POSITION IDENTIFICATION
TITLE Operations Administrator for Academic Affairs
CLASSIFICATION NUMBER 4055
GRADE 44
CLASSIFICATION Exempt
IMMEDIATE SUPERVISOR Senior Academic Financial Officer, Provost Office
GENERAL FUNCTION
The Operations Administrator for Academic Affairs performs budgeting and financial record keeping as well as professional accounting involved in the daily operation of the Provost Cost Center and Academic Affairs. This position assists the Senior Academic Financial Officer in the Provost Office preparing financial and non-financial reports and assumes responsibility for a variety of projects as directed by the Senior Academic Financial Officer.
MINIMUM ACCEPTABLE QUALIFICATIONS
Education: A bachelor’s degree is required; a bachelor’s degree with an emphasis in business is preferred. An equivalent combination of years of experience and education may be considered for substitution of educational requirements.
Experience: At least five years of experience in accounting, budgeting, or a related field is required.
Skills: Good interpersonal, communication, organizational and administrative skills are required. Strong computer skills, including a strong working knowledge of Microsoft Excel including pivot tables, and Microsoft Word are required. The ability to understand, interpret, and apply accounting standards, principles and procedures is required. Be able to complete work with minimal supervision to meet deadlines and provide on-going data to the Senior Academic Financial Officer is required. Working knowledge of Microsoft Power BI is preferred. The ability to develop knowledge of, respect for, and skills to engage with those of other cultures or backgrounds is required.
ESSENTIAL DUTIES AND RESPONSIBILITIES
1. Helps to ensure the achievement of the mission of the University by assisting the Senior Academic Financial Officer, colleges, and academic departments.2. Collects, organizes, and analyzes financial and other nonfinancial data to assist the Senior Academic Financial Officer in preparation of projections, budgets, and other financial documents for Academic Affairs.
3. Assures the utilization of available techniques, technologies, and accurate methodology to assist with budgeting, budget reporting, resource allocation, and budget control.
4. Oversees monthly review process of Office of the Provost budgets and report anomalies to the Senior Academic Financial Officer.
5. Prepares journal entries for the Office of the Provost and other Academic Affairs units as needed.
6. Prepares requisitions and payment requests.
7. Reviews travel expense reports for accuracy and adherence to policy.
8. Prepares summaries for review by the Senior Academic Financial Officer of the financial status of all Academic Affairs funds and organizations.
9. Assists with, supports, and coordinates budgeting and record keeping for Academic Affairs endowed professorships, chairs, and fellowships.
10. Creates a document based on fees that maps the detail codes and Banner fund, organization, account, and program codes to the Fee Resolution.
11. Assists the Senior Academic Financial Officer maintain the Academic Affairs database of faculty and staff positions.
12. Reviews funding arrangements between departments, colleges, and Provost Units for accuracy before submitting to the Senior Academic Financial Officer for final review.
13. Creates and maintains records comparing budget to actual expenditures for the Student Computer User Fee (SCUF).
14. Assists with preparing the Annual Report for the Provost.
15. Prepares the year-to-year change report.
16. Facilitates a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.
17. Remains competent and current through self-directed professional reading, developing professional contacts with colleagues, attending professional development courses, and attending training and/or courses as directed by the Senior Academic Financial Officer.
18. Ensures that miscellaneous assignments related to Academic Affairs are completed in the best interest of the University by accepting and accomplishing tasks delegated by the Senior Academic Financial Officer.
SUPERVISION
The Operations Administrator for Academic Affairs is supervised by the Senior Academic Financial Officer and supervises temporary employees, graduate assistants, and student employees.
OFFICE OF HUMAN RESOURCES
REVISED FEBRUARY 2024
