Director of Business and Administration - Office of the Provost

Duquesne University•Pittsburgh, PA

22h

About The Position

Under the general direction of the Provost or Vice Provost, the Academic Affairs Director of Business Administration manages and controls accounting, budgeting, auditing, and related functions to support the financial integrity of a major work unit. The role oversees financial management and budget planning, 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 Director supports the Office of the Provost through budget development, forecasting, oversight of multiple operating budgets, financial reporting, auditing, and fiscal year closeout. The role also coordinates employment and payroll documentation, assists with onboarding and promotion and tenure processes, and serves as a liaison among Academic Affairs budget administrators and University offices. Specific transactional duties include reviewing payroll authorizations and budget transfers, processing awards and payments, managing Provost-funded budgets, coordinating contracts and purchasing, and tracking personnel requisitions and faculty start-up packages. The successful candidate will provide customer service to University and external contacts, may supervise or guide others, and will maintain current professional knowledge. Applicants are asked to submit a cover letter, resume, and contact information for three professional references. Duquesne University is Catholic in mission and ecumenical in spirit, and values equality of opportunity as an educational institution and employer.

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 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 skills in interactions with department staff, University officials, visitors, vendors, and other internal and external contacts.
Strong computer skills, including the Microsoft Office Suite; advanced Microsoft Excel skills for developing spreadsheets and management reports using graphs and charts.
Effective organizational and administrative skills.
Ability to initiate and follow through on work responsibilities and meet deadlines.
Ability to establish and maintain effective working relationships with the University community.
Ability and willingness to contribute actively to the University’s mission and respect Duquesne University’s Spiritan Catholic identity.

Nice To Haves

An advanced degree, such as an MBA, from an accredited educational institution.
Seven to ten years of related experience.
Experience with Ellucian Banner.

Responsibilities

Assist the Office of the Provost with budget tracking, development, and forecasting 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; serve as signature authority for purchasing and contracts up to specified amounts; and audit endowed funds, grants, and foundation budgets.
Design budgeting systems and records compatible with University accounting and reporting systems to coordinate department and subsidiary financial accounts.
Advise management on financial decisions by reporting account status and interpreting University financial reports.
Prepare monthly, quarterly, and annual budget reports, collect and analyze financial and statistical data, establish reporting deadlines, and prepare reports for senior leadership.
Audit procedures to monitor and improve operational efficiency and supervise accounting functions to ensure proper fiscal-year closeout.
Process employment and payroll documents, prepare employment contracts, and assist with onboarding as needed within the role’s core responsibilities.
Support the promotion and tenure process.
Serve as liaison to 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, hold meetings as needed, share institutional information, assist with policy and procedure interpretation, 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.
May supervise, guide, and direct others, including guiding administrative assistants with budget responsibilities and providing supervisors with performance feedback related to financial and budget work.
Represent a College or School on committees, at meetings, and at outside functions as needed.
Maintain professional competence through reading, networking, professional development, and training.
Review and approve Scheduled Payroll Authorizations and temporary Budget Transfer Requests for Academic Affairs Schools, Departments, and Centers.
Respond to endowed-chair requests to use funds for non-traditional expenses.
Process student awards, including graduate and undergraduate research awards, teaching awards, dissertation awards, and fellowship stipends.
Manage budgets for core areas funded by the Office of the Provost, 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.
Work 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 payroll authorizations for Provost-funded graduate assistants.
Approve P-cards for Office of the Provost cardholders.
Prepare and submit promotion and tenure payroll authorizations for all Schools and Colleges.
Prepare and submit transfers for Endowed Chair positions and related course release funds to each School or College.
Track personnel requisitions requiring Provost and/or Vice Provost approval and update the shared spreadsheet with 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 as assigned that are within the scope of the role or aligned with position requirements.