Operations & Capstone Manager

Department Shiley School of Engineering Office Administration

Job Code

Job Code A54001

Job category

Job category Full Time Staff

Terms and Hours

Terms and Hours Full Time Exempt

Salary Range

Salary Range Starting at $55,000; commensurate with experience

Job Summary

The Operations & Capstone Manager provides coordination and implementation of budgetary and financial practices while providing administrative support functions within the Shiley School of Engineering ( SSOE ) (”Shiley”). Primary budgetary responsibilities include recording, organizing, analyzing, and reporting on departmental budget and financial data to support SSOE strategic spending measures. This position also provides key duties in support of the Industry Capstone Program.

This position reports to the Dean of the Shiley School of Engineering.

Core Duties

Budget Management

• Support the Dean in the planning and management of the SSOE’s annual operating budget, communicating critical information and providing budgetary recommendations.
• Review and approve SSOE expenditures, working collaboratively with the Dean, Associate Dean, Department Chairs and Financial Affairs division.
• Manage internal processes and expenditures related to professional development travel for faculty and staff, student club activities, and student competition teams.
• Organize processes with departmental staff to ensure there is appropriate review and approval from Dean’s office regarding variable expenses, such as overload or supplemental and/or adjunct expenses, or other pooled and discretionary spending.
• Reconcile and balance budget accounts associated with SSOE , including but not limited to, labor distribution, department discretionary funds, endowment funds, student club accounts and corporate sponsors.
• Provide justifications for SSOE quarterly budgets and project expenditures, explaining variances, identifying fund redistributions, and recommending cost cutting measures.
• Generate check requests, facilitate purchase orders, and oversee monthly purchase card statements for all SSOE faculty and staff.
• Provide guidance to SSOE Department Chairs with budget preparation based on performance, estimated revenue, expense reporting, and other factors.
• Approve, purchase, and reconcile non-capital budget expenditures for SSOE equipment.
• Manage the invoicing and tracking of external sponsor ships and industry partnerships payments.
• Assist faculty in budget management processes for externally funded expenditures and matching fund reports.
• Oversee the administration of the SSOE student and faculty grant stipend payments in collaboration with SSOE Faculty, Provost Office, Controller’s Office and Human Resources.

Capstone Management

• Support the recruitment, onboarding, and orientation of new industry partners, including the assistance of contract negotiations and billing. Serve as the SSOE liaison to industry partners.
• Assist the Capstone Committee with industry partner information, event dates, and workspace allocation.
• Coordinate the execution of SSOE events that include industry partners.

Additional Administrative Duties

• Provide back up support for administrative functions in the SSOE Dean’s Office.
• Assist with faculty and staff projects and communications, inclusive of support with University and SSOE policies and processes.
• Contribute towards process improvements to enhance the efficiency of procedures within the Dean’s Office using strategic practices.
• Prepare donor reports on fund usage and overall SSOE impact.

Other duties as relevant to the duties of the position or as assigned by supervisor or designee.

Please note that the above list of duties is not comprehensive but generally demonstrates the types of matters under this position’s purview and responsibility.

Education & Experience

• Required:
  
  Bachelor’s degree in accounting, business or related field.
• Required:
  
  3 to 5 years of relevant experience, inclusive of budget management.
• Required:
  
  Advanced knowledge of Microsoft Excel related to building budgets and financial models.
• Preferred:
  Master’s degree in relevant field.
• Preferred:
  Experience working in higher education.
• Preferred:
  Knowledge of and experience with Banner.
• Or a combination of equivalent…