Budget Manager, College of Arts and Sciences

Description

Pacific University achieves excellence and distinction by investing in exceptional people to think, care, create, and pursue justice in our world. We embrace discovery in a close nurturing environment that leads to genuine transformation. Our community is diverse, sustainable, and dedicated to discovery and excellence in teaching, scholarship and practice. 

At Pacific University we thrive in an extraordinary environment, surrounded by the beauty of the great Pacific Northwest, with campus locations in Forest Grove, Hillsboro, and  Eugene. We humbly acknowledge and thank the original caretakers of the lands on which we live, work, teach, acquire and share knowledge.

GENERAL DESCRIPTION OF POSITION:

Under the supervision of the Dean of the College of Arts and Sciences, this position is responsible for centralized financial and database management practices for the College of Arts and Sciences, including CAS administrative budget management, bookkeeping and account reconciliation, college-wide budget reconciliation, financial reports, and external grant budget management and reconciliation.

ESSENTIAL FUNCTIONS/MAJOR RESPONSIBILITIES:

Budget and Financial Processes:

• Manages independent accounts across all levels of the college; reconciles and produces critical reports for budgetary decisions.
• Tracks and responds to deadlines for ongoing budget processes, reports, and communications, either acting independently in relation to deadlines or, where appropriate, prompting the Dean to act.
• Oversees and participates in the process of collecting, preparing, and inputting financial data.
• Manages budget transfers across schools and tracks encumbrances, wages, and critical budget line items.
• Reconciles college revenue and expenses and develops monthly budget projection reports.
• Develops and maintains financial templates, spreadsheets, and data systems.
• Develops, defines, and updates financial procedures to ensure internal and external compliance.
• Processes purchase orders, invoices, check requests, supplemental pay requests, and PAFs; makes account and deposit transmittals; prepares account payable and reimbursement requests for submission to Business Office.
• Oversees faculty development and research budgets; supports faculty in budgets and expense management related to conference/research travel.
• Manages endowment accounts, providing reports and support to authorized directors where needed.
• Reviews and audits monthly payroll reports.
• Manages petty cash.
• Maintains confidentiality in all matters related to the Dean’s office. Specifically with regards to personnel, payroll and other financial matters.

Data and Systems Management:

• Researches and makes recommendations for new software and systems that may improve office effectiveness and efficiency.
• Interfaces with UIS for office computer systems and data management needs.

Office Management:

• Manages and directs workflow in relation to financial office systems.
• Prioritizes tasks and works independently with a high degree of confidentiality.
• Brings information/issues relating to the financial affairs of the College to the attention of the Dean.
• Independently responds to inquiries, complaints, and concerns from callers and visitors in relation to financial matters, policies, and procedures; resolves, researches, assesses, and refers concerns to the Dean.
• Independently conducts research as necessary, formulates solutions, and makes recommendations.
• Along with other office staff, receives visitors, answers, screens, and directs telephone and email inquiries, and provides effective communication of messages and information.

Support of Centralized College Needs and Special Projects:

• Acts as liaison with Arts and Sciences administrative assistants in other programs, soliciting budget status reports and arranging staff meetings for financial and systems coordination and training.
• Coordinates summer terms course schedules and faculty pay.
• Facilitates undergraduate travel course budgets and insurance (until dedicated staff is identified).

SECONDARY FUNCTIONS:  Performs other related duties as assigned, including independently managing special projects and cross-training with and providing support to the Executive Assistant to the Dean on critical office functions.

JOB SCOPE:  Performs duties with little direction given, operating from established directions and instructions.  Decisions are made within general university policy constraints but occasionally require independent decision making.

SUPERVISOR RESPONSIBILITY:  Supervises student workers and interns (recruitment, hiring, training, assigning and monitoring work).

Qualifications

EDUCATION AND/OR EXPERIENCE:

• Minimum of 5 years previous financial/bookkeeping, relational database, and office experience required.
• HS diploma or equivalent required.

REQUIRED KNOWLEDGE, SKILLS, ABILITIES & BEHAVIORS:

• Communicates with students, faculty, staff and the public appropriate to the age of the individual served.
• Builds on basic learning and carries it from one situation to another.
• Demonstrates critical thinking skills in problem solving and decision-making.
• Asks questions and seeks assistance.
• Takes responsibility to eliminate the source of problems.
• Demonstrates confidentiality regarding information pertaining to all students, faculty and staff.
• Maintains proper appearance and personal conduct for the employee’s particular job.
• Uses effective communication skills taking into consideration body language, filters, listening, paraphrasing, and questions with customers of diverse ethnic and cultural backgrounds.
• Demonstrates ability to work in a team environment.
• Brings accuracy, thoroughness, timeliness, and a sense of urgency in meeting responsibilities.
• Brings outstanding organizational skills and proven ability to meet deadlines and follow through with projects.
• Has experience with general accounting principles and practices and an ability to analyze and interpret financial data.
• Possesses advanced bookkeeping, data management, and office computer skills, preferably including M.S. Office Word and Excel and experience with Colleague Financial and FileMaker Pro.  Willing and able to learn new software and systems.
• Brings strong understanding of database design and maintenance.
• Demonstrates strong interpersonal skills, with ability to exercise tact and good judgment.
• Can multi-task in a busy work environment.
• Responsible and self-governing and acts with integrity.
• Takes initiative to improve office systems and efficiency.

WORKING CONDITIONS:  Busy office environment with high degree of confidentiality.

PHYSICAL REQUIREMENTS:  Light work.  Visual acuity.

At Pacific University we are dedicated to providing experiences that are authentic, holistic, equity minded, and responsive. We continue to develop our equity practices with a particular focus on racial equity.

For qualifying employees, our benefits include generous paid time off for vacation, holidays (including winter break) and sick leave. We offer medical coverage with alternative care (in-network services covered at 100% after payroll deduction), comprehensive dental, vision plans, 9% contribution to retirement after one year of service with no match required, free mental health appointments, and tuition remission for employees and their dependents. We cover employer paid life, short term disability, and long term disability insurance. On campus benefits include free access to our sports facility and library, with discounts on campus food, bookstore purchases, clinic services, and gear rentals through our outdoor program (kayaks, snow shoes, bikes and more).

Candidates from diverse backgrounds are encouraged to apply.  Studies have shown that candidates that are female and/or BIPOC are less likely to apply for jobs unless they meet all of the qualifications they find in the job description. We are seeking the best candidate for the job, and that candidate may be a person who comes from a less traditional background. We encourage you to apply even if you don't meet every minimum qualification described or are unsure if your experience could be considered related experience.

NOTICE OF NONDISCRIMINATION POLICY

It is the policy of Pacific University not to discriminate on the basis of race, color, national or ethnic origin, ancestry, age, religion or religious creed, disability, sex or gender, gender identity and/or expression, sexual orientation, military, veteran or Vietnam Era status, or any other protected classification recognized by applicable law, in admission, access to, or treatment in employment, educational programs or activities as required by Title IX of the Education Amendments of 1972, section 504 of the Rehabilitation Act of 1973, Title VII of the Civil Rights Act of 1964, the Age Discrimination Act, the Americans with Disabilities Act of 1990, or any other applicable state or federal law, or city ordinance. Questions or complaints may be directed to the Vice President for Academic Affairs, 2043 College Way, Forest Grove, OR 97116, provost@pacificu.edu.

Application materials will be screened and interview candidates will be selected and notified by telephone.  The hiring process normally consists of several interviews and can last several weeks depending on the position.  All applicants will be notified once the position is filled.  Employment is contingent upon eligibility to work in the United States.