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Business Operations Manager

University of Kansas   Lawrence, KS   Full-time     Management
Posted on June 9, 2022
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22414BR

Business Operations Manager

Architecture Design

Position Overview

Business Operations Manager for the School of Architecture & Design serves as the business officer and adviser to the dean. Primary responsibility is the management of the business operations for the School exercising discretion and independent judgment with respect to matters of significance. Interprets University policies. Develops unit level policies and procedures. Responsible for overseeing business operations within the School including budget preparation, financial transactions, all matters related to human resources, financial aspects of grants, and other funded projects involving faculty, staff and students within the School. The Business Operations Manager is responsible for preparing and monitoring the School’s budget under the direction of the Dean. The Business Operations Manager reports to the Dean, serves as a member of the Dean’s leadership team and dotted-line reports to the Vice Provost for Finance.   

Job Description

60%    Budget / Planning:
Provides financial leadership in the management of all funding sources available to the School of Architecture & Design following State and University policies and procedures. Coordinates review of resource allocation to ensure funds are directed toward strategic initiatives of the School. Prepares and develops the annual operating budgets and analyzes reserve balances.  Reviews and authorizes expenditures, verifying appropriate funding sources are used and that funds are not overspent or underspent. Assists with developing the summer school budget and analyzes various profit/loss scenarios. Completes budget transfers following the KU Budget Office’s procedures and deadlines.  Serves as the liaison to the Budget Office. Serves as fund account representative on all endowment accounts ensuring funds are appropriately utilized. 

Audits financial activities, payroll processes, and internal controls to verify School is following state and/or endowment policies and procedures. Advises the Dean on various financial matters and significant budget issues. Reviews and reconciles state and private funds to university financial systems.  Inputs budget information in accordance with guidelines, reconciled to allocation totals, providing necessary and pertinent documentation to the Budget Office. Compiles financial data to support accreditation reports for Architecture, Design and Interior Architecture. Prepares required documentation for the dean in preparation of the merit distribution process. Prepares financial analysis, in the event of proposed budget reduction scenarios and new program development. Provides financial forecasting of the School’s Course Fees, plus prepare the yearly Course Fee Projected Expenditure and Revenue report.  Attends University financial meetings as requested by the Dean.  

Under the direction of the Dean, coordinates and approves funding for all maintenance, renovation, and construction activities. Generates semi-annual and annual expense reports on these activities. Advises the Dean on financial matters related to these activities. 

Works with the Dean, associate deans, chairs, directors and area coordinators to develop budgets for each area each year. Provides reporting to each area regarding expenses and remaining budget each month.  Assists with questions regarding purchasing, travel requests/reimbursements, supplies. Coordinates purchasing, payments and procurement card transactions with Shared Service Center (SSC).   Ensures that purchasing rules and regulations are followed. Assists faculty with external projects and maintains financial records for reimbursement purposes. Serves as information resource to everyone in the school with any financial or human resources (HR) questions or problems. Serves as primary liaison to all functions within the SSC to ensure efficiency of operations. 

30%    Personnel/Payroll: 
Coordinates funding for all appointments in the School including faculty, staff, and students. Provides consultation to the Dean, and other unit leaders regarding payroll and/or personnel matters.  Serves as liaison with Human Resources and Payroll and is the designated personnel related staff for the school. 

Coordinates job postings and obtains official approvals for all hires (faculty, lecturers, and students).  Communicates and coordinates hiring processes with SSC personnel. Works with HR and unit leaders on matters related to employee onboarding processes. Advises the Dean and works with unit leaders on matters related to talent management, and workplace success and satisfaction. 

Prepares various payroll documents and monitors the accuracy of appointments, including summer research, summer school, unclassified staff, and support staff as applicable. Coordinates faculty payments for research and other administrative responsibilities outside of academic year appointments. Coordinates all lecturer appointments as needed each semester.  Ensures accuracy of payroll appointments for faculty staff and student employees. Produces HR Data Reports, when needed.  Reviews, processes and manages graduate student contracts. Processes overload payments. Approves bi-weekly payroll for direct reports.   

10%     Other:
Attend budget, HR and other university meetings/training as required. Serve as supervisor or co-supervisor for staff members as determined by the Dean. Perform other duties as assigned by the Dean. 

Required Qualifications

  1. Bachelor’s degree in a related field and three years of related experience OR Associate’s degree and five years of related experience OR High School diploma and six years of related experience. 
  2. Excellent written communication skills as demonstrated by application materials, as well as excellent oral communication skills (to be confirmed by interview and references). 
  3. Two years of management, supervisory experience and/or project team leadership.
  4. Experience in developing and administering budgets.
  5. Experience in data projection, data analysis, and data reporting as demonstrated by work history.
  6. Excellent analysis and problem-solving skills, as demonstrated by work history.

Preferred Qualifications

  1. Master’s degree in accounting, finance, business administration, or related field. 
  2. Experience in developing and using financial models, forecasting tools, and predictive analytics. 
  3. Familiarity with university, state, and federal funding procedures and regulations. 
  4. Demonstrated ability to work collaboratively with a diverse workforce.  
  5. Ability to articulate and present complex financial concepts in a non-technical manner. 
  6. Strong organizational and interpersonal skills.

Contact Information to Applicants: Elenor Crangle, ecrangle@ku.edu

Additional Candidate Instruction

Please apply with following:  1) a cover letter describing how you meet the required qualifications, 2) a resume and 3) a list of 3 professional references.  Initial review will begin Monday June 20, 2022 and will continue until a pool of qualified applicants has been obtained.

Application Review Begins: 20-Jun-2022

Anticipated Start Date: 05-Jul-2022

Primary Campus: University of Kansas Lawrence Campus

FTE: 1.0

Reg/Temp: Regular

FLSA Status: Administrative

Employee Class:U-Unclassified Professional Staff

Work Schedule: Monday through Friday; 8:00 to 5:00

Job Family: Administrative/Management-KUL

Work Location Assignment: On-Site

Disclaimer

The University of Kansas prohibits discrimination on the basis of race, color, ethnicity, religion, sex, national origin, age, ancestry, disability status as a veteran, sexual orientation, marital status, parental status, gender identity, gender expression, and genetic information in the university's programs and activities. Retaliation is also prohibited by university policy. The following persons have been designated to handle inquiries regarding the nondiscrimination policies and are the Title IX coordinators for their respective campuses: Director of the Office of Civil Rights & Title IX, civilrights@ku.edu, Room 1082, Dole Human Development Center, 1000 Sunnyside Avenue, Lawrence, KS 66045, 785-864-6414, 711 TTY (for the Lawrence, Edwards, Parsons, Yoder, and Topeka campuses); Director, Equal Opportunity Office, Mail Stop 7004, 4330 Shawnee Mission Parkway, Fairway, KS 66205, 913-588-8011, 711 TTY (for the Wichita, Salina, and Kansas City, Kansas medical center campuses).