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Budget and Operations Manager
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Position Number: 5779466
Location: San Diego, CA
Position Type: Business and Financial Management

Budget and Operations Manager

Position Title & Department: Budget and Operations Manager; College of Arts and Sciences

Posting #: 5047

Department Description:
As the liberal arts heart of the University of San Diego, the College of Arts and Sciences is filled with students who are versatile and multi-talented. No matter their major, graduates from the college are equipped with transferable skills that benefit them wherever their professional and personal ambitions lead.

Founded in 1949, the college has a rich history of providing the core curriculum for every undergraduate USD student, a tradition that continues today. By offering 32 majors, 38 minors, one certificate and three graduate programs, the college is where undergraduate students begin and graduate students refine their paths towards academic excellence and personal achievement.

University Description:
The University of San Diego, an engaged and contemporary Catholic institution, was founded by the Diocese of San Diego and the Society of the Sacred Heart in 1949. Governed by an independent board of trustees since 1972, USD remains committed to a liberal arts education grounded in the Catholic intellectual tradition and the pursuit of truth, goodness and beauty. Inspired by this centuries old tradition of Catholic higher education, the University welcomes people of all faith traditions and any, or no, religious background. The future success of USD relies on the contributions of those who seek to foster the development of engaged global citizens and an earnest confrontation of humanity's urgent challenges.

Detailed Description:
Under the general guidance of the Assistant Dean of Finance and Administration, the Budget and Operations Manager oversees the fiscal and operational aspects of the College of Arts and Sciences to provide quality support of student learning and faculty achievement. The Manager facilitates and provides training and guidance to department and area leaders in using fiscal resources and is responsible for overseeing the use of the school's discretionary resources as well as restricted, endowed and grant-funded accounts. The Manager interprets policies and uses independent judgment when reviewing and providing fiscal approval of expenses. The Manager exercises supervision over and ensures school-wide adherence to university procedures including but not limited to expenditure policies and purchasing best practices. The Manager also serves as centralized support for unit colleagues in navigating the review of external contracts, independent contractor considerations, and internal and external agreement approval workflows while upholding related university policies and procedures. The Manager participates in the internal faculty contract process and provides support to Assistant Dean as needed.

This position is responsible for proactively identifying issues, designing solutions to problems and handing confidential matters and materials in a time sensitive environment. The Manager communicates and collaborates extensively with all College of Arts and Sciences faculty, staff and administrators. The position works collaboratively with internal constituents as well as with key administrators in campus departments including but not limited to the Central Finance Office and the Provost's Office. The Manager is required to have a general working knowledge of the university and a comprehensive, on-going understanding of College and University operations.

Duties and Responsibilities:

Finance and Budget

Budget authority to independently approve College of Arts and Sciences expenditures, including reimbursements, One Card expenses and payment requests.
Uses independent judgment and knowledge of unit operations when reviewing and approving expenditures Monitors university, state and federal expense policies to ensure compliance with administrative and financial policies and procedures and to safeguard fiscal resources and reduce risk
Reviews all University expenditure requests including One Card expenses, out-of-pocket reimbursements requests and payment requests for proper documentation, alignment with mission and, if within budgetary threshold, provides approval
Manages the submission of all requests to Accounts Payable and/or Procurement Provides lead oversight of the Concur Travel and Expense platform, proactively identifies issues and provides suggestions to the Assistant Dean and, if applicable, the Finance Office
Designs and implements systems and processes to ensure proper coding and tracking of discretionary expenses
Collaborates with internal colleagues in order to train, inform and streamline expenditure procedures and processes
Implements and upholds budgetary organizational strategies and policies Independently manages the fiscal aspects of internal initiatives including but not limited to faculty research funding efforts, strategic grants, extracurricular student opportunities, professorships, etc.
Answers general fiscal inquiries regarding status of funding resources, outstanding payment requests, policies and procedures Troubleshoots problems, makes recommendations, and handles highly confidential matters and materials with complete discretion in a time-sensitive environment
Provide guidance to administrative staff who 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.
Assists with salary budget and actuals activity/processing as needed

Financial Recordkeeping

Ensures timely and accurate financial information, to monitor accounts and resolve problems, to ensure compliance and to safeguard resources and reduce risk.
Conducts monthly discretionary audits of all College of Arts and Sciences accounts including operating, restricted, endowed, grant and club accounts and takes appropriate action to correct errors and discrepancies
Provides assistance in year-end fiscal reporting by auditing posted revenue and expenses, tracking and managing deadlines and, as needed, completing journal entries.

External Contract Administration

Oversight over the independent contractor review process with Compliance Works directly with the Office of General Counsel to review, draft, implement and cancel contractual agreements with external constituencies
Ensures signature authority policies are adhered to Provides training to College of Arts and Sciences personnel regarding external contract administration topics including but not limited to signature authority policies and procedures, general counsel review process, use of DocuSign, etc.
Handles contract details with confidentiality and diplomacy

Travel and Purchasing

Educates and trains academic unit colleagues on purchasing best practices, which includes but is not limited to purchase order thresholds, competitive quote requirements, and vendor assessment
Initiates, streamlines and manages College of Arts and Sciences requisitions and purchase orders
Oversees and provides support related to College purchase orders Main delegate for Concur Expense and Travel; oversees personnel training and utilization, unit implementation and analyzing usage reports to identify cost saving opportunities and efficiencies

Administration and Operations

Assists with faculty teaching contracts and monitors faculty salary budget. Helps with the creation, updates, and dissemination of contracts as needed. Works with detailed tracking of documentation through the process of obtaining appropriate signatures.
Works with the Provost's office and Human Resources to resolve any issues or problems. Assists the Assistant Dean with salary adjustments for release time, sabbaticals, etc.
Assists with the faculty transition process both onboarding and offboarding
Assists ITS-related tasks

Other

Reviews information with discretion and diplomacy, in the strictest of confidentiality Serves as the alternate representative on University advisory councils and/or committees when the Assistant Dean cannot attend
Communicates extensively with Assistant Dean, faculty, staff and other campus colleagues and constituents.
Works collaboratively with other Finance and Administration department employees
Other duties as assigned

Special Conditions of Employment:

Effective June 1, 2023, based on CDC guidance, the University strongly encourages all campus members to stay up to date with Influenza and COVID-19 vaccination recommendations. For more regarding information USD's COVID-19 protocols, please visit sandiego.edu/onward.

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.

Job Requirements:
Minimum Qualifications:

Bachelors degree from an accredited college or university with preference given to Business and/or related field of study
5 years of full-time, progressively responsible experience working in budgeting, finance, accounting, and/or related field

Preferred Qualifications:

Masters degree in Business and/or related field of study from an accredited college or university
5+ years of progressively responsible experience in higher education budgeting, finance and/or accounting positions
Proven ability to collaborate with individuals of diverse backgrounds

Performance Expectations - Knowledge, Skills and Abilities:

Demonstrated experience in finance and budget management.
Proficiency and comfort with technology
Familiarity with Microsoft applications with intermediate to advanced Excel skills
Experience working with Concur Expense, Concur Travel, and Workday applications
Working in an institution of higher education Performing in a changing technological environment and being able to learn quickly and adapt and reinvent procedures according to change
Interacting with the professional community
Presenting materials and training personnel
Clearly articulating policies and procedures
Using independent judgment to take appropriate action on inquiries
Culture of Care mindset, self-motivated, and efficient
Working in an office setting managing budgets, accounting procedures, and tracking systems. Ability to assume responsibility and effectively resolve problems by exercising independent judgment in meeting challenges and implementing procedures.
Excellent organizational and management skills
Ability to focus on technical details in an environment with many distractions
Ability to shift tasks easily
Ability to shift mental tasks from the minute and technical to interpersonal and creative at any given moment
Attention to detail and the ability to multitask while also working with minimal supervision
Serving as a collaborative team member with the ability to handle confidential information with tact and discretion
Exercising self-initiative and creativity
Working in a busy environment with high customer service standards
Maintaining a high level of accuracy developing work products and reports
Functioning with a high degree of autonomy
Time management and organization of multi-tasking work requirements
Excellent oral and written communication skills
Strong attention to detail
Working with diverse personalities and backgrounds
Being flexible and versatile in coping with evolving work situations
Being able to handle the stress of last-minute deadlines and changes

Posting Salary:
$5,547-7,250 per month; Excellent Benefits

The University of San Diego offers a very competitive benefits package including; medical, dental, vision, a retirement contribution given to you by the University, and access to on-campus Fitness Centers. Please visit the benefits section of our website to view all of the perks and benefits that USD has to offer. USD: Human Resources: Benefits

The salary range provided in this posting reflects what we reasonably expect to pay for this position. Actual compensation offered or earned is dependent on experience, education and other factors including departmental budget.

Special Application Instructions:
Resume Required, Cover Letter Preferred Click the 'Apply Now' button to complete our online application and, for full consideration, please upload a resume to your application profile for the hiring managers' review. You are also strongly recommended to upload a cover letter to your application profile for the hiring managers' review. If you have any questions or difficulties please contact the Employment Services Team at jobs@sandiego.edu.

Additional Details:
Hours: 37.5 hours per week

Closing date: Open until filled

Note: External job postings will be up for at least five days. After that time, applications will be reviewed by the hiring manager/committee throughout the posting period. A candidate may be selected at any time which could then close this posting on a date earlier than listed.

The University of San Diego is an equal opportunity employer committed to diversity and inclusion and is especially interested in candidates who can contribute to the diversity and excellence of the campus community.

The University of San Diego is a smoking and tobacco-free campus. For more information, visit www.sandiego.edu/smokefree.

Advertised: September 17, 2024
Applications close: Open until filled

To apply, visit https://jobs.sandiego.edu/cw/en-us/job/496821/budget-and-operations-manager