Director of Business and Administration - Office of the Provost

Duquesne University•Pittsburgh, PA

About The Position

The Director of Business and Administration in the Office of the Provost manages and controls accounting, budgeting, auditing, and related functions to support the financial integrity of a major work unit. Under the general direction of the Provost or Vice Provost, the role oversees financial management and budget oversight, administrative operations and process improvement, personnel and human resources administration, procurement and contracts, data analytics and compliance reporting, and strategic initiatives and special projects. The position supports the Office of the Provost’s budget development and tracking, financial reporting, accounting closeout, employment and payroll processing, onboarding, and promotion and tenure processes. It also serves as a liaison among Academic Affairs units and University offices, provides policy and procedure guidance, and coordinates a range of budget, purchasing, award, and personnel transactions. The role may supervise or guide staff and represents the unit on committees and at meetings as needed.

Requirements

Bachelor’s degree from an accredited institution, with major coursework in accounting, finance, business administration, or a closely related field.
At least five years of progressively responsible, related budget and personnel management experience in a higher education environment.
Knowledge of management and supervision practices and techniques.
Knowledge of accounting and budgetary theory, principles, and practices.
Knowledge of state and federal laws and regulations relating 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 skills in interactions with staff, University officials, visitors, vendors, and other internal and external contacts.
Strong computer skills, including the full MS Office Suite; advanced MS Excel skills for developing spreadsheets and management reports using graphs and charts.
Effective organizational and administrative skills, ability to initiate and complete work, and ability to meet deadlines.
Ability to establish and maintain effective working relationships within the University community.
Ability and willingness to contribute actively to the University’s mission and respect its Spiritan Catholic identity.

Nice To Haves

Advanced degree (MBA) from an accredited educational institution.
Seven to ten years of related experience.
Experience with Ellucian Banner.
Equivalent combination of experience and training that provides the knowledge, skills, and abilities needed to perform the essential job functions.

Responsibilities

Assist with budget tracking and development, including forecasts for operational and personnel salary decisions across operating, overhead, and contingency budgets.
Develop an annual strategic budget plan, identify needs across Schools and Colleges, and implement strategies to address confirmed needs.
Oversee multiple operating budgets and serve as signature authority for purchasing and contracts up to specified amounts.
Audit endowed funds, grants, and foundation budgets.
Design budgeting systems and records compatible with University accounting and reporting systems; coordinate department and subsidiary financial accounts.
Advise management on financial decisions by providing account status information and interpreting University financial reports.
Prepare monthly, quarterly, and annual budget reports; audit procedures and monitor operational efficiency.
Collect and analyze financial and statistical data, establish reporting deadlines, and prepare reports for senior leadership.
Supervise accounting functions and ensure proper fiscal-year closeout.
Process employment and payroll documents, prepare employment contracts, and assist with onboarding as needed.
Support the promotion and tenure process.
Liaise with campus offices, including Planning and Budget, the Controller, Human Resources, Payroll, and the Offices of the Vice Provosts.
Serve as liaison for Academic Affairs DOBAs, convene meetings as needed, share institutional information, explain University policies and procedures, and coordinate P-Card activities.
Assist with strategic space allocations and special projects.
Provide customer service to department staff, University officials, visitors, vendors, and other internal and external contacts.
Supervise, guide, or direct others as needed, including administrative assistants with budget responsibilities; provide the direct supervisor with feedback on financial and budget-related performance as needed.
Represent the College or School on committees, at meetings, and at outside functions as needed.
Maintain professional competence through reading, networking, professional development, and required training.
Review and approve Scheduled Payroll Authorizations and temporary Budget Transfer Requests from Academic Affairs Schools, Departments, and Centers.
Respond to endowed-chair requests to use funds for non-traditional expenses.
Process specified student awards, including teaching, research, dissertation, and fellowship awards.
Manage budgets for Office of the Provost-funded core areas, including the Women in Science Committee, University Writing Center, University Sustainability Committee, IPEC, and Holy Spirit Colloquium Symposium.
Prepare and submit budget transfers for IRB, IRB graduate student, IACUC, IBC, and the University Writing Center.
Coordinate with ORI to pay President’s Faculty Summer Writing Awards and process payments to APR external reviewers.
Upload iContracts for the Offices of the Provost.
Serve as backup Budget Manager for Centers reporting to the Vice Provosts.
Prepare graduate assistant tuition awards and SPAs for Provost-funded graduate assistants.
Approve P-cards for Office of the Provost cardholders.
Prepare and submit promotion and tenure SPAs for all Schools and Colleges.
Prepare transfers for Endowed Chair positions and related course-release funds to each School or College.
Track personnel requisitions requiring Provost or Vice Provost approval and update shared records for approved requisitions and funding changes from Planning and Budget.
Track faculty start-up packages and approve purchases in Uni-market for Provost-funded start-up.
Perform other duties assigned within the scope and requirements of the position.