The School of Architecture & Design invites applications for Business Operations Manager.
Business Operations Manager for the School of Architecture & Design serves as the business officer and adviser to the dean. Primary responsibility is the management of the business operations for the school; exercising discretion and independent judgment with respect to matters of significance. Interprets University policies. Develops unit level policies and procedures. Responsible for overseeing all business operations within the School including budget preparation, financial transactions, all matters related to human resources, financial aspects of grants and other funded projects involving faculty and students within the School. The Business Operations Manager is responsible for preparing and monitoring the School’s budget under direction of the Dean. The Business Operations Manager reports to the Dean, serves as a member of the Dean's leadership team and dotted line reports to the Vice Provost for Finance.
60% Budget / Planning:
Provide financial leadership in the management of all funding sources available to the School of Architecture & Design following State and University policies and procedures. Coordinate review of resource allocation to ensure funds are directed toward strategic initiatives of the School. Prepares and develops the annual operating budgets and analyzes reserve balances. Reviews and authorizes expenditures, verifying appropriate funding sources are used and that funds are not overspent or underspent. Assist with developing the summer school budget and analyzes various profit/loss scenarios. Complete budget transfers following the KU Budget Office’s procedures and deadlines. Serves as the liaison to the Budget Office. Serve as fund account representative on all endowment accounts ensuring funds are appropriately utilized.
Audit financial activities, payroll processes, and internal controls to verify School is following state and/or endowment policies and procedures. Advises the Dean on various financial matters and significant budget issues. Review and reconcile state and private funds to university financial systems. Input budget information in accordance with guidelines, reconciled to allocation totals, providing necessary and pertinent documentation to the Budget Office. Compile financial data to support accreditation reports for Architecture, Design and Interior Architecture. Prepare required documentation for the dean, in preparation of the merit distribution process. Prepare financial analysis, in the event of proposed budget reduction scenarios. Provide financial forecasting of the Schools Course Fees, plus prepare the yearly Course Fee Projected Expenditure and Revenue report. Attend University financial meetings as requested by Dean.
Work with dean, associate deans, chairs, institute directors and area coordinators on purchasing, travel requests/reimbursements, supplies. Coordinate purchasing, payments and procurement card transactions with Shared Service Center (SSC). Ensure that purchasing rules and regulations are followed. Assist faculty with external projects and maintain financial records for reimbursement purposes. Serve as information resource to everyone in the school with any financial, human resources (HR) or facility questions or problems. Serves as primary liaison to the SSC to ensure efficiency of operations.
20% Personnel / Payroll:
Coordinate funding for all appointments in the School including: faculty, staff, and students. Provide consultation to Dean, other directors regarding payroll and/or personnel matters. Serves as liaison with Human Resources. Coordinate job postings and obtain official approvals for all hires (faculty, lecturers, and students). Communicate and coordinate hiring processes with SSC personnel. Prepare various payroll documents and monitors the accuracy of appointments, including summer research, summer school, unclassified staff, and support staff as applicable. Coordinate faculty payments for research and other administrative responsibilities outside of academic year appointments. Ensure accuracy of payroll appointments for faculty staff and student employees. Maintain confidential records. Produce HR Data Reports, when needed. Process graduate student contracts. Process overload payments. Approve bi-weekly payroll for direct reports. Serve as primary liaison to Human Resources and Payroll. Serve as supervisor or co-supervisor for staff members as determined by the Dean. Maintain office staff schedule – regular hours and vacation requests.
10% Facilities Management:
Initiate all facilities requests for Marvin Hall, Marvin Studios, East Hills, Center for Design Research, Chamney Barn and House, portions of Chalmers and Snow. Prepare online work orders. Resolve issues identified in Fire Marshal report. Back up Building Emergency Liaison on all safety issues. Assist with Room Reservation system. Facilitate building access and security of school in coordination with public safety office, information technology and other central offices. Work directly with Campus Operations for building renovations, office and classroom requests and annual reporting.
10% Special Projects / Other:
Attend budget, HR and other university meetings/training as required. Perform other duties as assigned by the Dean.
- Bachelor’s degree in accounting, finance, economics, business administration, or a related field at the effective date of the appointment.
- A minimum of three years of progressively responsible administrative and leadership experience in a financial management role.
- Two years of management, supervisory experience and /or project team leadership.
- Excellent written communication skills as demonstrated by application materials, as well as excellent oral communication skills (to be confirmed by interview and references).
- Experience in developing and administering budgets.
- Experience in data projection, data analysis, and data reporting as demonstrated by work history.
- Excellent analysis and problem-solving skills, as demonstrated by work history.
- Master’s degree in accounting, finance, business administration, or related field.
- Experience in developing and using financial models, forecasting tools, and predictive analytics.
- Familiarity with university, state, and federal funding procedures and regulations.
- Demonstrated ability to work collaboratively with a diverse workforce.
- Ability to articulate and present complex financial concepts in a non-technical manner.
- Strong organizational and interpersonal skills.
KU is an EO/AAE.
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy), age, national origin, disability, genetic information or protected Veteran status. Application deadline is 1/10/22.