Union Level: Department: Provost Campus: Stockton Posting Number: 201301246P Full or Part Time: Full Time Number of Months: 12 Work Schedule: Work performed during standard business hours. Position End Date: Open Date: 01/09/2018 Close Date: Open Until Filled: Yes Special Instructions:
Primary Purpose: Responsible for developing, maintaining and managing School Budget and for ensuring that University policies and procedures are adhered to; coordinates and provides recommendations to the Dean concerning resources required to address facility, equipment, and personnel needs.
Essential Functions: 1. Assist the Dean with the development of the schools budget ensuring that University policies and best practices are followed.
Provides oversight and analyses of budget, resources and use of restricted and non-restricted funding, (i.e., current funds, endowments, special faculty projects, research projects as requested by various University offices and external funders).
Monitors accounts providing Dean with daily, weekly and monthly status reports as requested.
Monitors and maintains record of faculty, staff, salaries and contracts.
Monitors designated, restricted, grants/contracts, and agency accounts.
Collaborates on the development of Schools annual budget, balancing the priorities and uses of various funding sources to ensure the appropriate and effective use of BSE resources. Tracks and analyzes budget trends, and develops quarterly and annual budget reports.
Prepares journal entries, check requests, budget transfers, independent contractor agreements, purchase orders, invoices, and processes paperwork and online functions to hire people for all BSE programs/departmental, Tomorrow Project, and all External and Summer Session Programs.
2. Manage Pacific Fund and Resource Committee funds/awards, including balances, detailed tracking of awards, compliance with parameters and University policies and procedures, providing information to the Provosts Office, Office of Annual Giving, Dean, Committee Members and awardees.
3. Collaborates with the Tomorrow Project Administrator and Assistant Dean on the supervision of the Program Services Assistant for External Programs and the Tomorrow Project.
4. Coordinates units administrative staff performance evaluation, training, hiring processes, and conducts staff meetings matters related to the Schools financial functions and budget processes.
5. Develops processes and procedures to ensure that all purchasing, hiring, and contracts are in alignment with University protocols.
6. In collaboration with Dean, Associate Dean, and Assistant to the Dean, coordinates and oversees the management of facility construction projects, renovations, and general operations.
7. Prepares/assists in preparation of requests for central funds from groups such as the Tech Committee, AFIC, Provosts Office (SIF requests), etc.
8. Coordinates, establishes protocols, negotiates, and develops processes for purchasing and requisition of office equipment, classroom upgrades, materials, and supplies.
9. Assists in the establishment of office operation policies and procedures. Serves as liaison between finance center and academic budget office on financial issues as well as serves on or attends other campus meetings or committees as they relate to the School of Education.
10. Reconciles departmental accounts and assists in maintaining a system of internal control over transactions.
11. Ensures all BSE and Tomorrow Projects, External Programs, and Summer Session programs/contracts/grants/transactions are in compliance with University business policies and procedures and in compliance with procedures of various units on campus.
12. Analyzes and makes recommendations to the Dean regarding the appropriate use of restricted and non-restricted accounts; and provides oversight for hiring protocols and practices.
13. Performs other duties as assigned or requested.
Two (2) years post high-school education.
Three (3) years experience in budget and business management.
Bachelors degree in business/accounting or related field.
Skills/Knowledge and Expertise:
Strong computer skills including intermediate to advance Microsoft Office skills and substantial experience with accounting software.
Ability to analyze, interpret and summarize complex data into recommendations for management.
Ability to research data, often using multiple sources, to respond to requests for others.
Working knowledge and understanding of grants and sponsored programs.
Advanced knowledge of accounting and business practices, through knowledge of the Universitys accounting policies and procedures.
Ability to work independently with critical deadlines and competing priorities.
Capacity to promote teamwork in a collaborative environment.
Positive attitude, proven ability to work successfully with diverse populations and demonstrated commitment to promote and enhance diversity and inclusion.
Physical Requirements: The physical demands described here are representative but not definitive of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Frequent sitting and computer use. Occasional walking, standing, bending, kneeling and use of phone. Occasional lifting up to 25 lbs.
Work Environment/Work Week/Travel: Work performed during standard business hours.
Hiring Range: Commensurate with experience, exempt
Background Check Statement: Applicants who are selected as final possible candidates must be able to pass a criminal background check
AA/EEO Policy Statement: University of the Pacific is an affirmative action and equal opportunity employer dedicated to workforce diversity. In compliance with applicable law and its own policy, Pacific is committed to recruiting and retaining a diverse faculty and staff and does not discriminate in its hiring of faculty and staff, or in the provision of its employment benefits to its faculty and staff on the basis of race, color, religion, national origin, ancestry, age, genetic information, sex/gender, marital status, military and veteran status, sexual orientation, medical condition, pregnancy, gender identity, gender expression, or mental or physical disability.
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