Jobs UNIVERSITY OF COLORADO BOULDER

Financial Management

Fiscal Oversight

• Is responsible for the Financial operations of the department and staff responsible for:
• Grant accounts.
• Sponsored Projects.
• Maintains and monitors the following accounts:
• General fund accounts.
• Auxiliary accounts.
• Gift accounts (including student scholarship funds).
• Collaborates and advises the Chair with monthly and yearly budget planning to align spending.
• Provides ad hoc reports from PeopleSoft, Cognos, etc. when requested.
• Evaluates and forecasts departmental accounts on an ongoing basis to monitor the resources available for operations and special projects.
• Analyze business operations for programmatic and fiscal efficacy and implement changes.
• Yearly budget report to executive committee and faculty.

Budget

• Ensure compliance with approved budgets and policies, procedures, rules and regulations.
• Review and forecast budgets for all accounts to include:
• Working with the chair and associate chairs to plan and forecast funding for instruction.
• Manage faculty startup accounts ensuring that they are funded according to the terms of their agreements.
• Monitors gift funds and donor contact, analyzes and makes projections regarding endowment earnings/losses and spending practices. This position will decide if and when to turn off the reinvestment option and inform the chair.
• Exerting expenditure control and enforcing ethical standards for expenditure of funds; and advising associate chair on budgetary decisions needed in the chair’s absence.
• Supervises staff who are responsible for:
• Working with faculty to plan and forecast income and expense for research grants and auxiliary operations such as conferences.
• Providing status reports to Principal Investigators on all projects held by the individual investigator.
• Maintaining maintenance contracts, lab services, work orders, insurance claims
• Maintaining service centers budgets, operations and calculating rate sheets.
• Analyzes demand and prepares budget projections for department instructional funds and manages the related budget.
• Determines actions to protect budgets, resolves deficits, and provides for unexpected or unique expenses. Ensure Department commitments are processed.
• Decides when to open or close new or unused departmental speed types (ST), decides what ST is most appropriate for unusual and unexpected expenses, and decides when to transfer budgets, revenues, and expenses to best support the needs of the department.
• Oversight of faculty PI speedtypes for accuracy and regulatory compliance.
• Maintain integrated purchasing and financial record-keeping systems that align with sponsored project regulations, university policies, and Department of Homeland Security chemical inventory requirements.

Expenditures

• Provides revenue and expense tracking, and analysis, and makes recommendations for Undergraduate and Graduate Programs on a regular basis to monitor the resources available for ongoing operations and special projects.
• Provide oversight for all accounting, purchasing, and payroll functions to ensure compliance with approved budgets and policies, procedures, rules, and regulations.
• Reviews purchase contracts and recurring expenses to ensure utilization and financial efficiencies.
• Supervises the insurance loss claim process and ensures funds for expenses are reimbursed timely.
• Authorizes departmental expenditures, and supervises staff responsible for purchasing, procurement, and buying and contracting. Maintains departmental budget files so that they are accessible and explicable in case of examination or audit by university officials.
• Initiates and/or supervises departmental payroll corrections, manages salary deficits, and runs reports in HRMS and A&S portal as needed.

Relationship Management

• Liaise with related budget offices including the College’s Budget Office, HR Service Center, Bursars, and the Office of Contract and Grants when necessary, etc.
• Compile information requested by the campus budget office or others.
• Reviews monthly and yearend statements, authorizes accounts payable vouchers, purchase orders, and transfer of funds forms.
• Authorizes and conducts financial transfers between departmental accounts, and into and out of the department. May be accomplished in conjunction and with direct reports- MCDB finance and accounting team.
• Liaise with Risk Management on all departmental insurance claims to ensure policies are followed and repairs/purchases are approved/reimbursed.

Faculty Personnel Management

• Serve as the administrative manager responsible for, but not limited to, organizing and implementing faculty orientation, faculty recruitment (to include management of the recruitment system), faculty promotion, reappointment, and tenure (to include cataloging and storing student letters regarding faculty teaching), post-tenure review, and faculty merit.
• Serve as the primary point of contact for faculty with respect to university and departmental policies; general payroll questions; start-up funds; research accounts; faculty computer purchase program; and office space.
• Work with the Finance team to address issues with in-house travel, research grants, travel authorization, and reimbursements.
• Be responsible for and coordinate academic appointments, re-appointments, promotions, tenure, retention activities, and grievance procedures for department faculty.
• Maintains and disseminates current and accurate versions of departmental faculty rules.
• Supervises staff who are responsible for:
• Monitoring Faculty Report of Professional Activities submission; reminding faculty to submit reports; providing reports and other databases and information as requested to the Salary Committee.
• Initiating or facilitating the scheduling of meetings for the annual merit evaluation of faculty. Prepare evaluation spreadsheets for Merit meetings and assist the chair in documenting meeting discussions.
• Keeping current records of faculty eligibility for sabbatical, reappointment, tenure, and post-tenure review.
• Conducting faculty elections for reappointment/tenure promotion; hiring; administrative positions; committee positions; and departmental faculty rule changes. Assuring that all eligible faculty members are informed of balloting procedures and target dates. Assure security and secrecy of the balloting process as appropriate.
• Serve 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.

Staff Personnel Management and Supervision

• Manage and supervise the department Finance, Facilities, and Operations Managers, including indirect oversight of purchasing, finance, human resources and program 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 workflow.
• Oversees and is aware of the status of projects/tasks that directly relate to the activities of the work unit.
• Reviews work for accuracy as needed and ensures due dates are met.

Administrative & Operations Management

• Advises the chair on departmental procedures and provides background information to departmental administrators.
• Serves as a resource as needed for departmental committees that report to the chair.
• Manages a collective procedural and policy resource to provide department continuity.
• Ensure operational needs are met by assessing the strengths and development needs of staff.
• Analyze department resources to align with department goals and vision.
• Continually analyze processes, workflow, and operations to improve efficiency, compliance, and outcomes.
• Be responsible for building security and assess for areas of improvement.
• Manage tenant relationships with regard to lease, space, communications, etc. to ensure we are meeting agreements and expectations.
• Develop and be responsible for operational procedures for retiring/leaving faculty as well as new faculty and visitors.
• Serve on committees relating to new construction or renovation.
• Ensure that building operations and maintenance meet the needs of the department (custodial, contract services, environment, etc.)
• Create an effective operation by promoting collaboration and cross-training among the staff.
• Conducts regular staff meetings. Mentor, coach, and ensure professional development opportunities. Engage staff in collaborative problem-solving.
• Manages and delegates additional duties as needed to meet department needs.
• Comment on and contribute to university-wide and campus policy as appropriate.
• Collaborate and coordinate with other administrative offices as needed to manage the implementation of new systems or ensure compliance with new policies.

Other/Projects

• Assist the Chair and Faculty with other duties as assigned.
• Initiates and or supervises support for and completion of annual or periodic reports to university and external bodies.