Requisition Number:

40391Location:

Boulder, Colorado Employment Type:

University StaffSchedule:

Full-TimePosting Close Date:

17-Jul-2022Date Posted:

07-Jul-2022 Close All Job SummaryThe College of Arts and Sciences at the University of Colorado Boulder encourages applications for a Manager of Finance and Business Operations! We have multiple openings for these roles and several opportunities, which vary in terms of focus and duties, in our three divisions: Arts and Humanities, Natural Sciences, and Social Sciences. The departments seeking to fill this role include: Spanish & Portuguese and Ecology & Evolutionary Biology. The position reports directly to the Chair/Director of each department or program and has a mix of job duties that include providing high-level budgetary, financial, academic, policy, and administrative support to the Chair/Director. The Manager is primarily responsible for oversight and policy related to academic program operations, including finance and human resources. Positions engage in long-term strategic projects and planning in consultation with the Chair/Director and Associate Chairs/Directors, in addition to supervising staff.
This position will apply knowledge, and interpret principles, rules, regulations, policies, precedents, and other guidelines specific to the College of Arts and Sciences, the University of Colorado Boulder, and the State of Colorado in order to analyze needs, resolve problems, answer questions, and provide information. The manager will advise on technical issues and ensure timely and effective delivery of department, college, university services to faculty, staff, and student employees. Further, the person in this position must possess excellent communication and organizational skills and have the ability to successfully manage multiple self-directed projects that may, at times, have competing deadlines.
The University of Colorado Boulder is committed to building a culturally diverse community of faculty, staff, and students dedicated to contributing to an inclusive campus environment. We are an Equal Opportunity employer, including veterans and individuals with disabilities. Who We AreThe College of Arts and Sciences at CU Boulder is the intellectual core of the university, conducting research, scholarship, creative work and education in more than 60 fields. Our research generates new knowledge, solving some of the world’s most critical problems.
The college leads nationally in undergraduate and graduate education in the natural sciences, social sciences and arts and humanities, bringing world-class research and scholarship to our students, both in and out of the classroom.What Your Key Responsibilities Will BeDepartmental Fiscal ManagementFiscal Oversight

• Oversees the financial operations of the department and general budgets. Maintains and monitors the following accounts:
• General fund accounts
• Auxiliary accounts
• Grant accounts
• Sponsored Projects
• Gift accounts
• Collaborates and advises the Chair with monthly and yearly budget planning to align spending with department vision and strategic plan.
• Provides ad hoc reports from PeopleSoft, Cognos, etc. when requested.
• In collaboration with the Chair, leads the department’s Budget Committee (for those departments that have a committee).
• Evaluate and forecast departmental accounts on an ongoing basis to monitor the resources available for operations and special projects.
• Analyzes business operations for programmatic and fiscal efficacy; implements changes and establishes sustainable procedures.

Budget

• Ensures compliance with approved budgets and policies, procedures, rules, and regulations.
• Writes, reviews, and forecasts budgets for all accounts to include:
• Working with the chair and associate chairs to plan and forecast funding for instructional funds and manage related budgets.
• Working with faculty to plan and forecast income and expense for research grants and auxiliary operations
• Managing faculty startup accounts, research accounts, and grants, ensuring that they are funded according to the terms of their agreements.
• Managing the department’s Academic Program Allocations (APA).
• Monitoring gift funds and donor contact, analyzing and making projections regarding endowment earnings/losses and spending practices.
• Exerting expenditure control and enforcing ethical standards for expenditure of funds; and making budgetary decisions in the chair’s absence.
• Analyzes demand and prepares budget projections for the department’s production funds.
• Serves as the finance subject matter expert for production budgeting, providing high-level analysis and guidance for faculty with production budgets.
• Ensures that all continuing and temporary budgets and other sources of funding are received and correctly allocated (operations, payroll, grants, scholarships, external contributions from other entities, etc.).
• Determines actions to protect budgets, resolves deficits, and provides for unexpected or unique expenses. Ensures Department commitments are processed.
• Decides when to open or close new or unused speed types (ST), decides what ST is most appropriate for unusual and unexpected expenses, decides when to transfer budgets, revenues and expenses to best support the needs of the department.
• Reconciles department speedtypes and completes actions for fiscal-year end.

Expenditures

• Provides revenue and expense tracking, analysis, and makes recommendations for Undergraduate and Graduate Programs on a regular basis to monitor the resources available for ongoing operations and special projects.
• Provides oversight for all accounting, purchasing and payroll functions to ensure compliance with approved budgets and policies, procedures, rules and regulations.
• Authorizes expenditures. Responsible for making and monitoring purchases, procurement, reimbursements, and buying and contracting. Maintains budget files so that they are accessible and explicable in case of examination or audit by university officials.

Relationship Management

• Collaborates closely with related budget offices including the College’s Budget Office, Office of Contract and Grants, HR Service Center Bursars, etc.
• Compiles information requested by the campus budget office or others.
• Reviews monthly and year end statements, authorizes accounts payable vouchers, purchase orders, transfer of funds forms, etc., for the Financial Service Center (FSC).
• Works with the FSC, authorizes and conducts financial transfers between departmental accounts, and into and out of the department.

Faculty Personnel Management

• Serves as the administrative manager responsible for, but not limited to, organizing and implementing new faculty orientation, faculty recruitment, faculty promotion, reappointment, and tenure, and faculty merit.
• Serves as the primary point of contact for new faculty with respect to university and departmental policies; general payroll questions; in-house travel and research grants; travel authorization and reimbursement; start-up funds; research accounts; faculty computer purchase program; and office space.
• Schedules meetings and compiles information for departmental Salary Committee for annual merit evaluation of faculty.
• Oversees and coordinates academic appointments, re-appointments, promotions, tenure, retention activities and grievance procedures for department faculty.
• Compiles and organizes information for faculty and senior instructor reappointment, tenure and promotion.
• Keeps current records of faculty eligibility for sabbatical, reappointment, tenure, post-tenure review.
• Maintains and disseminates current and accurate version of departmental faculty rules.
• Conducts faculty elections for reappointment/tenure promotion; hiring; administrative positions; committee positions; and departmental faculty rule changes. Assures that all eligible faculty members are informed of balloting procedures and deadlines. Assures security and secrecy of balloting process as appropriate.
• Monitors faculty progress on submitting Faculty Report of Professional Activities; reminds faculty to submit reports; provides reports and other databases and information as requested to the Salary Committee.
• Serves as liaison for faculty to ensure they are provided the appropriate employment-related offices including the College, Faculty Affairs, Graduate School, HR Service Center and Employee Services.

Academic and Program Administration

• Manages administrative operations and recommends improved processes for the overall daily functioning and administration of each department or program.
• Manages the front office, ensures supplies are stocked, mail is distributed, and visitors are supported.
• Advises Chair/Director on policies and procedures; provides background information to faculty executive committee and other committees.
• Works with the faculty to coordinate and schedule curriculum.
• Oversees graduate and undergraduate student programming, including collecting, interpreting and reporting data
• Administers annual scholarship and fellowship awards through Academic Works in consultation with the Dean’s office.
• Finalizes paperwork for RA, TA, and GA appointments.
• Supports special enrollment requests and academic scheduling, ensuring curricular needs are met and appropriate classrooms are scheduled. Collaborates with partners in cross-listed departments.

Management of Human Resources and Payroll

• Serves as lead Human Resource Manager and primary HR Liaison with the HR Service Center.
• Responsible for hiring and managing contracts for visiting scholars, musicians, guest lecturers, artists, directors, and contractors.
• Conducts monthly payroll reconciliation. Initiates payroll corrections, manages salary deficits, runs reports in HRMS and A&S portal as needed.
• Advises and supports faculty on paying visiting scholars, honorariums, additional pay, and scopes of work. Involves setting up contracts with directors and actors with union agreements.
• Collaborates with other department staff around the financial aspects of graduate, undergraduate, and faculty hiring and programming. This includes:
• Consulting on the financial aspects of the Teaching Plan and Leaves and Replacements.
• As needed, supporting the processing of student reimbursements, awards, and scholarships.
• Supports the department with the creation of memorandums of understanding (MOUs) and other documentation of financial commitments as appropriate.

Administrative and Operational Management

• Advises chair on departmental procedures and provides background information to departmental administrators and departmental committees that report to the chair.
• Collaborates with other staff to ensure consistency across departmental operations and identify efficiencies.
• Oversees a collective procedural, policy, and judgment record/resource in order to provide department continuity.
• Ensures operational needs are met by assessing strengths and development needs of staff.
• Conducts regular staff meetings. Mentors, coaches, and ensures professional development opportunities. Engages all direct report staff in collaborative problem solving.
• Analyzes department resources to align with department goals and vision.
• Comments on and contributes to university-wide and campus policy as appropriate.
• Collaborates and coordinates with other administrative offices as needed to manage the implementation of new systems or ensure compliance with new policies.

Staff Personnel Management and Supervision

• Manages and supervises the department business support staff ensuring all operational needs are satisfied.
• Responsible for hiring decisions, training, leave approval, performance management, evaluations, and disciplinary actions involving employees.
• Organizes the daily activities of the work unit by prioritizing and monitoring work flow.
• Oversees and is aware of the status of projects/tasks that directly relate to the activities of the business support staff.
• Reviews work for accuracy as needed and ensure deadlines are met.

What You Should KnowWe have multiple openings available. We anticipate these position will work a hybrid format (in-person and remote work), and it is likely to be more than 50% of time in-person.
All University of Colorado Boulder employees are required to comply with the campus COVID-19 vaccine requirement. New employees must provide proof of vaccination or receive a medical or religious exemption within 30 days of employment.What We Can Offer

• Professional Level positions salary range: $50,000 - $55,000
• Intermediate Level positions, salary range: $55,000 - $65,000
• Advanced Level positions, salary range: $65,000 - $70,000

Benefits The University of Colorado offers excellent benefits, including medical, dental, retirement, paid time off, tuition benefit and ECO Pass. The University of Colorado Boulder is one of the largest employers in Boulder County and offers an inspiring higher education environment. Learn more about the University of Colorado Boulder. Be StatementsBe ambitious. Be strategic. Be Boulder.What We Require

• Bachelor’s degree OR equivalent combination of work experience and education may substitute on a year for year basis.
• 2 years of experience in an administrative role.
• 2 years in a leadership role including supervisory experience and managing or overseeing complex financial budgets.

What You Will Need

• Strong communication and interpersonal skills.
• Demonstrated organizational skills and attention to detail, with ability to manage multiple complex priorities.
• Proven ability to work effectively in a team and within other collaborative work situations.
• High degree of professionalism, leadership, and ability to maintain confidentiality.
• Solid understanding of complex financial information and management systems in a regulatory framework.
• Proficiency using Microsoft Suite, in particular Excel.
• Proven track record of communicating effectively and building and maintaining relationships at all levels of an organization.
• Proven ability to proactively analyze issues in such a way as to foresee possible problems or concerns that may arise and to develop possible solutions and initiate related action with little close supervision.
• Ability to work in an environment with multiple interruptions.

What We Would Like You To Have

• 3+ years of progressively increasing experience in financial management, operations, and human resources.

Special InstructionsTo apply, please submit the following materials:

1. A current resume.
2. A cover letter that specifically tells us how your background and experience align with the requirements, qualifications, and responsibilities of the position.

We may request references at a later time.
Please apply by July 17, 2022 for consideration.
Note: Application materials will not be accepted via email. For consideration, please apply through CU Boulder Jobs.Posting Contact InformationPosting Contact Name: Boulder Campus Human Resources

Posting Contact Email: recruiting@colorado.edu