| 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.
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| 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.
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| 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
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| 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.
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