The Budget and Administrative Manager evaluates the financial needs of the Kroc School, developing budget strategies to increase the School’s financial sustainability. Design and implement the School’s financial plans to comply with university policies and legislation and support growth. The role involves developing, monitoring and maintaining operating budgets, preparing budget reports, and presenting recommendations to the Dean, Assistant Deans and Directors on a timely basis. Observe financial trends to control spending where possible and adjust budgets as needed. Monitor revenue and communicate budget issues with the different units/departments within the School and at the University. Participate proactively in long-term planning and policy development and implement budgetary and organizational recommendations, strategies and policies. Produce and present business reports in an effective and useful format. Work collaboratively with relevant units and serve as the Kroc School’s administrative liaison to university departments including: Human Resources, Controller’s Office, Budget and Treasury, Student Financial Services, Procurement, Provost’s Office, and Facilities Management. Serve as integral member of the School’s leadership team. Supervision received from the Dean. Provides work direction for the assistants and administrators in the Kroc School as it relates to financial, budgetary, and operational and human matters. Works in collaboration with the Assistant Deans and Directors.
Duties and Responsibilities:
Finance and Budget
• Analyze financial information (e.g. revenues, expenditures and cash management) to ensure all School operations are within budget.
• Maintain records, generate reports, analyze expenditures, and prioritize allocations.
• Review financial proposals for accuracy and compliance.
• Conduct cost/benefit analysis for Kroc School programs, projects and budget categories. Research and prepare recommendations for the Dean concerning funding allocations and expenditures as appropriate to achieve the School’s strategic objectives.
• Forecast future budget needs.
• Process and record financial transactions to ensure timely and accurate financial information, to monitor accounts and resolve problems, to ensure compliance and to safeguard resources and reduce risk.
• Represent the Kroc School at university-wide budget committees and academic budget administrator meetings.
• Signature authority for all budget lines in the Kroc School, including annual operating funds across various accounting projects in addition to annual gifts, grant and endowment projects as well as incentive programs.
• Provide leadership for the Kroc School’s budget processes and collaborate with the Dean, Assistant Deans and Directors in the development of new academic programs, initiatives and other budgets.
• Develop and oversee the implementation of new Kroc School fiscal policies and procedures for programs.
• Oversee the initial budget preparation for new grants. In collaboration with the principal investigators and the Office of Sponsored Programs, monitor, reconcile, and assist with the post-award fiscal administration of grants.
• Ensure that Kroc School budget is reimbursed for release time granted to faculty from outside work.
• Design and implement systems and processes to ensure proper coding and allocation of salary and operating expenses/budget items among Kroc School accounts.
• Develop and oversees major annual budgeting requests/processes including but not limited to MCOs, equipment requests and temporary and/or permanent centrally funded budget appropriations.
• Liaison with Finance Office officers including but not limited to Provost’s Office, Accounts Payable, Accounting, Controller’s Office, and Budget and Treasury.
• ITS representative for all computer purchases, computer replacement program (CRP) and multi-function printer (MFP) program activity.
Human Resources Administration
• Assists in the planning and allocation of the use of material and human resources in a systematic way to optimize efficiency, minimize duplication of effort and promote cost savings.
• Serves as the School’s chief liaison to Human Resources on a variety of personnel matters; facilitates the review and approval process for related documentation.
• Generates and manages all full and part-time faculty teaching contracts and monitors faculty salary budget. Creates, updates, and disseminates contracts. Conducts detailed tracking of documentation through the process of obtaining appropriate signatures. Works with the Provost’s Office and Human Resources to resolve issues. Independently adjusts salary distribution for release time, sabbaticals, etc.
• Independently initiates and tracks employment contingencies such as background checks and degree verification for all faculty and non-regular/temporary hires, including staff/student casual workers.
• Assists in the implementation and supervision of the School’s business strategies in order to ensure adherence to University policies and procedures.
• Supports hiring of full time and temporary staff. Serves as a liaison to Human Resources for staffing matters.
• Facilitates staff involvement in School governance; fosters communication with staff on policy and operational matters; coordinates the annual performance review process for staff and administrators; manages and monitors the tracking of administrator’s vacation and sick time accrual.
• Serves as a liaison for academic and special programs to USD departments, including but not limited to the Student Financial Services office, Financial Aid, Registrars, Budget and Treasury, and Information Technology Services.
• Communicates directly with the coordinators/managers of all special/academic programs to ensure adherence to university accounting policies and procedures, as well as internal guidelines. Resolves issues within these programs in collaboration with other campus departments on campus.
• In collaboration with the Human Resources office, ensures compliance by the Kroc School personnel of state and federal requirements with regards to sexual harassment training and FERPA training.
• Serve as chief liaison to university Facilities Management.
• Manages the purchase, maintenance and upgrade of furniture, audiovisual and other types of equipment, signage, and décor in coordination with Facilities Management, ITS, University Design and Procurement.
• Oversees and approves Kroc School supplies and equipment orders.
• A bachelor’s degree in business, finance, accounting, or similar subject.
• At least 5 years of experience in budget/finance roles.
• Strong analytical skills, with experience in overseeing financial information and capacity for analyzing data and numbers, with a particular attention to budget oversight and university-style fund accounting.
• Excellent numeracy skills with an attention to detail.
• Advanced Excel skills (specifically, advanced formulas, pivot tables and charts) and PowerPoint (or similar presentation software).
• Hands on experience with accounting software and statistical packages.
• Familiarity with forecasting methods and data analysis.
• Excellent communication skills with the ability to effectively explain complex financial information in plain terms for internal and external stakeholders.
• Familiarity with Oracle Hyperion.
• Familiarity with non-profit fund accounting.
Performance Expectations: Knowledge, Skills and Abilities:
• Capacity to manage and interact with diverse groups with professionalism and deliver results.
• Ability to implement effective business practices and contribute to the School’s success.
• Ability to set priorities independently, work under pressure demonstrating at all times sound initiative and problem-solving skills.
• Ability to effectively complete high pressure, time-sensitive tasks.
• Ability to prioritize workload effectively.
• Ability to remain flexible and interested in working in a growing and changing organization.
• Ability to recognize the need for policy development and then develop and assist in the implementation of policies.
• Capacity to exercise appropriate judgement in providing advice, answering questions and handling confidential information.
Background check: Successful completion of a pre-employment background check.
Degree Verification Requirement: Persons offered employment in this position will be required to provide official education transcripts for degree verification purposes.