synthesize complex or diverse information.
● Ability to work independently and handle multiple priorities with minimal supervision.
● Ability to coordinate, manage, lead and participate in meetings, workshops, etc. in support of business processes.
● Impeccable organizational (time, task, project management) skills.
● Strong interpersonal skills with the ability to develop and maintain collegial relationships. Must be flexible, collaborative, and have a positive attitude.
● Proficiency in basic data management systems and basic computer applications (e.g., Word, Excel, PowerPoint).
● Willingness and ability to learn additional applications as needed.
● Ability and willingness to travel (by car, air, train, or bus) domestically and internationally as needed.
● Ability and willingness to work weekends, evenings, and other non-traditional schedules.
● Personal commitment to excellence and the mission of a top-tier small liberal arts college.
● Demonstrated commitment to practices in equity, inclusion, access, and anti-racism and to serving the needs of a culturally and educationally diverse and inclusive community with diplomacy and tact.


Bates College offers competitive salaries, excellent benefits (health, dental, sick leave, 24 days of vacation, 2 personal days, 12 paid holidays, dependent care subsidy, free parking, access to library and athletic facilities & more), and a supportive, collegial environment in a drug- and smoke-free workplace.

Equal Employment Opportunity Statement:

Bates College is committed to the principle of equal opportunity and providing an educational and work environment free from discrimination. The college prohibits discrimination on the basis of race, color, national or ethnic origin, religion, sex, sexual orientation, gender identity or gender expression, age, disability, genetic information or veteran status and other legally protected statuses in the recruitment and admission of its students, in the administration of its education policies and programs, or in the recruitment of its faculty and staff. Bates College adheres to all applicable state and federal equal opportunity laws and regulations. All college faculty, staff, students, contractors, visitors, and volunteers are responsible for understanding and complying with the Non-Discrimination Policy.

Inquiries concerning the college’s policies, compliance with applicable laws, statutes, and regulations (such as Title VII, Title IX, and ADA/Section 504), and complaints may be directed to Gwen Lexow, Title IX Officer, 207-786-6445 or via email at .

About Bates:

Bates is internationally recognized as a leading liberal arts college, attracting 2,000 students from across the U.S. and around the world.

Since 1855, Bates has been dedicated to educating the whole person through creative and rigorous scholarship in a collaborative residential community. Committed to opportunity and excellence, Bates has always admitted students without regard to gender, race, religion, or national origin.

Cultivating intellectual discovery and informed civic action, Bates prepares leaders sustained by a love of learning and zeal for responsible stewardship of the wider world. Bates engages the forces — intellectual trends, demographic changes, and technology — that are transforming higher education and the world into which our students graduate.

Bates has highly competitive admissions, graduates over 90 percent of its entering students, and more than half of its alumni earn graduate degrees. Bates employs 200 faculty members and 550 staff.

The college is proud of deep roots in the Lewiston/Auburn community, Maine’s second-largest urban area with a population of approximately 65,000. Bates is located on a beautiful, 133-acre, traditional New England campus in Lewiston, an emerging city with an entrepreneurial climate, a lively arts scene, and a dynamic business community. Bates is 35 miles north of Portland, 140 miles north of Boston, and 350 miles north of New York City.


Advertised: Feb 25 2021 Eastern Standard Time
Applications close:

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