Position Title: E & S Budget and Business Operations Manager
Classification Title: FT Staff UDMPSSA (formerly MEA)
City/Campus: Detroit - McNichols
Department: College of Engineering and Science (Dept)
Position Status: Full Time
The E&S Budget and Business Operations Manager manages financial operations, budgets, and policies, and advises the Dean and Department Chairs/Directors on all aspects of the College of Engineering & Science and its academic departments. Reporting to the Dean, this high impact position plays an important role in the strategic direction of the College, with a strong focus on preserving sustainability and financial strength of the College. The E&S Budget and Business Operations Manager helps College leadership address the strategic financial questions, identifying financial opportunities and threats, and prioritizing initiatives. This position requires the ability to effectively communicate College and Department financial information to university administrators and and other constituents as appropriate.
This position also oversees the annual zero balance College budget formation for fourteen academic units, facilitating adjunct and faculty overload payroll authorizations, creation & follow through of contracts, reimbursements, payments, check requests, annual voucher tracking, internal grant fund tracking, new faculty startup benefits oversight, requisition & purchase order purchases in the Banner software system, event planning budgeting, and dual-enrollment logistics that include ensuring registration and textbook & supply purchases. This position also works with Corporate Travel to make flight and hotel reservations for students & faculty traveling to conferences.
As with all staff positions in the College, this position also assists in the planning and execution of some college events including events for recruiting, alumni, outreach, Board of Advisors, ES Leadership meetings, Tech Day, Student Council meetings, etc.
Essential Duties and Responsibilities:
(1) Budget and Financial Strategy and Oversight
In conjunction with the Dean, E&S Department Chairs/Director, and University Budget Office, develop and oversee the annual zero balance College budget formation for the College’s (currently fourteen) academic units. Assist in the development of a feasible budget that clearly aligns with the priorities of the College and the university, and to assure that College business needs and expense management systems are integrated into the University’s systems.
Maintain budget oversight for all academic units, operating and restricted funds within the College. Conduct quarterly budget status reviews with Dean and Department Chairs/Directors. Review and oversee financial/business management practices within the College.
Review all financial transactions generated from the College and maintain records as appropriate to institutional policies and procedures. Monitor the expenditure of funds to ensure fiscal responsibility and compliance with university, state, federal and professional standards. Serve as Dean’s proxy for approvals. Assure that the processing of all financial and payroll transactions is handled consistent with University policies.
Participate in strategic planning/visioning and work with the Deans to develop short- and long-term financial goals, identify cost saving opportunities and conducts related data analyses as appropriate and as requested. prepare reports and engage in special projects as needed.
As a member of the E&S Leadership Team, advise the deans, chairs and directors on financial and administrative issues. Participate in University fiscal committees and functions as liaison on fiscal and administrative matters, representing the Dean and serving on committees as requested.
Review and analyze costs and budgets for grant proposals and new academic program proposals within the College.
Advise the Dean on financial/business items needing attention and on improvements for operating efficiency.
(2) Business Operations
Execute day-to-day College business/financial activities including: facilitating adjunct and faculty overload payroll authorizations, creation & follow through of vendor contracts, reimbursements, payments, check requests, annual voucher tracking, new faculty startup benefits oversight, requisition and purchase order purchases in the Banner software system.
Verify proper content, supporting documents, and additional required processes are correctly completed for business/financial operations listed above (e.g. payroll authorizations require verification against semester teaching assignments, and require creation of contract letters for overloads or new adjuncts. UDMPU voucher tracking requires ensuring funds are allocated fairly and that eligible faculty members spend only their allocated amount.)
Oversee and execute processes and communications for internal grant funding and restricted fund tracking for faculty, staff, and deans. Compare expenditures to proposals to ensure proper spending.
Track and verify the completion of funding and payments. Shepheard financial processes to successful completion.
Work with Corporate Travel to make flight and hotel reservations for students & faculty traveling to conferences.
Act as the primary interface between the College of Engineering & Science and the University offices of the Controller, Budget, Purchasing/Accounts Payable, HR, and IT. Administer the fiscal, human resource, and administrative operations of College and assures such processes are consistent with department and university practices.
Maintain financial and contract records and complete annual salary surveys and reports.
Develop, implement, and maintain College specific written policies and procedures regarding financial and business operations. Communicate business policies and procedures to faculty, administrators, staff and students, and collaborate with central administration to roll out new processes.
Oversee orders for office supplies for the College and maintains inventory in an effort to reduce supply costs and improve efficiencies.
(3) Events & Miscellaneous
Welcome and assist visitors, faculty, administrators, and staff who come into the Dean’s office.
Oversee onboarding for new personnel. Oversee the new personnel checklist is completed in a timely fashion and follow-up as needed. Assist new employees with new hire paperwork and orientation to appropriate financial processes and procedures for the University and the College. Assist with completion of JDQs and position justifications for replacements and new position.
Coordinate with the E&S College Coordinator for Outreach & Operations to assist with conference room scheduling and meeting preparation, coordinating with food service, housekeeping and facilities to ensure hospitality as needed.
Coordinate with the E&S College Coordinator for Outreach & Operations to assist in the budgeting, planning, and execution of College events including events for recruiting, alumni, outreach, Board of Advisors, ES Leadership meetings, Tech Day, Student Council meetings, etc.
Performs other duties as needed or assigned.
Education (Minimum/Preferred): High school diploma or GED with six months to two years experience.
Experience (Minimum/Preferred): Would prefer experience with Banner Finance and Raisers Edge.
Knowledge, Skills and Abilities: (1) Must have advanced Excel skills. (2) Must be technically able to input and extract information from databases and prepare reports. (3) Must be discrete, extremely well organized, able to multitask and prioritize. (4) Must be diplomatic and collaborative.
Physical Requirements: Job may require lifting light weight objects (1 to 10 pounds) with no repetitive bending or stooping. Occasionally lift average weight objects (1 to 10 pounds).
Work Environment: Regular exposure to favorable conditions such as those found in a normal office.
Anticipated Schedule: Monday through Friday 8:30 a.m.-5:00 p.m.
About University of Detroit Mercy
Michigan’s largest, most comprehensive private university, the University of Detroit Mercy is an independent Catholic institution of higher education sponsored by the Religious Sisters of Mercy and Society of Jesus. The university seeks qualified candidates who will contribute to the University's urban mission, commitment to diversity, and tradition of scholarly excellence. The University of Detroit Mercy is an Equal Opportunity Affirmative Action Employer with a diverse faculty and student body and welcomes persons of all backgrounds.
Internal Number: SC9993-MEA10-0301-1040
About University of Detroit Mercy
The University of Detroit Mercy has one goal - to help our students realize their dreams and ambitions. We fulfill that goal by offering challenging academic programs taught by talented, committed professors and supplemented by hands-on research, co-op, and internship opportunities.