40% - A. Management of College financial operations.
1. Develop and maintain an accounting system for all accounts administered by the Dean of the College of Arts, Communication, Humanities and Social Sciences. This includes projecting budget and allocations for all GPR-funded revenue within the college (102 and 145 accounts), as well as CI (Customized Instruction) revenue. This position plans for expenditures within the college; reconciles, manages, and monitors the CACHSS Dean's Office accounts; and manages and monitors all GPR-funded accounts (102 and 145 accounts) in the six departments and one school within CACHSS. This position also projects estimated revenue, analyzes budgetary needs, and monitors spending related to Customized Instruction (CI) funds within the college. Also, the reconciliation, management, and monitoring of the self-sustaining Remedial Education account in CACHSS (a 136 account) falls within these responsibilities.
2. Monitor and help maintain appropriate account projection, monitoring, and maintenance procedures - plus provide training - in regards to the non-GPR-funded accounts in CACHSS (128 and 136 accounts, and 150 and 151 Federal Indirect accounts).
3. Maintain, reconcile, and monitor laboratory modernization funding within CACHSS. Responsible for ensuring purchases are appropriate and match the allocations given, as well as preparing and disseminating reports to all involved.
4. Plan for expenditures within, reconcile, and monitor the CACHSS Dean's Foundation accounts.
5. Maintain and help develop the College's Chart of Accounts. Review accounts for viability, and open, close and modify accounts, as necessary.
6. Along with the Associate Deans, serve as one of the two College Data Leads. Access the data, develop and/or modify queries and provide raw or filtered data to meet the requestors' needs.
7. Assist the Dean and Associate Deans with salary studies that may result in salary adjustments, merit adjustments, Retention & Recruitment adjustments, awards and other funding.
8. Provide continued updates and programming improvements to computerized financial tracking systems (PeopleSoft, Wisdm, Hyperion, etc.). Help to develop data reports, both independently and as a team member, in order to serve University needs.
9. Serve as an account administrator or supervisor on accounts in the College as appropriate.
10. Administer budget control by monitoring all accounts within the College, serving as financial liaison to University Accounting, Budget Office, Foundation Office, Office of Research and Sponsored Programs, the other colleges at the university, and respond to financial operations inquiries.
11. Review and reconcile monthly detail reports. Initiate appropriate action (i.e., transfers) if discrepancies are noted.
12. Assist the Office of Research and Sponsored Programs with financial data for use in reports and preparation of grant and project applications to federal, state, and local funding agencies as requested by the Dean, Chairs, and Program Directors. This position oversees all grant-related accounts within the college, and is responsible for helping to manage and monitor those expenditures, as well as the related procedures. In the case of the larger awards, this position has a much larger role in the maintenance and monitoring of records, and ensuring that appropriate regulations are followed. This position works closely with the University's Grant Accountant, with the grants' principal investigators, and the accounting support and Office of Research and Sponsored Programs personnel.
13. Develop recommendations for the Dean regarding budget reductions and lapses based upon analysis of prior departmental financial history and projected college/departmental needs.
14. Work with departments and other areas in the College to develop rates and fees when needed. Responsible for the development of the cost accounting methodology for these initiatives, documenting the proposed rate requests, and ensuring approved rates are up-to-date and appropriate. Assist in training College staff on the collection and monitoring of all revenue and expenses related to rate and fee accounts.
15. Project computer purchases for all personnel within the college, and manage inventory in collaboration with the Department Associates, including any inventory transfers or surplus activities. Communicate with departments to ensure this information is accurate and up-to-date, and that purchases are timely and fall within the University's regulations and guidelines.
16. Verify availability of funds and oversee expenditure preparation for all accounts administered by the Dean. Advise the Dean regarding expenditures related to appropriateness and account fund availability.
17. Serve as contact person for billing and financial procedures and any related questions for state and federal agencies regarding service billings.
18. Serve as financial operations advisor to the Dean, Chairs, and Directors within the college. Provide fiscal orientation and training to new administrators and associates within the college as needed.
19. Assist the Associate Deans in the expense and revenue projection, class-funding analysis, contract creation, and record-keeping for the Winterm and Summer Session periods. Develop and prepare reports to assess the effectiveness of our allocation methods and course offerings, and revise planning to ensure we produce the most revenue possible for the University.
20. Assist the Dean and Associate Deans with development of the Dean's presentations and instructional report writing.
21. Prepare and present to university staff, as time allows, presentations regarding new department chair financial training, shared financials, WISDM, Hyperion, etc.
22. Train, assist and advise all department, program and center employees within the college on financial and personnel processes and procedures.
35% - B. Assist with the College employment system.
1. Maintain a working knowledge of all aspects of the University's employment systems for University Staff, Faculty, Academic Support, Limited, Student and Temporary staff.
2. Review and verify LTE and related dollars for all employment forms and recruitment requests prior to the Dean's approval.
3. Prepare employment forms as needed (i.e., change of responsibility, personnel action forms, recruitment and hiring forms, and Winterm and Summer Session contracts).
4. Assist the Associate Deans with the review of Summer Session and Winterm enrollments and faculty contracts, as well as recommendations for approval. Assist with the negotiation of partial payments for instructors with individuals and/or department chairs as needed for low-enrolled courses during Summer Session, and with the recommendation for cancellation of classes due to low enrollments.
5. Take direct responsibility for developing, building, monitoring and maintaining an accurate and up-to-date accounting (dollars and FTE) of all personnel in the College of Arts, Communication, Humanities and Social Sciences.
6. Complete monthly review of payroll within the College to ensure accuracy of payments, and work with the Human Resources Office to prevent/correct errors and maintain the integrity of the Human Resource System (HRS).
7. Serve as resource person for the College, providing interpretation of rules, regulations, procedures and policy changes affecting the hiring/recruitment process at the college level. Serve as contact person with Human Resources for questions regarding hires and recruitment activities within the College.
8. Develop written requests related to equity adjustments, changes in responsibility, and retention issues as requested by the Dean.
10%- C. Management of the College of Arts, Communication, Humanities and Social Sciences' budget development process.
1. Maintain a working knowledge of the University's budget process, and work to ensure appropriate personnel within CACHSS are updated and trained as needed.
2. Develop 102 budget submission proposal for the Dean's review. Work with the Dean to finalize College 102 budget.
3. Work cooperatively with Chairs and department associates to develop non-102 budget submissions.
4. Develop and prepare all related documentation for the budget submission process, including budget submission rationales for budget changes which may include reassigned or released time and/or reorganizations.
5. Input all data into the State's budget database, and ensure data is reconciled and matched with University targets.
6. Prepare financial reports needed within the College for managerial and informational purposes.
7. Provide Dean with summary reports and presentation materials as needed to provide College of Arts, Communication, Humanities and Social Sciences budget data to audiences both internal and external to the College.
8. Respond to departmental budget questions and ensure that departments have an adequate understanding of available resources for the upcoming fiscal year.
15% - D. Other activities.
1. Maintain budget records management system. Oversee filing of fiscal records to assure availability of all necessary data in event of audit.
2. Work as a team with other College of Arts, Communication, Humanities and Social Sciences faculty/staff and administrative support staff. Participate in College Council meetings to report upon, act as a resource person, and provide input upon college-wide budgetary, financial, employment system, and data lead issues.
3. Participate in Business Managers' meetings, the Budget Model Committee, Image Now Users Committee, and other meetings as appropriate to gather information for the College and to provide input as needed.
4. Perform other duties as directed.
5. Comply with recognized environmental health and safety practices.