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Budget and Administrative Coordinator – School of Business
Duquesne University
| 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.
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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. |
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