Director of Business and Administration - Office of the Provost

Salary: Commensurate with experience Benefits: The University offers generous benefits including paid time off (holidays, holy days and vacation), employer matching contributions to the retirement plan, and tuition benefits for employees and their eligible dependents.

Learn more and explore benefits at Location

Office of the Provost Position Status:

Full-time Hours:

Varied Position Number: 223516/10-1223 FLSA Status:

Exempt POSITION SUMMARY:

• Under the general direction of the Provost or Vice Provost, the Academic Affairs Director of Business Administration is responsible for managing and controlling accounting, budgeting, auditing and other financial or related functions to ensure the financial integrity of a major work unit.

The DOBA will work in these Principal Areas

Financial Management Budget Oversight Administrative Operations Process Improvement Personnel Human Resources Administration Procurement, Contracts Resource Management Data Analytics, Compliance Reporting Strategic Initiatives Special Projects DUTIES AND RESPONSIBILITIES:

Core Responsibilities

• Assists the Office of the Provost with budget tracking and development including forecasting for operational and personnel salary decisions across three primary budgets including: -Operating -Overhead -Contingency Develops strategic plan for annual budget.
• Identifies needs across the Schools/Colleges and applies judgement to implement strategies to address confirmed needs.
• Oversees multiple operating budgets.
• Serves as the signature authority for purchasing and contracts up to specified amounts.
• Audits endowed funds, grants and foundation budgets.
• Ensures efficient coordination of various department and subsidiary financial accounts by designing budgeting systems and records that are compatible with the University's accounting and reporting systems.
• Advises management regarding financial decisions by providing accurate information regarding the financial status of individual accounts and interpreting University financial reports.
• Prepares detailed budget reports on a monthly, quarterly and yearly basis; audits current procedures to monitor and improve efficiency of operations.
• Collects and analyzes financial and other statistical data for the preparation of financial and non-financial reports; establishes reporting deadlines for those providing data for these reports.
• Prepares various reports for senior leadership.
• Supervises all accounting functions to ensure fiscal year is closed out properly.
• Processes employment and payroll related documents.
• Prepares employment contracts.
• Assists with onboarding new employees, as needed and related to core responsibilities of the role.
• Supports the promotion and tenure process.
• Serves as liaison to various offices on campus which may include, the Department of Planning and Budget, the Office of the Controller, Human Resources, Payroll, and Office of the Vice Provosts Serves as liaison for all Academic Affairs DOBAs.
• Holds meetings with DOBAs, as needed.
• Shares central and institutional information with DOBAs.
• Assists DOBAs with interpretation of university policies and procedures and coordinates P-Card activities.
• Assists with strategic space allocations and special projects.
• Provides excellent customer service through interactions with department staff, University officials, visitors, vendors, and other internal/external contacts.
• May supervise, guide, and direct the work of others.
• May guide and direct department administrative assistants with budget responsibilities.
• May provide the direct supervisor with feedback on performance related to financial and budget responsibilities.
• May represent College/School by participating on committees, attending meetings and outside functions.
• Remains competent and current through self-directed professional reading, networking professionally with colleagues, attending professional development courses, and attending training and/or courses as required.

Transactional Responsibilities

First-level review and approval of all Scheduled Payroll Authorizations (SPAs) from all Academic Affairs Schools, Departments, and Centers. First-level review and approval of all temporary Budget Transfer Requests from all Academic Affairs Schools, Departments, and Centers. Field requests by endowed chairs to use their funds for non-traditional expenses.

Process student awards including but not limited to: -CTE Grad Student Teaching Awards -Graduate Research Symposium Awards -Undergraduate Research Symposium Awards -Distinguished Dissertation -Open Education Fellowship Stipends -CTE Creative Teaching Awards Manage budgets for core areas funded by the Office of the Provost including but not limited to: -Women in Science (WIS) Committee -University Writing Center -University Sustainability Committee -IPEC -Holy Spirit Colloquium Symposium Prepare and submit budget transfers for IRB, IRB graduate student, IACUC, IBC, and University Writing Center Work with ORI to pay President’s Faculty Summer Writing Awards Process payment to APR external reviewers Upload iContracts for the Offices of the Provost Serve as back-up Budget Manager for Centers that report to the Vice Provosts Prepare graduate assistant tuition awards and SPAs for Provost-funded graduate assistants Approve p-cards for all Office of the Provost card holders Prepare and submit promotion and tenure SPAs for all Schools/Colleges Prepare and submit necessary transfers for Endowed Chair positions and related course release funds to each School/College Track all submitted and approved personnel requisitions that require Provost and/or Vice Provost approval Update shared spreadsheet for approved personnel requisitions and funding changes from Planning Budget Track all start-up packages to new faculty and approve purchases in Uni-market for Provost funded start-up Perform other duties as assigned and that are within the scope responsibilities and/or aligned with the requirements of the position