Director of Business and Administration – School of Business

Director of Business and Administration – School of Business

Salary: Commensurate with experience
Benefits: Generous benefits include paid time off including holidays and vacation, retirement match, and tuition remission for employee and dependents.  Details at www.duq.edu/benefits
Location: School of Business
Position Status: Full-time                                             
Hours: Varied
Position Number: 223511/10-904                  
FLSA Status: Exempt

POSITION SUMMARY:

The Director of Business and Administration (DBAA) position is housed in the School of Business, reports directly to the Dean and works closely with School academic leaders and staff professionals (e.g., Associate Deans, Department Chairs, Center Directors, etc.) as well as with other units across campus (e.g., Facilities Management, HR, Controller’s Office, Payroll, Legal Affairs, Vice-Provost, etc.). The DBAA is a member of the School’s Leadership Team and is expected to: 1) Provide strategic/tactical counsel to the Dean about the use of School operating and discretionary funds; 2) be a supportive enabler of initiatives and activities related to School goals while also being an outstanding steward of resources; and 3) Serve as the School’s HR liaison and oversee IT and facilities support within the School. Consequently, the DBAA supervises the School’s full-time budget manager and IT manager. That said, the DBAA must be a “doer” who is willing to do whatever is necessary to get the job done (e.g., complete personnel paperwork, construct budgets, assess IT and facility needs, and create financial reports, etc.). The successful candidate will be evaluated based on their ability to meet established goals and through feedback from appropriate constituencies. Work will be reviewed through regularly scheduled meetings, reports, analysis, and observation of results.

DUTIES AND RESPONSIBILITIES:

The DBAA’s work falls into four primary content areas, with approximate percent effort required in parentheses (This list is neither absolute nor restrictive, but indicates approximate duties and responsibilities that may be redefined pursuant to operational needs):

Strategic financial leadership (20%): Assesses and projects financial needs on an ongoing basis and develops annual budgets. Creates the financial strategic plan for the School in collaboration with the Dean. Anticipates how to support School goals financially and accurately forecasts operational resource and personnel salary needs. Financial strategy development and implementation must balance goals and needs against the School’s operating and discretionary sources of funding.

Operational and financial management (50%): Oversight of multiple operating budgets which total 8 figures. Ensure efficient completion and coordination of ongoing department, center, School and program financial accounts (including full-time labor, part-time labor, and non-labor budgets) in compliance with School and University policies and procedures. Supervises all accounting functions, prepares financial supports, oversees fiscal year close-out, purchasing and contracts in coordination with the Dean’s office, Legal Affairs, the Controller’s office and others as needed. Audits grants and foundation budgets.

HR management (20%): Oversees adjunct budgets and contracts, drafts and tracks appointment letters for full-time faculty and staff as well as part-time School employees and Executives-in-Residence. Maintains HR records of stipends, job offers, appointment letters and the like issued by the School. Serves as the School’s 2 direct liaison to University HR and facilitates the posting of School positions (e.g., via Workflow, etc.) and onboards new employees.

IT and facilities management (10%): Works closely with the School’s IT manager to assess and oversee computer hardware and software needs, both for instructional purposes and for individual faculty/staff who are supported by School-provided technology. Responsible for facility needs related to maintenance, repairs, cleaning, and upgrading of Rockwell Hall spaces and related technology used by the School.

Strategic financial leadership

Work with the Dean and other School leaders as directed to project and anticipate future financial and resource needs, keeping budgetary limits in mind (this often requires helping units within the School better anticipate and share their spending needs early enough so that good decisions can be made to deploy limited School resources)

Recommend to the Dean ways to operate more efficiently within the budget office and more effectively spend limited resources, particularly with respect to discretionary funding and how such resources can be used to augment or supplement funding in University-provided operating budgets

Under the direction of the Dean and in collaboration with SOBA Advancement staff, create discretionary accounts and understand how they can be used (this may include offering suggestions and innovative solutions for moving or using monies across various accounts to serve School needs)

Work with the Dean to develop innovative and creative ways to build and support a broader and deeper pool of discretionary resources within the School (e.g., via alternative revenue streams such as executive education)

 Advise the Dean on the financial implications of existing or contemplated School programs, initiatives, policies and procedures—this includes contributing to ongoing School strategic planning efforts

Operational and financial management

Responsible for supervising the School’s budget manager as well as the timely and accurate completion of:

School payroll

All financial information surveys required by School accreditor AACSB and ranking organizations

Salary worksheets related to authorized raises/bonuses for School employees

Required reports for School programs or initiatives, including pro forma budgets for new programs

Contract information (entered into the iContract system and shared with Legal Affairs, e.g., for vendors, executive education contracts, software licenses, etc.)

Efficiently coordinate various department and subsidiary financial accounts in ways that align with the University's accounting and reporting systems

Monitor financial operations of the School’s Small Business Development Center (SBDC: a 100% grantfunded unit) as they relate to internal and external reporting requirements; shares information and guidance with the Dean and SBDC Director

Coordinate financial aid awards and send information to Financial Aid in an efficient and timely manner

Provide timely and accurate: 1) information regarding the financial status of various accounts and interpreting University financial reports; and 2) financial analyses as requested as well as detailed budget reports on a monthly, quarterly and/or yearly basis

Monitor current procedures, suggest ways to improve efficiency of operation and keep the Dean informed about expenditures and financial trends impacting budgets

Collect and analyze financial and other statistical data for the preparation of financial and non-financial reports (establish reporting deadlines for those providing data)

Manage all accounting functions to ensure fiscal year is closed out properly

Serve as a liaison to Office of the Controller, Associate/Vice-Provost for Administration, and Department of Planning and Budget on matters related to School finances/budget

Help guide academic department administrative assistants who perform financial or budget support tasks

Provide excellent customer service to School faculty, staff, leadership and students as well as University officials, visitors, and vendors on financial matters--this includes, but is not limited to:

Matters involving faculty travel reimbursements, research and program activity expenses

Admissions, events and/or marketing activities promoting School programs

Student awards related to competitions and/or financial aid

Purchases or licenses involving outside vendors/contractors

HR management

Collate and report on faculty teaching loads by semester to Academic Affairs

Help faculty/staff interpret University policies and procedures, coordinate P-Card activities

Prepare all hiring paperwork, including drafts of appointment letters and coordinating background check efforts, keeping the Dean informed in the process

Oversee all payroll processes as well as adjunct, faculty overload and GA contracts

Interface with Search Committee chairs and HR to launch faculty/staff searches

Onboard all new employees in the School and monitor search expenditures

Serve as the School’s primary liaison on all HR and payroll matters

Provide University HR with reports/information on School employees as needed

Provide excellent customer service on HR matters to School and University HR constituencies

Help guide academic department administrative assistants who hire/manage student workers in the School

IT and facilities management

Coordinate building administrative functions and computing and technology needs for the School
Supervise the School’s IT Manager to ensure that:

School computer classrooms are imaged appropriately

Classroom technology is up-to-date and modernization issues addressed

School computing/IT equipment used by faculty and staff functions well

Hardware and software needs are assessed on an ongoing basis

Faculty and staff needs are solicited (i.e., for classroom, professional use)

Serve as the primary liaison for the School on IT and facilities matters with CTS, Educational Technology, Facilities Management and other units as needed (may assign the IT Manager to attend meetings related to technology and facilities)

Provide excellent customer service through interactions with School faculty, staff, leadership and students as well as University officials, visitors, vendors, and other internal/external contacts on all IT and facilities management matters

Ensure that Rockwell Hall facilities used by the School are kept clean, up-to-date and that any repairs or upgrades are made in a timely and efficient manner

Collaborate with the Dean as requested to help with facilities planning needs and keep the Dean informed of any issues with technology or facilities in the School

Make strategic recommendations to the Dean for replacing, changing or upgrading computer hardware/software, classroom technology, furnishings and equipment in Rockwell Hall that 1) balances School goals, needs and resource constraints; and 2) anticipates costs and offers options for funding

DBAA DEVELOPMENTAL EXPECTATIONS

The DBAA is expected to remain competent and current through self-directed professional reading, developing professional contacts with colleagues, attending professional development courses, and attending training and/or courses as required

Specific areas to maintain currency on include:

Management, accounting and budgetary practices and techniques

Applicable state and federal laws regarding budgetary/accounting practices

University HR, TAPs, performance appraisal, payroll and purchasing systems

University/School policies and procedures related to travel, reimbursements, etc.

Evolving software, computer technology and computer systems, ERP systems, Ellucian Banner

Completes other duties as assigned.

REQUIREMENTS:

Minimum qualifications:

Bachelor’s degree from an accredited institution in business, with majors or concentrations in accounting, finance, HR and/or closely related fields (appropriate course work and experience may substitute for a business degree, but a Bachelor’s degree is required) .

5 years of progressively responsible budget management, financial and/or personnel experience in a higher education organization

Preferred qualifications:

Master’s degree in business, accounting, finance or closely related area from an accredited institution

10 years of progressively responsible budget management and personnel experience in higher education

Experience with Ellucian Banner and Duquesne HR, Purchasing and Payroll systems

Curiosity and a willingness to learn new skills

Teaching and/or executive education experience

Alternately, the successful candidate may possess any equivalent combination of experience and training, which provides the knowledge, skills and abilities required to perform the essential job functions. This includes, but is not limited to, the following:

Possess supervisory experience, knowledge of management practices and techniques

Knowledge of state and federal laws and regulations pertaining to higher education budgets and accounting practices; knowledge of HR, Purchasing and Payroll systems

Skilled in applying accounting and financial management principles

Ability to work independently on complex and confidential issues related to the day-to-day School financial operations, HR matters and IT/facilities issues

Strong leadership, supervisory, communication, listening and follow-through skills

Strong computer skills, including 1) knowledge of the entire MS Office Suite (particularly Excel for reports, etc.) and 2) ERP (Enterprise Resource Planning) systems

Superb organizational, administrative and multi-tasking skills to initiate action and meet deadlines

Can think strategically as well as tactically and adapt to changing priorities

An executive presence with a positive demeanor and ability to remain calm under pressure

Ability to interact effectively and collegially with diverse constituencies, including senior executives, faculty, professional staff, alumni, and students

Absolute discretion and confidentiality given access to highly sensitive information

Impeccable integrity and commitment to School success and the values of Duquesne

Commitment to the University’s values of diversity, equity and inclusion, and recognition of the importance of treating each individual with dignity and respect consistent with the University’s Mission.  Demonstrated experience with, and understanding of, the broad diversity of the University community (students, faculty, staff and others).

Ability to establish and maintain effective working relationships with the University Community.

Ability and willingness to contribute actively to the mission of the University and to respect the Spiritan Catholic identity of Duquesne University.  The mission is implemented through a commitment to academic excellence, a spirit of service, moral and spiritual values, sensitivity to world concerns, and an ecumenical campus community.

APPLICATION INSTRUCTIONS:

Applicants are asked to submit a cover letter, resume, and contact information for three professional references.

Catholic in its mission and ecumenical in spirit, Duquesne University values equality of opportunity as an educational institution and as an employer. We aspire to attract and sustain a diverse faculty and staff that reflects contemporary society, serves our academic goals and enriches our campus community. We particularly encourage applications from members of underrepresented groups and support dual-career couples through our charter membership in this region's HERC (http://www.hercjobs.org/oh-western-pa-wv/).

We invite applicants for this position to learn more about our university and its Spiritan heritage by visiting http://www.duq.edu/about/mission-and-identity/mission-statement. Those invited to campus for an interview may be asked about ways in which they see their talents contributing to the continued growth of our community and furthering its mission.

Duquesne University was founded in 1878 by its sponsoring religious community, the Congregation of the Holy Spirit.  Duquesne University is Catholic in mission and ecumenical in spirit.  Motivated by its Catholic identity, Duquesne values equality of opportunity both as an educational institution and as an employer.