Director of Academic Budget
Job no: 503459
Work type: Staff Full Time
Categories: Executive Positions, Administrative & Office Support
OFFICIAL JOB TITLE: Director of Academic Budget
DIVISION: Academic Affairs
DEPARTMENT: Office of the Provost
BARGAINING UNIT STATUS: Non-Unit Professional
EEO STATUS: 3.1
JOB CODE: 023
FLSA STATUS: Exempt
REPORTS TO: Works under the general supervision of the Provost and Executive Vice Chancellor for Academic Affairs, who reviews performance for effectiveness and conformance with established policies, rules and regulations.
SUPERVISES: Supervises assigned staff employees.
SUMMARY PURPOSE OF POSITION: The Director of Academic Budget reports to the Provost and Executive Vice Chancellor of Academic Affairs and provides high-level financial and administrative support focusing on monitoring academic affairs budget projections and their alignment with academic goals and objectives and providing financial reports. Plays a key role in developing and implementing policies and procedures related to academic planning and coordinating budgets as part of collective bargaining process, human resources, purchasing, grants and contracts for the Division of Academic Affairs and ensuring they are well briefed and prepared regarding budget issues and HR procedures, providing timely and effective reports and communication of budget and financial issues. Serves as the primary resource to the Provost, Deans, and Provost direct support staff on finance-related policy activities. Exceptionally high degrees of confidentiality and discretion are required. As such, the incumbent is a confidential employee as defined in M.G.L. Chapter 150E, Section 1.
EXAMPLES OF PRIMARY DUTIES AND RESPONSIBILITIES:
- Participates in strategic and assigned academic planning, allocation of resources, and formulation of policies and procedures regarding the administration of the Academic Affairs Division budgets and programmatic planning activities.
- Development and oversight of all Academic Affairs fiscal operating budgets. Includes planning, allocating, reviewing, and reporting on budgets. Budget modeling for alternative budget strategies.
- Conduct research and data analysis on assigned projects.
- Briefs Provost and Deans on budget, financial issues and HR procedures, providing timely and effective reports and communication on related matters, giving training and direction as needed.
- Advises the Provost on following, updating and reviewing policies and procedures.
- Maintaining ongoing reconciliation of State position Budget. Provide semi-annual reports of vacancies and hires to Provost.
- Respond to and resolve budget inquiries from the Chancellor’s Office, Research Administration, Budget Office, College Deans, Accounts Payable, Human Resources, college departments and faculty.
- Serves as the liaison for the Provost Office with the Associate Vice Chancellor for Administration and Finance and Budget as well as the University Controller Office, Budget Office and Office of Human Resources.
- Responsible for outlining and analyzing the fiscal implications of collective bargaining proposals and commitments directly related to the Faculty Federation contract. Participate in labor negotiations as assigned.
- On behalf of the Provost and the Division of Academic Affairs, in coordination with the Administrative and Fiscal Budget Department, develops and monitors Division budgets, participates in budget hearings, collaborates with Deans and other senior level administrators on relevant fiscal issues, and represents the Division in the development of campus-wide budgets.
- Participates as a member of the University Budget Review Board representing the Academic Affairs Division.
- Processing of Academic Affairs Division personnel action forms such as contract renewals, hiring requests and additional compensation ensuring compliance with policies, guidelines and procedures as well as review for budget availability.
- Review and approve all adjunct faculty contracts, additional compensation, and faculty overload contracts from School/College Deans each Fall, Spring and Summer semester ensuring compliance with policies, guidelines and procedures as well as reviewing budget availability.
- Provide support for full-time faculty hiring with Provost and College Deans. Including: coordination with budget and Human Resources offices on number of approved positions, establishing budgets for all new faculty start-up accounts and monitor allocations, remaining balances, and total University financial commitment.
- Calculate annual department chair stipends
- Calculate census data from OIRA to ensure stipends are processed correctly.
- Coordinates with the Office of Human Resources on development of guidelines and procedures related to the Academic Affairs Division. Participate in Position Management updates and maintenance.
- Function as an effective team member, performing other duties as assigned by the Vice Provost for Academic Affairs and Associate Provost for Decision Support and Strategic Initiatives.
- Directs and manages the work of assigned staff in the department, including, but not limited to, examination of additional compensation request and tacking financial data and trends.
- Performs other duties as assigned.
Education: Master’s Degree or an equivalent combination of education, training and/or related experience necessary to successfully perform the essential functions of the position. Five years or higher experience in Higher Education and a Bachelor’s degree may substitute for a Master’s degree.
Experience: Significant progressively responsible experience developing, projecting, analyzing and monitoring budgets of complex, large organizational units; developing and implementing related critical policies and procedures to meet programmatic goals. Demonstrated experience supervising staff. Demonstrated experience using technology such as PeopleSoft.
KNOWLEDGE, SKILLS AND ABILITIES REQUIRED:
- Demonstrated ability to effectively coordinate and communicate with senior-level staff.
- Knowledge of budget preparation procedures.
- Knowledge of budgeting and accounting principles.
- Advanced knowledge of common business software applications (spreadsheet, graphics, word processing).
- Advanced accounting and budgeting skills related to budget development, projections, monitoring and analysis.
- Demonstrated understanding of the academic divisions and departments of an institution of higher education.
- Ability to develop internal and external financial reports.
- Ability to develop budget policies and procedures.
- Ability to monitor and project personnel expenses.
- Ability to exercise judgment and discretion in applying and interpreting policies and procedures.
- Experience in institution of higher education, preferably a public one.
- Working knowledge of the PeopleSoft Financial Modules.
- Work generally performed in an office
- Frequent work performed with other people
- Frequent interactions with faculty, staff, managers and students
- Travel to professional meetings, on and off campus
- Must be able to communicate in English (speaking, writing and reading) effectively.
- Must demonstrate proficiency with complex arithmetic calculations
- Frequent work at a rapid pace
- Frequent sitting
- Occasional walking, stooping, kneeling, and climbing of stepladders
- Occasional body twisting and reaching
- Frequent use of oral communication
- Occasional use of written communication
Tools and Equipment Used
- Standard office machines and equipment
- Personal Computer
Applicants must be authorized for employment in the U.S. on a full-time basis. Employment-based visa sponsorship not available.
To apply please submit a letter of interest, current resume and the contact information for three professional references.
The review of applications will begin November 20, 2019 and will continue until the position is filled.
Advertised: Eastern Standard Time
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