Administrative and Budget Support Associate

Position Details Classification Information

Position Classification Title Business Services Coordinator
FLSA Non-Exempt
Position Class 10739
Position Overview

Position Summary The Administrative and Budget Support Associate for the Office of the Vice Chancellor for Student Affairs (hereafter referred to as the ABS Associate) works closely with divisional leadership to achieve strategic goals. This position assists in the daily administrative operations and fiscal management processes for the Division of Student Affairs. Reporting to the divisional Chief of Staff, the ABS Associate monitors departmental budgets and spending to assure University and System fiscal compliance. The ABS Associate shall compile and distribute fiscal/administrative reports that are geared to keep divisional stakeholders abreast of the current landscape and needs. Operating as primary support personnel for the Office of the Vice Chancellor for Student Affairs and secondary support advocate to subordinate divisional offices, the ABS Associate is an integral success partner. The ABS Associate will be responsible for maintaining current University administrative and financial training to support overall divisional compliance measures.

Primary Function of Organizational Unit
The Division of Student Affairs is responsible for the oversight of non-academic (co-curricular) educational experiences offered to students. These experiences are provided though and by multiple departments that facilitate this learning. Led by the Office of the Vice Chancellor, the Division of Student Affairs is comprised of a team of professionals dedicated to supporting the growth and development of our students throughout their matriculation to actualize professional and personal success

Position Information

Position Number 510262
Competency Level
Working Position Title Administrative and Budget Support Associate
Building and Room No. Thompson Center Suite 307

Work Hours: From [time] to [time] on [days] of [week] Monday-Friday 8 am to 5 pm; unless otherwise required
Hours per week 40
Months per year 12
Appointment Type Permanent Full-Time
If Time Limited. No
Appointment Length. 12
DHR Assigned Fields

FTE 1
Requirements and Preferences

Position required to work during periods of adverse weather or other emergencies
Position required to work On-Call/Emergency Callback No
Minimum Experience/Education Bachelor’s degree in business administration or a related discipline; or an equivalent combination of training and experience. All degrees must be
received from appropriately accredited institutions.
Preferred Years Experience, Skills, Training, Education Bachelor’s degree in business administration or accounting with minimum of two years’ experience in comparable collegiate environment working with departmental budgets; or Associate’s degree in business administration or accounting and three years’ experience in comparable collegiate environment working with departmental budgets.

Required License or Certification
Valid US Driver's License No
Commercial Driver's License Required No
Physical Required No
List any other medical/drug tests required
Posting Details Posting Details

Posting Number SPA00959P
Internal Posting Only No
Time Limited Position No
Appointment Length
Salary 43,328.00-52,000 (GN07)
Open Date 10/31/2024
Close Date 12/06/2024
Open Until Filled No
Special Instructions Summary Please Note: A criminal background check will be conducted on candidate finalist prior to the offer of employment.

If no applicants apply who meet the required competency and T&E requirements, then management may consider other applicants. Salary would be determined based on competencies, equity, budget, and market considerations.

Resumes will not be accepted in lieu of completing an electronic application. The application must be competed in full detail (including work history) for your qualifications to be considered.

Failure to complete the application completely may result in you not being considered for the vacant position.

Your application for the position will not be complete until you receive an online confirmation number at the end of the process of applying for a position.
Key Responsibilities and Related Competencies Key Responsibilities and Related Competencies

Competency Knowledge - Professional
Describe the specific job duties related to this competency 20% Knowledge – Professional
The ABS Associate shall demonstrate an understanding and awareness of University and divisional policies and procedures; ability to demonstrate and apply this knowledge in performance of office support tasks; ability to explain and interpret information to campus stakeholders with a high-level of customer service and care. Understand processes and procedures and is able to apply this knowledge in problem solving and responding to most questions and inquiries. Maintain current University administrative and financial training to assure personal and divisional compliance with University/System processes, protocols and procedures. Use administrative and fiscal knowledge to interface with other offices and organizations to further divisional strategic goals

Percentage Of Time 20%
Competency Financial Management - Budget
Describe the specific job duties related to this competency 40% Financial Management
The ABS Associate shall monitor and reconcile departmental budgets with the ability to track expenditures. Serve as primary administrative and budget support for Office of the Vice Chancellor and secondary advocate for subordinate departments if needed. Process administrative paperwork as required to include but not limited to purchase orders, requests for payments, credit card transactions, budget revisions and interdepartmental transfers and contracts. Compile and distributes administrative and financial reports to keep divisional stakeholders abreast of operational landscape and needs. Gather, select and compile clerical and statistical data of spending as needed. Work closely with Chief of Staff and Vice Chancellor to achieve strategic goals.

Percentage Of Time 40%
Competency Coordination - Work
Describe the specific job duties related to this competency 10% Coordination-Work
The ABS Associate shall work collaboratively within the Division of Student Affairs and other University stakeholders to achieve strategic goals. Plan and facilitates the support activities of Student Affairs in alignment with articulated priorities. Coordinate with constituencies both on and off campus to complete tasks with the highest level of customer service.

Percentage Of Time 10%
Competency Communication
Describe the specific job duties related to this competency 20% Communication
The ABS Associate shall utilize high-level, professional, written and verbal communication skills during service delivery. Compose written communication with guidance using divisional standard formats. Compose correspondence and reports involving operational procedures, directives or data for campus stakeholders as needed. Serve as liaison with departments, campus partners and vendors when questions of payment and/or delivery of services arise; Respond to questions/issues that deviate from standard operating procedures by determining and consulting appropriate resources such as policies, manuals or staff. Respond to requests for information. Contact appropriate stakeholders to provide or obtain information.

Percentage Of Time 20%
Competency Information/Records Administration
Describe the specific job duties related to this competency 10% Information/Records Administration
The ABS Associate shall record, compile and summarize data using recommended formats and operating procedures. Compile and organizes information from different sources (Banner, Labor Distributions, Web Focus Reports, SU Express, Works etc.) to develop reports and data as needed.

Percentage Of Time 10%

---