Senior Budget Support Coordinator

Senior Budget Support Coordinator

Assist the Assistant Director of Budget Management, Academic Affairs by providing administrative, financial, and budget support across units in Academic Affairs on behalf of the Dean of Faculty.

Essential Functions:

• Process faculty and student reimbursements, supplier invoices, journal entries, and faculty stipends.
• Process new vendor forms, domestic and international suppliers, address changes, W-9s, and expense reports in Workday.
• Provide support and guidance to faculty regarding financial processes and procedures. Support faculty by providing current research and travel account balances.
• Review faculty receipts for research and travel reimbursements and process faculty expense reports according to college policies.
• Monitor and reimburse expenditures for faculty contracts, as applicable, for start-up funds, relocation, and research. Work with the Treasurer's Office for tracking, budgeting, and expiration or extension of funds.
• Administer endowed chairs accounts, other faculty research awards, and travel funds.
• Provide support and train Academic Affairs departments to create and approve supplier invoices, expense reports, create supplier requests, run budget reports, and other tasks as needed.
• Monitor various accounts across units in Academic Affairs and Dean of Faculty. Reconcile various budgets with expenditures.
• Collaborate with the Finance Office and other Academic Affairs Offices for budget planning, tracking expenditures and reconciliations, and year-end budget close procedures and deadlines.
• Provide administrative support and serve on the review committee for the Dean of Faculty's Office research awards for faculty and students.
• Coordinate meeting logistics, prepare, and upload documentation for review committee for faculty and student research awards.
• Distribute various faculty and student research award letters, Track expenses and Process reimbursements
• Audit and reconcile budget with expenditures for various accounts
• Provide administrative support for the Instructional Budget Subcommittee of BIC. Summarize all Budget Enhancement Requests, prepare and upload documentation for the review committee. Coordinate meeting logistics for the review committee and assist with the distribution of Budget Enhancement approvals.
• Provide administrative support for the Budgetary Implementation Committee. Schedule meetings, assist with agenda planning, and meeting minutes.
• Operate as a point of contact and Budget Facilitator for Academic Affairs units and the Treasurer's Office throughout the annual Budget process.
• Provide Support for Student Employment Budgets to units across Academic Affairs and Dean of Faculty.
• Serve on the Student Employment Working Group Committee
• Collaborate with HR and Payroll to assist and answer questions related to hiring of student workers and reconcile Academic Affairs student employment budgets with expenditures.
• Facilitate Student Conference Travel and Research awards and process reimbursements.
• Monitor awards and spending from various endowed accounts awarded by college committees (e.g., TLCLC, RJI, etc.).
• Process reimbursements of awards given.
• Track expenses, reconciling budgets with expenditures
• Provide award letters and event advertising for various endowed accounts as support for reporting expenditures to the Office of Advancement.
• Provide administrative support and assist with management of faculty-related grants and awards made to Academic Affairs units, including providing budgetary oversight of academic event programming on campus.
• Manage DOF Budget Outlook account
• Collaborate with the Assistant Director of Budget Management, Academic Affairs, to implement process improvements and streamline business operations.
• Participation in respective training courses, as appropriate. Professional development is expected/may be required.
• Attend Workday training and testing sessions in partnership with the Finance Office.
• Create and help develop SOP's (standard operating procedures) and internal policies for DOF Office budgeting.
• Hire, train and provide day-to-day supervision of student workers, as applicable; approve timesheets.
• Contribute to DOF team functioning,…