Manager, Business Services

Overview

Responsibilities

• Monitor financial information and process financial transactions using the university’s online system (Cardinal Financials/ PeopleSoft).
• Provide the deans of the three schools with regular reports on all accounts.
• Track all expenses charged against school accounts, and furnish reports to the deans on such expenses throughout the year
• Initiate budget transfers within school orgs.
• Maintain accurate financial records.
• Allocate funding from school accounts, as appropriate, for lecturers, teaching assistants, teaching fellows, merit stipends, and research assistants.
• Submit contracts for faculty, lecturers, teaching assistants, teaching fellows, and research assistants.
• Process “vendor” payments for visiting lecturers, and others.
• Manage all expenditures processed by Procurement and Payment Services (e.g., travel requests, travel advances, reimbursements, credit card charges, requisitions, honoraria, and vendor payments)   
• Ensure that such expenditures are in conformity with all relevant university policies;
• Obtain and record all requisite documentation;
• Submit expenditures for payment by Procurement and Payment Services, ensuring that appropriate chart fields are recorded for each charge
• Track all submissions to ensure that payments are processed in a timely fashion.
• Attend updates/meetings on financial software, procedures and account maintenance.
• Manage accounts payable
• Authorize payment of bills
• Distribute semi-monthly and monthly paychecks.
• Manage the electronic deposit for reimbursements.
• Collaborate with the Office of University Advancement regarding Pledge/Gift Information, and maintain accurate information pertaining to the use of various endowed and reserve accounts under control of the schools.
• Monitor the processing of gifts by the Advancement Office and the Office of the Comptroller.
• Manage and submit all graduate scholarships.
• Maintain an accurate list of all scholarships and management of the funds including those used to pay the stipends
• Manage the overall allocation of scholarships and contracts.
• Exercise financial oversight over and manage all business transactions pertaining to research grants originating in the three schools.
• Oversee the disbursement of grant monies in accord with University and grant regulations
• Oversee the processing of salaries and purchases for the grants.
• Provide financial reports to the Principal Investigator.
• Oversee the process of faculty hiring, including the submission of job postings, the coordination of applications, and the orderly submission of all university forms pertaining to faculty appointments.
• Oversee the collection and eventual submission of all documentation pertaining to faculty promotion and tenure cases.
• Assist in faculty orientation. Provide information regarding administrative procedures and processes of the schools.
• Manage the purchases of all office supplies and equipment.
• Manage the leasing and maintenance of office equipment and other such contracted services.
• Oversee the purchase of all furniture or equipment for the schools.
• Act as a point of contact for all maintenance, renovation and rehabilitation for the schools in collaboration with appropriate university officials, including all issues of concern regarding building management and safety.
• Supervise and coordinate needs and services with Housekeeping, Facilities and Environment Health and Safety.
• Supervise authorization of keys for faculty and staff.
• Collaborate with Public Safety regarding security monitoring for the schools.
• Oversee the Watch Captains program, and collaborate with the Office of Public Safety to assure that faculty and staff are updated regarding crime prevention reports.
• Coordinate space management for the schools.
• Serve as facilities manager for the schools.
• Manage all paperwork associated with staff hiring.
• Assist with coordinating, recruitment, and hiring of all personnel.
• Oversee regular updating of all office manuals.
• Serve as channel of communication between the schools and all relevant University finance and budget offices as well as all outside organizations and vendors.
• Supervise and monitor compilation of materials for financial reports and/or requests for other university offices or appropriate outside organizations.
• Manage designated time sheets.
• First line oversight of overall business operations in the Ecclesiastical Schools.

Qualifications