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Academic Affairs Associate, Budget Office
4 months ago
Under mínimal supervision, this position will support the Associate Provost for Financial Planning and Budgets and the Budget Managers. This position will oversee administrative processes in budget office and work closely with budget managers to ensure smooth and adequate flow of information within budget office.
**Position Specific **Responsibilities/Accountabilities**
- Manage and coordinate administrative procedures and systems and devise ways to streamline processes. Maintaining accurate and consistent records related to annual budget and year end cycle.
- Provide advanced-level administrative support, including tracking and processing Provost budget commitments to colleges and schools, tracking internal grants, chair and director stipends, and academic equipment budget transfers.
- Interface with departments, individual faculty, and staff in other university divisions in areas of resources management. Collaborating with ITS, finance, and general accounting to organize and help with budget training workshops.
- Coordinate and support financial and budget training for department chairs.
- Prepare and communicate correspondence (confidential and non-confidential), memoranda, forms, reports, and other documents related to the work of the budget office such as financial certifications, conflict of interest form, budget cycle planning and year end timelines/deadlines, and interim summary memos.
- Maintaining Budget office operations calendar including setting up due dates, tracking progress for meeting external and internal budget/administrative deadlines, sending out reminders. Maintain and organize an efficient filing system for requests and other administrative forms.
- Facilitate onboarding process for budget staff, academic leadership, and staff in colleges/schools (i.e. procurement/travel card and budget access). Sharing university policies and workday support links.
- Assist budget managers and budget team with annual budget cycle. Creating spreadsheets, managing data, and preparing presentations.
- Serves as point person for academic affairs budget office suite, oversee administrative and operating expenses for academic affairs leadership.
- Interface with departments, faculty, and staff such as faculty affairs, Dean's office, HR, internal Audit and general accounting to share information and gather data.
- Assist in managing budget office service desk and replying to low level inquiries.
- Complete other duties and projects as assigned or requested.
**Loyola Marymount University Expectations**
Exhibit behavior that supports the mission, vision, and values of the university. Communicate and employ interpersonal actions that model high standards of professional, responsible, accountable, and ethical conduct. Demonstrate a commitment to outstanding customer service.
**Requisite Qualifications**
- Typically, a Bachelor's Degree in Business Administration, Finance, or related field or equivalent experience. Incumbent will be expected to continue upgrading knowledge, skills, and abilities needed to keep abreast of regulation/policy changes.
- Minimum four years' experience in program administration in higher education or equivalent. Demonstrated experience should include management of highly sensitive information, management of multiple conflicting priorities, and facilitation of communication between numerous parties.
- Project management skills involving complex variables and project deadlines. Ability to manage time, be resourceful, multi-task, and self-learn.
- Exceptional written and oral communication skills evidenced by background in preparing comprehensive reports and executive summaries by incorporating complex, highly technical information. Experience in effectively communicating with external constituents.
- Highly developed organizational and leadership skills. Ability to resolve problems that may have significant impact on the overall goals of the office.
- Demonstrated computer competency (Word, Excel, PowerPoint, Outlook). Advanced excel skills and ability to develop advanced skills in Workday, Box Sync, etc.
- Demonstrated ability to organize work effectively, conceptualize and prioritize objectives and exercise independent judgment to accomplish goals based on the division's activities.
- Must be flexible and adapt to change easily, be able to work independently and as a team member, and have strong interpersonal and problem-solving skills.
- The above statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of this position. _
HERC# #HEJ#
Staff Regular
Salary range
$66,560.00 - $75,200.00 Salary commensurate with education and experience.
