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 www.duq.edu/benefits
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

Minimum qualifications:
Bachelor’s degree from an accredited institution with major course work in accounting, finance, business administration, or closely related field of study and a minimum of five (5) years of progressively responsible and related budget and personnel management experience within a higher education environment.

Preferred qualifications:
Advanced degree (MBA) from an accredited educational institution or 7-10 years of related experience is preferred and highly desirable.

Alternatively, the successful candidate may possess any equivalent combination of experience and training, which provides the knowledge, skills and abilities required to perform the essential job functions. This includes, but is not limited to, the following:

Knowledge of management and supervision practices and techniques;

Knowledge of accounting and budgetary theory, principles and practices; and

Knowledge of state and federal laws and regulations pertaining to departmental budgets and accounting practices.

Skill in applying accounting and financial management principles;

Ability to work independently on complex and confidential issues related to the day-to-day operations of the academic affairs division;

Knowledge of Human Resources, Purchasing and Payroll systems;

Strong leadership, supervisory, and communication skills;

Excellent customer service demonstrated through interactions with department staff, University officials, visitors, vendors, and other internal/external contacts;

Strong computer skills, including knowledge of the entire MS Office Suite; advanced skill in the use of MS Excel for the development of spreadsheets and management reports using graphs and charts; experience with Ellucian Banner is preferred.

Effective organizational and administrative skills;

Ability to initiate and follow through with work responsibilities and to meet deadlines;

Ability to establish and maintain effective working relationships with the University Community.

Ability and willingness to contribute actively to the mission of the University and to respect the Spiritan Catholic identity of Duquesne University.  The mission is implemented through a commitment to academic excellence, a spirit of service, moral and spiritual values, sensitivity to world concerns, and an ecumenical campus community.

APPLICATION INSTRUCTIONS:

Applicants are asked to submit a cover letter, resume, and contact information for three professional references.

Duquesne University was founded in 1878 by its sponsoring religious community, the Congregation of the Holy Spirit.  Duquesne University is Catholic in mission and ecumenical in spirit.  Motivated by its Catholic identity, Duquesne values equality of opportunity both as an educational institution and as an employer