Budget & Personnel Manager (13954)
The Budget and Personnel Manager supports the development and administration of the Library’s long-term strategic budget and personnel planning. The incumbent assists in the formulation of the operating budget and provides recommendations for allocations and purchases. The incumbent supports personnel development by creating and managing professional development opportunities, managing the recruitment process of staff and faculty, and reporting on workforce data. The incumbent also performs fiscal management of contractual expenses and capital expenditures and manages the accounting of the Library’s service desks. This position also oversees the Financial Operations Specialist and during his or her absence supervises students working in the Administration office.
1. Budget Planning and Coordination
Collaborate with the Director of Administrative Services to develop and manage the Library’s operating budget, gifts and endowment funds, and grants. Provide strategic long-term budget planning. Participate in the formulation of the two-year budget cycles and line-item budgets. Provide strategic allocation and purchasing recommendations. Manage requests for spending the Library’s vacancy savings and gift and endowment funds. Develop and maintain forecasting spreadsheets to track spending related to the Library’s strategic plan goals. Perform reviews and analysis of the Library’s expenditures to advise Director of Administrative Services on budgetary decisions. Respond to general inquiries about university budget policy and procedures.
2. Personnel Development and Administration
Manage professional development requests, including planning and tracking approved spending throughout the fiscal year. Create and encourage workforce development opportunities. Provide an analysis of workforce data including compensation, turnover, retention, promotion, and other personnel-related metrics to the Library’s leadership and for academic library surveys. Execute the Library’s onboarding program and implement orientations for new full-time employees, including library faculty, and part-time professional employees. Coordinate with the Director of Administrative Services to process staff performance-based increases and provide support for the faculty merit process.
3. Recruitment Management
Manage the recruiting process for full-time staff, part-time professional staff, and faculty, including logistics, communication, and recordkeeping. Ensure execution of the University’s best practices for recruiting and hiring a diverse workforce, including providing assistance in reviewing applications. Establish and maintain relationships with hiring managers to anticipate current and future hiring needs. Update position descriptions to advertise job vacancies, and assist with searches for qualified candidates according to relevant job criteria. Coordinate with hiring managers and the Office of Human Resources to update job postings as needed and close out searches when positions are filled. Provide training and coaching to supervisors as needed in the areas of interviewing and search committee functions. Communicate with hiring managers to ensure accurate completion and submission of search closure forms.
Essential Functions (Continued)
4. Fiscal Management
Identify and recommend strategic purchases for the Library. Manage contractual expenses, including lease and maintenance agreements for copiers and printers, and purchase requests for capital expenditures. Work with Procurement & Contracts Department on processing purchase orders and agreements when needed. Process invoices and JE transfers.
5. Accounting and Financial Reporting
Count cash and provide financial support for all operational monies received in exchange for library services. Revenue includes fines, lost books, associate borrowers, interlibrary loan fees, tote bags, Mud Box rent, and Technology Services. Reconcile monies collected daily with accounting sheets. Prepare and process the weekly deposits. Maintain change fund. Record accounting into spreadsheets to document revenue. Reconcile discrepancies with Circulation Services Manager and Technology Services Coordinator. Prepare and submit monthly tax reports for the Treasury Office.
6. Talent Management of Financial Operations Specialist
Hire, train, evaluate and coach the Financial Operations Specialist. Assist with the recruitment, training, and supervision of Administration Office part-time student assistants, continually observing and coaching the assistants and encourage professional development. Approve timesheets in absence of the Financial Operations Specialist.
7. Other duties
Participate in strategic planning and shaping departmental policy. Provide high-level administrative budget and personnel support to the Director of Administrative Services. Prepare periodic reports and participate in establishing and revising departmental policies. Participate in departmental meetings, Library committees, and other projects as needed. Perform other duties as assigned.
- This position supervises 1 full-time staff member, Financial Operations Specialist
Position Type/Expected Hours of Work
- Full time
- Sr. Coordinator/Analyst B
Required Education and Experience
- Bachelor's degree or equivalent
- 4-6 years of relevant experience
Preferred Education and Experience
- Graduate degree in human resources or library science. Experience in a multi-cultural environment preferred
Additional Eligibility Qualifications
- At least four to five years’ experience in budgetary/forecasting, financial management, personnel and supervision
- Demonstrated advanced computer skills to include Microsoft Excel and Word required
- Excellent attention to detail and accuracy
- Excellent written and oral communication skills including interpersonal and collaborative skills
- Ability to handle multiple priorities in a diverse customer service environment
- Project management experience with solid organization and planning skills
- Ability to see tasks through to complete resolution
- Knowledge of Colleague’s financial management system and/or a related financial management system
- Basic Statistical analysis skills required
- Hiring for this position is contingent upon the successful completion of a background check
- Click here to learn about American University's unique benefit options.
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Nearest Major Market: Washington DC
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