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Budget and Administrative Manager

Company: University of San Diego
Location: San Diego
Posted on: January 27, 2023

Job Description:

Update your details, view your application and progress.Keep informed about job opportunities at USD. Position Title & Department: -Budget and Administrative Manager; University Operations Posting # 4456 Department Description: University Operations works in support of the university's mission of advancing academic excellence, expanding liberal and professional knowledge, creating a diverse and inclusive community and preparing leaders who are dedicated to ethical conduct and compassionate service. University Description: The University of San Diego, a contemporary and engaged Roman Catholic institution , was founded by the Diocese of San Diego and the Society of the Sacred Heart in 1949. Governed by an independent board of trustees since 1972, USD remains committed to a liberal arts education grounded in the Catholic intellectual tradition and the pursuit of truth, goodness and beauty. Inspired by this centuries old tradition of Catholic higher education, the University welcomes people of all faith traditions and any, or no, religious background. The future success of USD relies on the contributions of those who seek to foster the development of engaged global citizens and an earnest confrontation of humanity's urgent challenges . Detailed Description: This recruitment is open to current University of San Diego employees only. Only current USD employees are eligible to apply and be considered for this position.Charged with the strategic implementation of day-to-day operations and long-range initiatives, the budget and administrative manager manages the budgetary, fiscal and human resources of the division on behalf of the Office of the Vice President for University Operations. The position has overall responsibility for the resource management of the division with direct oversight of the departments of Public Safety, Tram Services, Human Resources, University Design, Parking and Scheduling. Works closely with the director of budget and administrative services for the department of Facilities Management within the division. Provides strategic guidance and support, as well as approval authority, for Athletics personnel actions in Workday and PageUp. The position oversees budgets exceeding $20,000,000 and manages all personnel transactions on more than 150 benefit-based positions. The budget and administrative manager implements the university's human resource policies and procedures throughout the division.The position provides executive-level strategic support to the vice president in leading an effective senior management team, implementing initiatives and completing a variety of special projects. The position exercises judgment and initiative to bring information, issues, problems and solutions to the vice president. The position strategically manages the vice president's calendar.

The position supports the vice president by creating, editing and proofreading materials for presentation at quarterly meetings of the Board of Trustees.Duties and Responsibilities:Resource Management -

  • Manage, allocate and reconcile budgets for the Office of the Vice President and the departments of Public Safety, Tram Services, Human Resources, University Design, Parking and Scheduling. Collaborate with the Director of Budget and Administration to manage, allocate and reconcile resources in the Facilities Management departments. Use Workday and Hyperion programs to prepare and input the budget, create reports, analyze expenditures, identify problems and discrepancies and make timely corrections with journal entries and budget appropriations.
  • Provide strategic guidance and support, including approval authority, for Athletics personnel actions in Workday and PageUp.
  • Develop detailed monthly financial reports and forecast future departmental needs; advise the VP and department managers on budget status.
  • Formal responsibility to the Finance division for enforcing hiring protocols established by Human Resources and Finance, enforcement of employee scheduled hours, enforcement of purchasing and accounts payable protocols, timely review of financial performance for operating areas, including identification and resolution of adjustments needed and timely submission of balanced budgets.
  • Collaborate with Finance and the VP to manage the annual equipment request and minor capital outlay process for the division. Work closely with departments to ensure that approved funds are spent and accounted for. Provide regular status reports to the VP and Finance.
  • Approve divisional computer and software requests.
  • Work closely with VP, senior management and Human Resources to anticipate departmental needs and resolve employee concerns.
  • Act as contract manager for the University Operations division by
  • Entering all contracts onto the Procurement Unimarket/Marketplace.
  • Ensuring the Vice President's Delegation of Contract Signature Authority memo is updated and current at all times.
  • Execute administrator appointment letters for the division and for the Athletic Department.
  • Act as Workday Cost Center Manager and HR Partner for University Operations. Submit and approve personnel changes. Create and approve purchase requisitions and receiving invoices. Create and approve invoice requests and miscellaneous payment requests.
  • Provide training and guidance to division personnel on budget and human resources policies and procedures, and on software programs.
  • Work closely with the Finance division to ensure fiscal accountability during annual budget planning process.
  • Manage the development and ongoing revision of all divisional job descriptions.
    • Manage the division's performance evaluation and yearly salary review program.
    • Review Office of the Vice President One Card charges for compliance with USD policies.Strategic Support for the Vice President
      • Provide collaborative support and feedback to the VP in a broad range of strategic and tactical areas to help ensure thorough and timely planning, execution and responsiveness in all areas of responsibility.
      • Maintain strong relationships and sustain regular contact with senior university officials and other key stakeholders in support of the VP's priorities.
        • Independently develop, manage and implement complex special projects as part of the VP's goals, responsibilities and strategic directions.
        • Support the VP's fundraising responsibilities, including stewardship, cultivation and solicitation of major donors. Establish relationships with major donors and their staffs to enhance the VP's efforts.
        • Collaborate with the VP in leading an effective senior leadership team. Actively encourage the culture of care across the division.
          • Provide executive level support for the VP's membership in organizations, boards, and committees, internal and external to the university.
          • Manage the VP's calendar, making strategic and independent decisions that reflect the VP's priorities, responsibilities and responsiveness.
          • Maintain highly confidential information with the utmost discretion and tact. Display the culture of care in every personal interaction.Board of Trustees Support -Work closely with the President's office, the VP of Finance's office and the VP Operations to provide comprehensive reports for the quarterly board meetings.Other -Serve on university committees and task forces in support of the university's and the division's priorities and needs.Special Conditions of Employment:Must be able to work flexible hours including weekends and evenings as needed.Background check: Successful completion of a pre-employment background check.Degree Verification Requirement: Persons offered employment in this position will be required to provide official education transcripts for degree verification purposes. - Job Requirements: Minimum Qualifications:
            • Seven years of administrative and management experience required
            • Working knowledge of local, state and federal employment rules and regulations.
            • Considerable knowledge and understanding of accounting and budgetary procedures; ability to develop financial plans and manage resources.Preferred Qualifications:
              • Executive-level experience preferred.Performance Expectations: Knowledge, Skills and Abilities
                • Understanding of accounting, budgetary, and human resource management policies and procedures.
                • Ability to initiate, coordinate, oversee, and use independent judgment to complete complex projects with minimal supervision.
                • Demonstrate a very high level of diplomacy and confidentiality.
                • Excellent verbal and written communication skills, as well as exceptional critical thinking and listening skills.
                • Ability to work well with a wide variety of personalities and communication styles; conflict resolution, decision-making and implementation skills; and leadership/supervisory skills.
                • Detail-oriented with strong organizational and problem-solving techniques; must also be a strategic thinker, with the ability to proactively identify key issues and to formulate recommendations.
                • Ability to remain calm under pressure, while managing complex projects and priorities.$7,208.33 to $7,907.75 per month; Excellent Benefits

                  The University of San Diego offers a very competitive benefits package including; medical, dental, vision, a retirement contribution given to you by the University, and access to on-campus Fitness Centers. Please visit the benefits section of our website to view all of the perks and benefits that USD has to offer. USD: Human Resources: Benefits The range provided in this job posting is the full range of the position grade and not necessarily reflective of actual compensation that may be offered or earned, nor a promise of any specific pay for any specific employee, which is always dependent on actual experience, education and other factors including departmental budget. Special Application Instructions: Resume and Cover Letter RequiredClick Apply Now to complete our online application. In addition, please upload a cover letter and resume to your application profile for the hiring managers' review. If you have any questions or difficulties please contact the Employment Services Team at 619-260-6806, or email us at Hours: 37.5 hours per weekNote: External job postings will be up for at least five days. After that time, applications will be reviewed by the hiring manager/committee throughout the posting period. A candidate may be selected at any time which could then close this posting on a date earlier than listed.

                  The University of San Diego is an equal opportunity employer committed to diversity and inclusion and is especially interested in candidates who can contribute to the diversity and excellence of the campus community.

                  The University of San Diego is a smoking and tobacco-free campus. For more information, visit Advertised: January 06, 2023 Pacific Standard Time
                  Applications close: Open until filled In compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the Clery Act, the University of San Diego publishes a combined Annual Security and Fire Safety Report for review. This report includes institutional policies concerning: campus security; procedures for reporting crime, fire, and other emergencies; emergency response and evacuation procedures; sexual misconduct and relationship violence reporting and response standards and protocols; alcohol and drug policies; and statistics for the previous three years concerning reported crimes that occurred within the institutions Clery reportable geography. Individuals may request a print copy of the report at the University of San Diego Department of Public Safety, located in the Hughes Administration Center, Room 150.

Keywords: University of San Diego, San Diego , Budget and Administrative Manager, Accounting, Auditing , San Diego, California

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