Purpose of Position/ Job Function:
Under the general direction of the Provost & Vice President for Academic Affairs, is responsible for the administrative and technical functions related to the Division of Academic Affairs Budget development and administration and division financial operations and processes in accordance with State, CSU, CI, and other compliance obligations to ensure proper, adequate, effective, and efficient management and leadership regarding the division's Budget and other academic resources; develops and maintains long-range budgetary financial models and internal controls for the division.
Budget - Directs the division budget process for the Provost in concert with the Fiscal Policies Committee, division management, and division budget staff; prepares and tracks commitments (non-recurring plan, reallocations, budget requests, division reserve); prepares decision points and budget recommendations for new fiscal year; reviews budget to actuals, savings, and available funds. Work closely with Provost operations and administrative budget unit leaders to understand their departmental needs; collect budget information, translate, and accurately model current and future initiatives under different scenarios. Implement best-in-class mechanisms for the review of budgetary units to identify opportunities to more effectively deploy the financial resources. Promote a culture that coaches non-financial faculty and staff to understand the budgetary process.
Grant administration - As a key member of a cross-divisional team, the position reviews grant proposals during pre-award process for budget compliance and accuracies, identification of campus short-term match commitments and long-term institutional commitments such as with large HSI grants, and ensures that requisite budget encumbrances are agreed-upon, established and documented. In collaboration with cross-divisional administrators, leads changes in policies for distribution of indirect revenue.
Operations - Leads and coordinates a complex annual planning process and ensure its successful implementation. Develops operational practices and procedures related to division financial processing, budget development and management, signature authorities, division's organization structure, roles and trainings; performs analyses, makes recommendations on policy to the division's leadership, and advocates and leads enhancements and innovative budgeting techniques; meets regularly and closely with the division's Associate Vice Presidents (AVPs) and Deans and their budget staff to manage division budget functions and academic resource needs; presents data, findings, and trends to senior leadership; reviews financial reports quarterly with AVPs and Deans and the campus VP for Business and Financial Affairs (BFA); ensure strong working relationships with other departments/teams; works with all levels of BFA management and staff on operational resources and budget processes, particularly related to General Fund and Special Funds (Campus Partners, International income, Student Fees, Lottery funds, CO Allocations). Lead, manage, and coach staff budget professionals; support training and professional development of division budget administrators and staff. Emphasize accountability and transparency.