Position Summary: This position manages all administrative and budgetary functions for the Office of the Provost and Vice Provosts, including budget, personnel, operations, and other business processes. This job requires excellent organizational and communication skills, hands-on experience managing budget, experience navigating personnel actions, innovative spirit, and an ability to work independently with minimal supervision. The successful candidate will build effective partnerships internally within the areas under the Provost & Sr. Executive Vice President and externally with leaders in finance and other business and academic units, and take an active interest in professional development to ensure their skills stay current. All duties will need to be performed in accordance with university policies, procedures, and core values. Manages a collective budget of approximately $55 million annually. This position serves as a resource and authority on budget and financial matters within the Provost and Senior Executive Vice President's area. Incumbent must have sound judgement, critical thinking skills, and an ability to creatively problem solve.
Essential Functions: - Facilitates long and short-term budget development and planning with the Provost and Vice Provosts and in collaboration with the University Budget Office. Manages multiple budgets on an ongoing basis. This includes an in-depth understanding of the financial implications of operations essential for proper budget development and control, reviewing budget reports for accuracy and potential budget concerns, reviews these with Vice Provosts on a monthly basis Working with the Administrative Director, the candidate will facilitate budget negotiations across the academic and non-academic areas under the Provost and Sr. Executive Vice President. - The incumbent has fiduciary responsibility for maintaining a sound financial environment and good business practices, and works closely with the academic area leadership and administrators who process and record financial transactions to ensure timely and accurate financial information, to monitor accounts and resolve problems to ensure compliance, to safeguard resources, and reduce risk. - Oversees the review and approval of various business processes including credit card reconciliations, purchase requisitions, expense reimbursements, budget transfers, journal vouchers, expense chargebacks and labor redistributions, ensuring compliance with relevant university policies and budget for the Office of the Provost and Vice Provosts. - Develops, prepares, and designs reports as needed, identifying appropriate data sets and utilizing data from multiple systems including for both routine operations and special long-term planning needs. Using this information, develops multi-year budget investment plans for strategic initiatives. - Responsible for establishing and maintaining best practices within the entire Provost & Sr Executive Vice President's area in accordance with the university's fiduciary responsibility policy, compliance with state and university purchasing guidelines / approval routing and requesting corrective action as appropriate. - Regular review of budget to actual expenditures with variance analysis for all the Office of the Provost and the Vice Provosts. - Work with the units within the Provost area on service level agreements ensuring sound financial commitments. - Performs all other duties and responsibilities as assigned or directed by the supervisor, including readiness to support after hours.
Additional Functions: - Serve as back-up to the Administrative Director when needed. - Serve as back-up and resource to college-level business managers in case of absence.
Prerequisite Qualifications: - Bachelor's degree in business, finance or a related field or equivalent training. - 5-7 years of progressively responsible and independent experience managing budget and administrative functions for an office in a complex environment preferably within higher education. - 5-7 years of experience analyzing budget actuals vs planned and ability to develop long-range forecasts. - 5-7 years of experience managing personnel actions in a large, complex organization. - Demonstrated ability to organize effectively and multi-task in a fast-paced environment, with competing deadlines. - Excellent oral and written communication skills including experience facilitating discussions with diverse audiences. - Excellent customer service skills with a service orientation to help the Office of the Provost and campus partners. - Proficiency in Microsoft Office including Word, Excel, and PowerPoint. - Above average proficiency using Google Suite. - Proficiency with Banner. - At the university's discretion, the education and experience prerequisites may be exempted where the candidate can demonstrate to the satisfaction of the university, an equivalent combination of education and experience specifically preparing the candidate for success in the position.
Preferred Qualifications: - Experience with BudgetPak.
Bargaining Unit: Non-Aligned
FLSA: Exempt Full-Time
EEO As an EEO employer NJIT is committed to building a diverse and inclusive teaching, research, and working environment and strongly encourages applications from individuals with disabilities, minorities, veterans, and women.
Diversity Statement Diversity is a core value of NJIT and we are committed to make diversity, equity and inclusion, part of everything we do. We celebrate the diversity of our university community and recognize cultural and personal differences. We strive to cultivate an inclusive campus culture that promotes excellence among our faculty, staff and students. Building a robust and diverse community is critical to NJIT’s continuing status as a premier institution of higher education and a leading polytechnic university.