Administrative and Budget Support Associate

Position Details

Classification Information

Position Classification Title

Business Services Coordinator

FLSA

Non-Exempt

Position Class

10739

Position Overview

Position Summary

The Administrative and Budget Support Associate for the Office of the Vice Chancellor for Student Affairs (hereafter referred to as the ABS Associate) works closely with divisional leadership to achieve strategic goals. This position assists in the daily administrative operations and fiscal management processes for the Division of Student Affairs. Reporting to the divisional Chief of Staff, the ABS Associate monitors departmental budgets and spending to assure University and System fiscal compliance. The ABS Associate shall compile and distribute fiscal/administrative reports that are geared to keep divisional stakeholders abreast of the current landscape and needs. Operating as primary support personnel for the Office of the Vice Chancellor for Student Affairs and secondary support advocate to subordinate divisional offices, the ABS Associate is an integral success partner. The ABS Associate will be responsible for maintaining current University administrative and financial training to support overall divisional compliance measures.

Primary Function of Organizational Unit

The Division of Student Affairs is responsible for the oversight of non-academic (co-curricular) educational experiences offered to students. These experiences are provided though and by multiple departments that facilitate this learning. Led by the Office of the Vice Chancellor, the Division of Student Affairs is comprised of a team of professionals dedicated to supporting the growth and development of our students throughout their matriculation to actualize professional and personal success

Position Information

Position Number

510262

Competency Level

Working Position Title

Administrative and Budget Support Associate

Building and Room No.

Thompson Center Suite 307

Work Hours: From [time] to [time] on [days] of [week]

Monday-Friday 8 am to 5 pm; unless otherwise required

Hours per week

40

Months per year

12

Appointment Type

Permanent Full-Time

If Time Limited.

No

Appointment Length.

12

DHR Assigned Fields

FTE

1

Requirements and Preferences

Position required to work during periods of adverse weather or other emergencies

Position required to work On-Call/Emergency Callback

No

Minimum Experience/Education

Bachelor’s degree in business administration or a related discipline; or an equivalent combination of training and experience. All degrees must be
received from appropriately accredited institutions.

Preferred Years Experience, Skills, Training, Education

Bachelor’s degree in business administration or accounting with minimum of two years’ experience in comparable collegiate environment working with departmental budgets; or Associate’s degree in business administration or accounting and three years’ experience in comparable collegiate environment working with departmental budgets.

Required License or Certification

Valid US Driver's License

No

Commercial Driver's License Required

No

Physical Required

No

List any other medical/drug tests required

Posting Details

Posting Details

Posting Number

SPA00959P

Internal Posting Only

No

Time Limited Position

No

Appointment Length

Salary

43,328.00-52,000 (GN07)

Open Date

10/31/2024

Close Date

11/22/2024

Open Until Filled

No

Special Instructions Summary

Please Note: A criminal background check will be conducted on candidate finalist prior to the offer of employment.

If no applicants apply who meet the required competency and T&E requirements, then management may consider other applicants. Salary would be determined based on competencies, equity, budget, and market considerations.

Resumes will not be accepted in lieu of completing an electronic application. The application must be competed in full detail (including work history) for your qualifications to be considered.

Failure to complete the application completely may result in you not being considered for the vacant position.

Your application for the position will not be complete until you receive an online confirmation number at the end of the process of applying for a position.

Key Responsibilities and Related Competencies

Key Responsibilities and Related Competencies

Competency

Knowledge - Professional

Describe the specific job duties related to this competency

20% Knowledge – Professional
The ABS Associate shall demonstrate an understanding and awareness of University and divisional policies and procedures; ability to demonstrate and apply this knowledge in performance of office support tasks; ability to explain and interpret information to campus stakeholders with a high-level of customer service and care. Understand processes and procedures and is able to apply this knowledge in problem solving and responding to most questions and inquiries. Maintain current University administrative and financial training to assure personal and divisional compliance with University/System processes, protocols and procedures. Use administrative and fiscal knowledge to interface with other offices and organizations to further divisional strategic goals

Percentage Of Time

20%

Competency

Financial Management - Budget

Describe the specific job duties related to this competency

40% Financial Management
The ABS Associate shall monitor and reconcile departmental budgets with the ability to track expenditures. Serve as primary administrative and budget support for Office of the Vice Chancellor and secondary advocate for subordinate departments if needed. Process administrative paperwork as required to include but not limited to purchase orders, requests for payments, credit card transactions, budget revisions and interdepartmental transfers and contracts. Compile and distributes administrative and financial reports to keep divisional stakeholders abreast of operational landscape and needs. Gather, select and compile clerical and statistical data of spending as needed. Work closely with Chief of Staff and Vice Chancellor to achieve strategic goals.

Percentage Of Time

40%

Competency

Coordination - Work

Describe the specific job duties related to this competency

10% Coordination-Work
The ABS Associate shall work collaboratively within the Division of Student Affairs and other University stakeholders to achieve strategic goals. Plan and facilitates the support activities of Student Affairs in alignment with articulated priorities. Coordinate with constituencies both on and off campus to complete tasks with the highest level of customer service.



Percentage Of Time

10%

Competency

Communication

Describe the specific job duties related to this competency

20% Communication
The ABS Associate shall utilize high-level, professional, written and verbal communication skills during service delivery. Compose written communication with guidance using divisional standard formats. Compose correspondence and reports involving operational procedures, directives or data for campus stakeholders as needed. Serve as liaison with departments, campus partners and vendors when questions of payment and/or delivery of services arise; Respond to questions/issues that deviate from standard operating procedures by determining and consulting appropriate resources such as policies, manuals or staff. Respond to requests for information. Contact appropriate stakeholders to provide or obtain information.

Percentage Of Time

20%

Competency

Information/Records Administration

Describe the specific job duties related to this competency

10% Information/Records Administration
The ABS Associate shall record, compile and summarize data using recommended formats and operating procedures. Compile and organizes information from different sources (Banner, Labor Distributions, Web Focus Reports, SU Express, Works etc.) to develop reports and data as needed.

Percentage Of Time

10%
Supplemental Questions

Required fields are indicated with an asterisk (*).

1. How did you hear about this employment opportunity?
   • Public Job Posting
   • Internal Job Posting
   • Agency Referral
   • Advertisement/Publication
   • Personal Referral
   • Website
   • Other

Applicant Document
Required Documents

1. Resume
2. Cover Letter
3. Letter of Recommendation 1
4. High School Diploma/G.E.D.
5. References List

Optional Documents