Reporting to the Vice Provost for Operations & Strategic Initiatives, the Associate Director for Budget and Finance will administer all Office of the Provost financial processes. Collaborate with the Offices of Budget and Finance, Human Resources, Controller, Procurement, College Deans and Budget Managers, Center for Professional Learning, Center for Learning Innovation, ROTC -Military Programs, Interprofessional Projects, Kaplan Center, and others as assigned. Responsible for ensuring financial transactions comply with institutional financial administration policies using Generally Accepted Accounting Principles ( GAAP ).
COMMUNICATIONS
Communication with all internal stakeholders in written, electronic, and verbal form.
CUSTOMER SERVICE
N/A
Special Schedule Requirements
Hybrid- 40% remote, 60% on-campus
Typical Business Hours: 8:30 am to 5:00 pm
May require additional work hours during critical budget planning and auditing cycles or for special projects as assigned.
EEOC Statement
Illinois Institute of Technology is an EEO /AA/Title VI/Title IX/Section 504/ ADA / ADEA employer dedicated to building a community of excellence, equity, inclusion and diversity. It is committed to fostering an inclusive environment and actively seeks applications from individuals of all backgrounds and identities regardless of race, color, sex, marital status, religion, national origin, disability, age, unfavorable discharge from the military, status as a protected veteran, sexual orientation including gender identity and expression, order of protection status, and/or genetic information. All qualified applicants will receive equal consideration for employment.
Qualifications
Education & Experience
A bachelor’s degree in accounting or finance is required. An MBA is preferred.
At least five years of progressive experience managing budgets and finances in Higher Education at the Provost, Division, or College level is required.
Demonstrated experience working with a broad constituency of faculty, administrators, and staff to support a diverse operation in a professional and time-sensitive environment.
Demonstrated experience working with senior administration and with the ability to maintain confidentiality and act with diplomacy.
Knowledge & Skills
Three to five years of Banner Finance experience in budget management and financial analysis is required.
Advanced skills using MS Office, Word, Excel, and PowerPoint are required.
Experience with Visio for business process analysis is highly desirable.
SUPERVISION & BUDGET AUTHORITY
None
Physical Environment and Requirements
Normal Office Environment
Certifications and Licenses
List any certifications or licenses that are either required or helpful in performing the job, designating whether required or preferred.
N/A
Key Responsibilities
Key Responsibility
Prepare the annual budgets for the Provost funds: develop, monitor, and forecast Finances, including and in collaboration with the centers, programs, and other initiatives funded by the Provost.
Prepare Zero-Based Budgets using the institutional process and format from the Office of Budget and Finance.
Develop an Office of the Provost Form to collect each center or program director’s comprehensive and itemized budget request for inclusion in the Provost ZBB budget form.
Evaluate fund availability and suggest modifications where required to ensure ZBB compliance.
Complete the annual budget process on time and within the scope outlined.
Follow up in Banner Finance to ensure all Provost-monitored budgets are entered correctly and roll up to the “200” level division.
Complete budget analysis as requested for tuition revenue, tuition discount and expenditure forecasting, and short-term and long-term financial planning by benchmarking competitive institutions.
Percentage Of Time
25
Key Responsibility
Monitor adherence to Board approved budgets.
Continuously review operating budgets, use of grants and restricted funds, and capital budgets as assigned to the role.
Identify and analyze various financial and budgetary issues, evaluate budget requests, and make budget recommendations to the Vice Provost for Operations and Strategic Initiatives and the Provost.
Prepare and present comprehensive financial analyses to support strategic financial planning efforts.
Prepare monthly budget reports for review by the Vice Provost for Operations and Strategic Initiatives and the Provost.
Identify areas of concern and recommend budgetary adjustments as appropriate to the role.
Approve budget requests and changes submitted by the academic and administrative units under the purview of the Provost.
Review, approve, and expedite purchase requisitions as required to support operational expenses for the Office of the Provost and from the discretionary spending budget, as requested by the Vice Provost for Operations or Provost.
Approve P-Card expenditures monthly for the Provost’s direct reports and enforce procurement reconciliation and use policies.
Percentage Of Time
20
Key Responsibility
Administer the annual Faculty Compensation Review and Approval Process with Human Resources.
Manage the faculty compensation review and merit increase process under the direction of the Vice Provost for Operations and Strategic Initiatives.
Track the annual processing of new and continuing faculty contracts with college budget managers and ensure all continuing faculty contracts are uploaded to the Office of Human Resources shared drive for compensation validation and historical recordkeeping.
Ensure shared folders for the Office of the Provost are updated with new faculty contracts.
Collaborate with the Finance Division to run operational and financial reports and analyses as required.
Document and update all related business processes for this function and develop training appropriate to the role.
Conduct training with end-users as appropriate to the role.
Percentage Of Time
20
Key Responsibility
Approve all Personnel Action (PA) Forms and prepare any necessary budget amendments.
Coordinate with the Grants and Contract Accounting ( GCA ) Team for their review and confirmation of grant-funded PAs.
The Grant’s Principal Investigator (PI) and College Budget Manager are responsible for evaluating grant-funded budget use and work directly with Research Administration Services before submitting PAs to ensure grant compliance.
GCA will engage with the Research Administration Services ( RSA ) Specialists and College Budget managers to advise and correct issues with form submissions determined during this review.
GCA will confirm its review of the PA before approval by the Senior Financial Analyst.
Percentage Of Time
20
Key Responsibility
Review, process, and monitor budget change requests throughout each Fiscal Year:
Evaluate requests for new funds and budget transfers from the Colleges, Centers, Programs, and Vice Provosts reporting to the Provost and Senior Vice President for Academic Affairs.
Advise the budget impact to the Vice Provost for Operations and the Provost, as appropriate to the request, before its approval and completion:
Review, approve, and enter the budget transfer journal entries required for transactions that exceed the authority of the requesting budget manager .
Identify the appropriate funding source to cover the budget transfer.
Complete other budget transfers as requested and approved by the Vice Provost for Operations and Strategic Initiatives or the Provost .
Monitor and update budget and restricted fund policies and procedures for the Office of the Provost.
Establish and continuously update procedures to perform functions within the scope of the role.
Develop and maintain procedures documentation and coordinate inclusion with the Assistant Vice Provost for Administration and Systems for the Office of the Provost’s Procedures Guide.
Conduct continuous end-user training as appropriate to the role.
Coordinate accounting transactions and budget report requirements with the appropriate report writers for these systems.
Advise the Vice Provost for Operations and Strategic Initiatives about financial accountability and budget issues.
Prepare monthly and periodic financial reports for this purpose.
Conduct data mapping as assigned for business process improvement initiatives.
Ensure proper internal controls are maintained within the Office of the Provost and Centers under its direction.
Percentage Of Time
15
Posting Information
Work Hours
8:30A-5:00P
Position Category
Full Time
Posting Date
11/28/2023
Closing Date
Posted Until Filled
Yes
Quicklink for Posting
https://iit7.peopleadmin.com/postings/10049