Business Operations Specialist

Chapman University Careers•Irvine, CA

About The Position

The rapidly growing Dale E. and Sarah Ann Fowler School of Engineering (FSE) seeks highly motivated colleagues to help build Chapman University’s newest school. Opened in the Fall of 2019, FSE offers undergraduate degree programs in Computer Science, Computer Engineering, Data Science, Software Engineering, and Electrical Engineering, along with a new graduate program, a MS in Electrical Engineering and Computer Science. The School also offers several interdisciplinary minors and themed programs which allow students from across other Chapman programs to explore engineering. FSE is housed in the new Swenson Family Hall of Engineering, a cutting-edge facility that supports student learning, campus-wide project activities, and faculty-led research. Under the direction of the Director of Operations, the Fowler School of Engineering (FSE) Business Operations Specialist provides comprehensive management of the School’s financial and business operations. The position is responsible for ensuring the accuracy, integrity, compliance, and effective administration of FSE’s financial activities, budgets, employment processes, and business transactions. The Business Operations Specialist serves as a liaison between FSE and the University’s administrative, financial, human resources, research, payroll, and other departments, representing the School and facilitating the timely resolution of financial and operational matters. This position requires accountability, initiative in managing multiple priorities, the ability to implement business processes, and coordination of financial and employment transactions and analyses. Success in this role requires exceptional attention to detail, sound judgment, discretion, initiative, strong organizational and project management abilities, and the capacity to work independently while building effective partnerships across the University and within a collaborative team environment. The Business Operations Specialist may lead or participate in School and University committees, cross-functional initiatives, and special projects, and may provide guidance, training, and direction to FSE staff, faculty and students on financial and business processes. Other duties as assigned.

Requirements

Bachelor’s degree (preferably accounting, finance or business) or equivalent combination of education and experience.
Minimum four years of professional budgetary, administrative, accounting, and fiscal reconciliation experience.
Experience in interpretation, application and compliance with financial policies and regulations.
Strong communication and interpersonal skills to convey accurate information in a professional and tactful manner, and the ability to interact with a diverse group of individuals at all organizational levels.
Ability to maintain a high level of confidentiality is a must.
PC proficiency is required.
An advanced understanding of Microsoft Office programs including the importance of using Excel for financial and business operations.
Technical skills to learn and use enterprise systems and applications needed for the position.
Proven ability to work independently and evaluate data, assess alternatives and formulate logical and sound decisions and/or recommendations.
Collaborative team player with a positive attitude.
Strong commitment to working creatively and collaboratively in a customer service-first environment.

Responsibilities

Manage the school’s financial processes, improve accountability, control expenses, and monitor financial activity.
Generate biweekly, monthly, and annual reports, reporting potential variances, and ensure budget targets are met.
Serve as a liaison to Offices of Financial Services, Academic Financial Operations, Payroll, Financial Aid, Purchasing, University Advancement, and Sponsored Projects.
Review and monitor all financial transactions, including purchase orders, expense reimbursements, purchasing card activities, payroll, service agreements, contracts, and payments to ensure compliance with University Fiscal Policy and funding agency guidelines.
Assist in the development and management of annual operating budgets, assessing monthly and yearly budgetary needs.
Provide consultation and support on budget management, enhancement requests, fund allocation, analyze trends, and recommendations on prioritizing needs and resources.
Oversee faculty and student travel and research allowances, start-up packages, gifts, and awards. Notify recipients of allocations, balances, and advise on appropriate use of funds.
Provide regular training and communications to staff, faculty, and student workers regarding financial and business policies, procedures, and deadlines.
Guide, train and monitor staff and faculty use of PeopleSoft Finance, Concur, PeopleAdmin, and shared systems to manage purchasing, personnel, and financial processes.
Guide the development liaison and Dean in creating annual endowment and gift reports, donor acknowledgments, gift agreements, and tracking the use of funds.
Initiates communications with faculty/principal investigators regarding grant finances and pending activities.
Collaborate with the Director, the Office of Sponsored Projects, and various departments to resolve discrepancies.
Serve as a liaison to the Offices of Human Resources, Faculty Affairs, Payroll, and various University departments to support hiring and employment-related transactions for faculty, researchers, postdocs, staff, and students.
Oversee, record and track full-time faculty, postdocs, student worker, and research personnel files from initiating the hiring process to employment renewals and separation.
Maintain the privacy and confidentiality of all personnel files.
Consult and collaborate on organizational operations and other strategic planning initiatives.
Provide subject matter expertise to the Director, Dean, and Leadership.
As part of the Fowler Engineering Team, serve on committees, provide service to the School and University, serve as backup support, and perform other activities as assigned.