Budget Coord and HR Rep

• Monday – Friday, 8:30am – 5:00pm
• Must be willing to work a flexible schedule to meet the needs of the department.

• Requires a bachelor’s degree in a job related field and 1 or more years of job related experience, which may be substituted by an equivalent combination of job related certification, training, education, and/or experience.

• Thorough knowledge of policies and procedures in the development preparation and implementation of both federal and state grants and academic regulations.
• Knowledge of personnel, procurement, and fiscal procedures and policies.

• Efficient and independent office management skills, including word processing and database applications.
• Personal computer skills and have a working knowledge of MS Word and Excel.
• Ability to communicate effectively and maintain good working relationships with diverse university personnel, including faculty, staff, students and the general public.
• Ability to maintain confidentiality.
• Knowledge of or ability to learn University mainframe software (Peoplesoft and PeopleAdmin) and University web-based applications (Datawarehouse, Intranet, etc.)
• Knowledge of or ability to learn university fiscal procedures, practices, policies, and grant funding requirements.

Supervises and coordinates all activities related to procurement, travel, accounts payable, and accounts receivable; acts as liaison with those offices, and assures compliance with policy and procedures. Oversees purchasing card usage within the department, international payments, and cash advances. Oversees internal billing and reviews all procurements.

Coordinates all personnel operations for the school which includes maintaining personnel records, coordinating the submission of all personnel documents, monitoring correct payout, and advising personnel regarding policy and procedures. Supervises compliance with time and effort reporting procedures. Initiates and coordinates personnel journal entry preparation and execution. Records faculty absences in the time card system.

Under minimal supervision, coordinate and supervise all business management and fiscal records activities within the School of Visual Art & Design to include : the school’s operating budget funds, special grant accounts, lab fee budget funds, overhead accounts, service accounts, faculty startup, and cost-share accounts. Assures compliance with approved budgets. Develops and provides budget and salary reports and projections, and initiates budget transfers and journal entries. Corrects over expenditures and manages close-outs. Prepares summaries and analyses of grant information, indirect cost recovery information, pending grant information, and award information.

Acts as signatory for all financial documents and assures compliance with policies and procedures on those documents. Provides assistance to the School of Visual Art & Design faculty and staff related to budgets, travel, procurement, and human resources to ensure compliance with federal, state, and University policies and procedures.

Serves as representative at meetings related to business management and personnel operations, including participation in budget development process, new HR policies and processes, and attends training sessions as needed.

Contributes to the overall success of the School of Visual Art & Design and the College of Arts and Sciences by performing all other duties and responsibilities as assigned.

Assists SVAD’s Assistant to the Director of Graduate Studies to prepare and complete hire documents for graduate student hires. Prepares and completes hire documents for all undergraduate student hires. Reviews and approves undergraduate and graduate student timesheets, if in a supervisory role for that employee. Supervises student employees who assist in the main office. Responsible for working with the Office of International Support to provide documentation for incoming and returning international students, faculty and staff. Communicates University policy and procedure to graduate and undergraduate students.

Maintains files and data related to departmental faculty searches and monitors postings of advertisements for searches. Manages correspondence between the department and applicants, schedules visits and meetings, and communicates with search committees regarding university search requirements and procedures.