What are the responsibilities and job description for the Budget and Administrative Coordinator – School of Business position at Duquesne University?
Budget and Administrative Coordinator – School of Business Salary: Commensurate with experience POSITION SUMMARY: The Budget & Administrative Coordinator
(BAAC) position is housed in
the School of Business reporting to the Director of Business and Administration
and has two primary sets of responsibilities: The position
provides budget and accounting support (60%) under the Director of Business and
Administration (DOBA) ensuring effective, efficient operational financial
management of funds and resources. The position
also provides administrative support to academic departments and faculty (40%
effort) as part of the School’s pooled administrative support structure
(working in tandem with another staff member who is 100% dedicated to the
departmental administrative support and reports to the Executive Assistant to
the Dean of the School. There is a
solid line reporting to the DOBA (who has performance appraisal responsibility)
with dotted line reporting to the Executive Assistant to the Dean (who
coordinates administrative support activities). DUTIES AND RESPONSIBILITIES: Budget and Accounting Support
Responsibilities include: Assists in managing procurement card (p-card)
transactions, budgets allocations and report for SOBA purchases, interfaces
with both Budget Manager and DOBA Assists in completing Adjunct/Overload faculty
contracts working with Budget Manager AASCB accreditation Reaches out yearly to AY adjuncts for updated
CVs for AACSB files Maintains adjunct information files as
necessary for accreditation reviews via Box Assists with Project Database for AACSB
reviews Budget tracking/reporting including: Monthly expense reports for Budget Departments
p-card charges Collects specific requisition and invoice data
for maintenance of yearly spreadsheet for analysis by DOBA as well as a
Department Share Budget Summary Compiles/reviews and analyzes, School related
copy card/phone/postage charges and exports at fiscal year-end to Department
Share Budget Summary Compiles and analyzes data related to
enrollments, faculty loads, adjuncts and credit-hours-taught (CHT) as it
relating to distribution of adjunct contracts Compiles, analyzes and compares CHT data each
semester again Institutional Research data for consistency; share with DOBA Reviews charges and alerts DOBA to positing
errors requiring journal entry updates Departmental Administrative Support
Responsibilities Provides administrative support to full-time
and adjunct business faculty in assigned departments/disciplines Be available to interface as initial contact
point for those communicating with the School of Business Analyzes information, prepare spreadsheets,
databases and other supporting documents pertinent to assigned
department/disciplines Coordinates textbook requirements with
University Bookstore Coordination and scheduling of departmental
Advisory Council meetings and member visits Assists with supervision of student aide staff
as needed Assists with centers of excellence activities,
as well as student organization events Primary responsibilities for purchasing all
office supplies and classroom material for the School During Fall and Spring semesters, be available
to work one late evening per week (10:15-6:15 shift) Completes other duties as assigned.
Benefits: Generous
benefits include paid time off including holidays and vacation, retirement
match, 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: 241821/10-1014
FLSA Status: Exempt
REQUIREMENTS: Minimum qualifications: Bachelor’s degree in business or related field
from an accredited institution (work experience may substitute for a business
degree, but a bachelor’s degree is required) At least 3 years of budget/accounting
experience in large organization At least 3 years of administrative support
experience in a large organization Knowledge of HR, Purchasing and Payroll
systems Ability to work independently on complex and
confidential issues related to day-to-day School financial operations and HR
matters Strong computer skills, including entire MS
Office Suite (particularly Excel) Superb organizational skills, excels at
multi-tasking to initiate action and meet deadlines Ability to interact effectively and
collegially with diverse constituencies Absolute discretion and confidentiality given
access to highly sensitive information Impeccable integrity and commitment to School success and the values of
Duquesne Preferred qualifications: Alternately, the successful candidate may possess any equivalent combination of
experience and training, which provides the knowledge, skills and abilities
required to perform the essential job functions. This includes, but is not
limited to, the following: Commitment to the University’s values of diversity, equity and inclusion, and
recognition of the importance of treating each individual with dignity and
respect consistent with the University’s Mission. Demonstrated experience with, and
understanding of, the broad diversity of the University community (students, faculty,
staff and others). Ability to establish and maintain effective working relationships with the
University Community. Ability and willingness to contribute actively to the mission of the University
and to respect the Spiritan Catholic identity of Duquesne University. The
mission is implemented through a commitment to academic excellence, a spirit of
service, moral and spiritual values, sensitivity to world concerns, and an
ecumenical campus community. APPLICATION
INSTRUCTIONS:
Applicants are asked to submit a cover letter, resume, and contact information
for three professional references.
Catholic in its mission and ecumenical in spirit, Duquesne University values
equality of opportunity as an educational institution and as an employer. We
aspire to attract and sustain a diverse faculty and staff that reflects
contemporary society, serves our academic goals and enriches our campus
community. We particularly encourage applications from members of
underrepresented groups and support dual-career couples through our charter
membership in this
region's HERC (http://www.hercjobs.org/oh-western-pa-wv/).
We invite applicants for this position to learn more about our university and
its Spiritan heritage by
visiting http://www.duq.edu/about/mission-and-identity/mission-statement.
Those invited to campus for an interview may be asked about ways in which they
see their talents contributing to the continued growth of our community and
furthering its mission.
Duquesne University was founded in 1878 by its sponsoring religious community,
the Congregation of the Holy Spirit. Duquesne University is Catholic in
mission and ecumenical in spirit. Motivated by its Catholic identity,
Duquesne values equality of opportunity both as an educational institution and
as an employer.
