Director of Business and Administration – School of Business

Salary: Commensurate with experience
Benefits: Generousbenefits include paid time off including holidays and vacation, retirementmatch, 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 theDean and works closely with School academic leaders and staff professionals(e.g., Associate Deans, Department Chairs, Center Directors, etc.) as well aswith other units across campus (e.g., Facilities Management, HR, Controller’sOffice, Payroll, Legal Affairs, Vice-Provost, etc.). The DBAA is a member ofthe School’s Leadership Team and is expected to: 1) Provide strategic/tacticalcounsel to the Dean about the use of School operating and discretionary funds;2) be a supportive enabler of initiatives and activities related to Schoolgoals while also being an outstanding steward of resources; and 3) Serve as theSchool’s HR liaison and oversee IT and facilities support within the School.Consequently, the DBAA supervises the School’s full-time budget manager and ITmanager. That said, the DBAA must be a “doer” who is willing to do whatever isnecessary to get the job done (e.g., complete personnel paperwork, constructbudgets, assess IT and facility needs, and create financial reports, etc.). Thesuccessful candidate will be evaluated based on their ability to meetestablished goals and through feedback from appropriate constituencies. Workwill be reviewed through regularly scheduled meetings, reports, analysis, andobservation of results.

DUTIES ANDRESPONSIBILITIES:

The DBAA’s work falls into four primary content areas, withapproximate percent effort required in parentheses (This list is neitherabsolute nor restrictive, but indicates approximate duties and responsibilitiesthat may be redefined pursuant to operational needs):

Strategic financial leadership (20%): Assesses and projects financial needs on an ongoing basis and develops annualbudgets. Creates the financial strategic plan for the School in collaborationwith the Dean. Anticipates how to support School goals financially andaccurately forecasts operational resource and personnel salary needs. Financialstrategy development and implementation must balance goals and needs againstthe School’s operating and discretionary sources of funding.

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

HR management (20%): Oversees adjunct budgets and contracts, drafts and tracks appointment lettersfor full-time faculty and staff as well as part-time School employees andExecutives-in-Residence. Maintains HR records of stipends, job offers,appointment letters and the like issued by the School. Serves as the School’s 2direct 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 computerhardware and software needs, both for instructional purposes and for individualfaculty/staff who are supported by School-provided technology. Responsible forfacility needs related to maintenance, repairs, cleaning, and upgrading ofRockwell Hall spaces and related technology used by the School.

Strategic financial leadership

Work with the Dean and other School leaders asdirected to project and anticipate future financial and resource needs, keepingbudgetary limits in mind (this often requires helping units within the Schoolbetter anticipate and share their spending needs early enough so that gooddecisions can be made to deploy limited School resources)

Recommend to the Dean ways to operate moreefficiently within the budget office and more effectively spend limitedresources, particularly with respect to discretionary funding and how suchresources can be used to augment or supplement funding in University-providedoperating budgets

Under the direction of the Dean and incollaboration with SOBA Advancement staff, create discretionary accounts andunderstand how they can be used (this may include offering suggestions andinnovative solutions for moving or using monies across various accounts toserve School needs)

Work with the Dean to develop innovative andcreative ways to build and support a broader and deeper pool of discretionaryresources within the School (e.g., via alternative revenue streams such asexecutive education)

 Advisethe Dean on the financial implications of existing or contemplated Schoolprograms, initiatives, policies and procedures—this includes contributing toongoing School strategic planning efforts

Operational and financial management

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

School payroll

All financial information surveys required bySchool accreditor AACSB and ranking organizations

Salary worksheets related to authorizedraises/bonuses for School employees

Required reports for School programs orinitiatives, including pro forma budgets for new programs

Contract information (entered into theiContract system and shared with Legal Affairs, e.g., for vendors, executiveeducation contracts, software licenses, etc.)

Efficiently coordinate various department andsubsidiary financial accounts in ways that align with the University'saccounting and reporting systems

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

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

Provide timely and accurate: 1) informationregarding the financial status of various accounts and interpreting Universityfinancial reports; and 2) financial analyses as requested as well as detailedbudget reports on a monthly, quarterly and/or yearly basis

Monitor current procedures, suggest ways toimprove efficiency of operation and keep the Dean informed about expendituresand financial trends impacting budgets

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

Manage all accounting functions to ensurefiscal year is closed out properly

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

Help guide academic department administrativeassistants who perform financial or budget support tasks

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

Matters involving faculty travelreimbursements, research and program activity expenses

Admissions,events and/or marketing activities promoting School programs

Student awards related to competitions and/orfinancial aid

Purchases or licenses involving outsidevendors/contractors

HR management

Collate and report on faculty teaching loadsby semester to Academic Affairs

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

Prepare all hiring paperwork, including draftsof appointment letters and coordinating background check efforts, keeping theDean informed in the process

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

Interface with Search Committee chairs and HRto launch faculty/staff searches

Onboard all new employees in the School andmonitor search expenditures

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

Provide University HR with reports/informationon School employees as needed

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

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

ITand facilities management

Coordinate building administrative functionsand computing and technology needs for the School
Supervise the School’s IT Manager to ensurethat:

School computer classrooms are imagedappropriately

Classroom technology is up-to-date andmodernization issues addressed

School computing/IT equipment used by facultyand staff functions well

Hardware and software needs are assessed on anongoing basis

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

Serve as the primary liaison for the School onIT and facilities matters with CTS, Educational Technology, FacilitiesManagement and other units as needed (may assign the IT Manager to attendmeetings related to technology and facilities)

Provide excellent customer service throughinteractions with School faculty, staff, leadership and students as well asUniversity officials, visitors, vendors, and other internal/external contactson all IT and facilities management matters

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

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

Make strategic recommendations to the Dean forreplacing, changing or upgrading computer hardware/software, classroomtechnology, furnishings and equipment in Rockwell Hall that 1) balances Schoolgoals, needs and resource constraints; and 2) anticipates costs and offersoptions for funding

DBAA DEVELOPMENTAL EXPECTATIONS

The DBAA is expected to remain competent and current throughself-directed professional reading, developing professional contacts withcolleagues, attending professional development courses, and attending trainingand/or courses as required

Specific areas to maintain currency oninclude:

Management, accounting and budgetary practicesand techniques

Applicable state and federal laws regardingbudgetary/accounting practices

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

University/School policies and proceduresrelated to travel, reimbursements, etc.

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

Completes other dutiesas assigned.

REQUIREMENTS:

Minimum qualifications:

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

5 years of progressively responsible budgetmanagement, financial and/or personnel experience in a higher educationorganization

Preferred qualifications:

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

10 years of progressivelyresponsible budget management and personnel experience in higher education

Experience with EllucianBanner and Duquesne HR, Purchasing and Payroll systems

Curiosity and a willingnessto learn new skills

Teaching and/or executiveeducation experience

Alternately, thesuccessful candidate may possess any equivalent combination of experience andtraining, which provides the knowledge, skills and abilities required toperform the essential job functions. This includes, but is not limited to, thefollowing:

Possess supervisoryexperience, knowledge of management practices and techniques

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

Skilled in applyingaccounting and financial management principles

Ability to workindependently on complex and confidential issues related to the day-to-day Schoolfinancial 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 forreports, etc.) and 2) ERP (Enterprise Resource Planning) systems

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

Can think strategically aswell as tactically and adapt to changing priorities

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

Ability to interacteffectively and collegially with diverse constituencies, including seniorexecutives, faculty, professional staff, alumni, and students

Absolute discretion and confidentiality givenaccess to highly sensitive information

Impeccable integrity andcommitment to School success and the values of Duquesne

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

Ability toestablish and maintain effective working relationships with the UniversityCommunity.

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

APPLICATIONINSTRUCTIONS:
Applicants are asked to submit a cover letter, resume, and contact informationfor three professional references.
Catholic in its mission and ecumenical in spirit, Duquesne University valuesequality of opportunity as an educational institution and as an employer. Weaspire to attract and sustain a diverse faculty and staff that reflectscontemporary society, serves our academic goals and enriches our campuscommunity. We particularly encourage applications from members ofunderrepresented groups and support dual-career couples through our chartermembership in thisregion's HERC (http://www.hercjobs.org/oh-western-pa-wv/).
We invite applicants for this position to learn more about our university andits Spiritan heritage byvisiting http://www.duq.edu/about/mission-and-identity/mission-statement.Those invited to campus for an interview may be asked about ways in which theysee their talents contributing to the continued growth of our community andfurthering its mission.
Duquesne University was founded in 1878 by its sponsoring religious community,the Congregation of the Holy Spirit. Duquesne University is Catholic inmission and ecumenical in spirit. Motivated by its Catholic identity,Duquesne values equality of opportunity both as an educational institution andas an employer.