Senior Budget Support Coordinator

About the role

Assist the Assistant Director of Budget Management, Academic Affairs by providing administrative, financial, and budget support across units in Academic Affairs on behalf of the Dean of Faculty.

Responsibilities

• Process faculty and student reimbursements, supplier invoices, journal entries, and faculty stipends.
• Support faculty by providing current research and travel account balances.
• Review faculty receipts for research and travel reimbursements and process faculty expense reports according to college policies.
• Monitor and reimburse expenditures for faculty contracts, as applicable, for start-up funds, relocation, and research.
• Work with the Treasurer’s Office for tracking, budgeting, and expiration or extension of funds.
• Administer endowed chairs accounts, other faculty research awards, and travel funds.
• Provide support and train Academic Affairs departments to create and approve supplier invoices, expense reports, create supplier requests, run budget reports, and other tasks as needed.
• Monitor various accounts across units in Academic Affairs and Dean of Faculty.
• Reconcile various budgets with expenditures.
• Collaborate with the Finance Office and other Academic Affairs Offices for budget planning, tracking expenditures and reconciliations, and year-end budget close procedures and deadlines.
• Provide administrative support and serve on the review committee for the Dean of Faculty’s Office research awards for faculty and students.
• Coordinate meeting logistics, prepare, and upload documentation for review committee for faculty and student research awards.
• Distribute various faculty and student research award letters.
• Track expenses and Process reimbursements.
• Audit and reconcile budget with expenditures for various accounts.
• Operate as a point of contact and Budget Facilitator for Academic Affairs units and the Treasurer’s Office throughout the annual Budget process.
• Provide Support for Student Employment Budgets to units across Academic Affairs and Dean of Faculty.
• Serve on the Student Employment Working Group Committee.
• Collaborate with HR and Payroll to assist and answer questions related to hiring of student workers and reconcile Academic Affairs student employment budgets with expenditures.
• Facilitate Student Conference Travel and Research awards and process reimbursements.
• Monitor awards and spending from various endowed accounts awarded by college committees (e.g., TLCLC, RJI, etc.).
• Process reimbursements of awards given.
• Track expenses, reconciling budgets with expenditures.
• Provide award letters and event advertising for various endowed accounts as support for reporting expenditures to the Office of Advancement.
• Provide administrative support and assist with management of faculty-related grants and awards made to Academic Affairs units, including providing budgetary oversight of academic event programming on campus.
• Manage DOF Budget Outlook account.
• Collaborate with the Assistant Director of Budget Management, Academic Affairs, to implement process improvements and streamline business operations.
• Create and help develop SOP’s (standard operating procedures) and internal policies for DOF Office budgeting.
• Hire, train and provide day-to-day supervision of student workers, as needed.
• Contribute to DOF team functioning, and as necessary, provide backup for DOF Office operations.
• Perform other job-related duties as assigned.

Qualifications

• A Bachelor’s degree; or any combination of education, training and experience that provides the required knowledge, skills and abilities.
• Prioritize and plan work activities to satisfy deadlines and expectations, uses time efficiently and develops realistic action plans to handle multiple and concurrent projects and deadlines.
• Superior communications skills in English. Speak clearly, persuasively, professionally, and cordially with individuals from multiple constituencies in a diverse and socially aware environment.
• Exceptional organizational skills. Must be able to manage multiple tasks simultaneously while meeting deadlines and satisfying expectations, in a fast paced and dynamic work environment.
• Proficient in word processing, intermediate to advanced Excel skills, data management, Workday or similar ERP and ability to quickly learn other software as needed.

Skills

• Ability to work collaboratively in an academic environment with a diverse community of senior leadership, staff, faculty, students, and other stakeholders.
• Strong ability to maintain discretion and confidentiality in handling sensitive issues and documents.
• Ability to work independently and manage multiple tasks simultaneously.
• Ability to prioritize and plan work activities to satisfy deadlines and expectations.
• Ability to communicate clearly, persuasively, professionally, and cordially with individuals from multiple constituencies in a diverse and socially aware environment.

Benefits

On-Campus Compensation: Budgeted Salary Range: $22.00-$23.00

Pay

Budgeted Salary Range: $22.00-$23.00

Schedule

This is a regular, full-time, position working up to 40 hours per week. The regular hours for this position will be scheduled between 8:00 am to 5:00 pm, Monday through Friday. These hours may vary due to needs of the College or department.

Additional Information

For information regarding our general staff recruitment process, please click here to visit our FAQs web page to see answers for frequently asked questions, including what to expect, timelines, requests for special accommodation, and interviews.