Chief Budgetary & Operations Officer

The School of Business (SB) is seeking highly qualified candidates for their Chief Budgetary & Operations Officer position. The position is currently open and employment will start as soon as possible. The Dean’s Office oversees operation of The SB, which is the 2nd largest academic unit at Portland State University. This is a 12-month, fixed term appointment, unranked, unclassified and excluded from the bargaining unit, and reports directly to the Dean. The Chief Budgetary and Operations Officer manages the operations, financial planning and fiscal activities of The SB. Part of the role includes supervising the SB’s administrative and IT staff. The Chief Budgetary and Operations Officer is also responsible for managing the various SB facilities including space allocation and renovation projects. The SB’s finances are composed of $20M E&G fund and donor funds.

Financial 45%

• Oversee, analyze and monitor SB-related budgets to ensure integrity and overall financial health of The SB, and advise the Dean on budget status and use of funds throughout the year
• Work closely with the Dean and Associate Deans to develop annual budget projections for the Provost, and formulate budget policy and allocation of funds to departments
• Function as key advisor to the Dean around fiscal strategy, operations and the function of The SB, including ongoing evaluation and improvement of operational effectiveness
• Develop, analyze, monitor, and report on annual SB budgets, authorize the expenditures, and advise the Dean on budget status and use of funds throughout the year
• Serve as fiscal liaison with central administration, other campus administrators, chairs, faculty, staff, students, and the general public
• Comply with requests for information and audit process by PSU and OUS entities
• Oversee the preparation of quarterly financial reports
• Provide data and guidance to the Dean and Directors for making expenditure decisions
• Ensure the existence of controls for correct payment and reimbursement processes
• Hold quarterly, or as needed, meetings with Associate Deans and Staff Managers to review financial and operational status and to plan and organize departmental priorities in alignment with overall SB goals
• Ensure adherence to applicable Federal, State, and University policies and procedures
• Oversee Foundation and gift account balances, work with The SB development team, the Dean and Associate Dean of Faculty & Research to ensure donor intent is followed, monitor fund balances, and distribute gift payouts to awardees in a timely manner
• Provide pertinent financial information to Associate Dean of Faculty & Research during faculty recruitment and start-up package negotiations
• Work with Associate Dean of Faculty & Research on review and authorization of faculty travel and use of research-related grants and professional development funds.

Operations 30%

• Serve, along with Dean and Associate Deans, as key member of The SB’s leadership team
• . Responsible for the development, implementation, and improvement of the various systems that allow The SB to operate efficiently and effectively
• Work closely with Deans, Associate Deans and Staff Managers to ensure and maintain the positive flow of work by effectively utilizing available fiscal and space resources
• Work closely with Associate Deans and Staff Managers to review operational status and to plan and organize priorities in alignment with overall SB goals
• Facilitate ongoing training of appropriate staff: budget/finance, personnel, inventory, planning, etc.
• Manage the submission process for setting tuition and fee structure via the central university
• Develop and implement policies, procedures, and controls necessary to carry out operations of The SB
• Research, compile and analyze data for initiative/projects/reports as needed including annual AACSB surveys
• Provide data for Accreditation review; participate in the writing of any AACSB-related reports and annual surveys
• Oversee facility maintenance, upgrades, and renovations
• Advise on hiring processes for academic personnel so that staffing levels are monitored and maintained and to ensure appropriate expectations and motivation exist to fulfill organizational needs
• Participate in developing and implementing policies, procedures, and controls necessary to carry out operations of The SB
• Research, compile, analyze data
• Participate in University committees as well as campus-wide initiatives
• Oversee or engage in special projects as assigned by the Dean

Personnel 20%

• Work with Administrators and Staff Managers to ensure that all steps are followed when hiring new faculty and staff; responsible for working with HR through PeopleAdmin system to complete all work for new hires; issue employment contracts for all faculty, staff, and student workers
• Track and provide correct data regarding adjunct faculty eligibility for all reviews; notify adjuncts eligible for reviews
• Make timely payment of stipends associated with faculty fellowships and professorships, and student scholarships
• Manage the process for allocating faculty offices in consultation with the Associate Dean of Faculty & Research, and with Associate Deans and Staff Managers for allocation of staff offices
• Supervise dean’s office assistant, IT manager, faculty services staff and student workers
• In conjunction with Associate Dean of Faculty & Research, monitor faculty teaching loads in accordance with employment contracts.

Justice, Equity, Diversity & Inclusion 5%

• Research and develop best practices specific to justice, equity, diversity, and inclusion with regard to student success and workplace culture. Utilize best practices and an awareness of institutional barriers, systemic inequities and unconscious bias to make recommendations for updating policies, processes and programs in relation to student recruitment/retention and workplace culture
• Attend training events and activities aligned with School of Business priorities to continue to address racial inequality for Black, Indigenous, and People of Color (BIPOC) and other minoritized groups in relation to student recruitment/retention and workplace culture
• Dedication to a transparent budget and allocation process that includes sharing information and speaking about decisions in everyday language.

Minimum Qualifications

• Master’s degree in Finance, Accounting, or related field
• Significant demonstrated experience managerial/organizational accounting and budgeting work
• Experience managing the diverse and complex fiscal and operational activities of an organization
• High degree of attention to detail and follow through
• Demonstrated experience supervising staff, including directing work, performance management, training, coaching, and giving feedback
• Excellent written and verbal communication skills
• Experience developing small to large budgets (i.e., $25,000 to $20+ million) and the ability to relate these budgets to institutional budgets of 200 million
• Experience understanding the relationship between unit and institutional budget setting
• Evidence of effectively advocating for additional funding for a unit
• Understanding of HR principles/policies/employee relations
• Experience compiling and presenting budgetary and other financial reports
• Excellent skills with Google Suite, Excel, and Word
• Ability to independently analyze data and make recommendations.

Preferred Qualifications

• Experience working in higher education/government environment
• Experience with performance-based budgeting and/or responsibility-based budgeting used in university settings
• Ability to identify process/system improvements and work with others to implement change
• Experience with audits

• Ability to identify process/system improvements and work with others to implement change

• Experience overseeing operations and fiscal aspects of renovation projects and/or purchase of capital assets

The School is AACSB-accredited, has a strong commitment to both research and teaching, and serves over 3,400 students. The School was recently ranked by the Princeton Review as “one of the best universities to major in business,“ and in 2015, Portland State University was ranked by U.S. News and World Report in the top 20 "most innovative" universities in the nation. The university is dispersed over 49 acres of greenspace amidst the cultural and business center of downtown Portland. Portland is a thriving city of natural beauty considered to be a model for livability, environmental stewardship, and new urbanism principles. Portland is consistently ranked as one of the “best places to live” in the U.S., and is located within a 90-minute drive of mountains and the Oregon coast.

Applications are accepted online only. Please apply at https://jobs.hrc.pdx.edu/postings/36064

Initial review of applications begins October 20, 2021. The search will continue until finalists are identified. Questions can be directed to the search committee Chair, Pamela Tierney, at: tierneyp@pdx.edu

Portland State University is an Affirmative Action, Equal Opportunity Institution and welcomes applications from diverse candidates and candidates who support diversity.