Budget and Operations Associate

Job Summary

The primary purpose of the Budget and Operations Associate is to enhance the effectiveness of the College of Pharmacy’s Budget and Operations Office.

This is accomplished by ensuring the day to day and weekly activities required to allow the College to function and meet its goals are completed in a timely and professional manner.

Knowledge, Skills and Abilities Individuals must possess the knowledge, as well as the following skills and abilities or be able to perform the essential functions of the job, with or without reasonable accommodation, using some other combination of skills and abilities.

1. Excellent computer skills in order to proficiently use Windows, and MAC computers. Microsoft Office Suite. Must have a working knowledge of current computer connection formats, USB, HDMI, (and other commonly used computer inputs / outputs).

2. Other software frequently used by this position :

• GOOGLE Applications
• SharePoint
• Adobe Acrobat
• Banner and Banner Self Service
• Zoom
• MS Teams
• Concur
• Elixir procurement system

3. Strong math skills, including the ability to write and use standard formulas in MS Excel.

4. Strong verbal and written communication skills.

• Ability to effectively communicate University and College Policies.
• Communicate budget balances and account transactions in clear language with administration, faculty, staff, and students.

Required Qualifications Education :

• Bachelor’s Degree or Associates Degree in business, accounting or related field.
• A combination of education, training, and experience that provides the required knowledge, skills, and abilities may be considered.

Experience :

1 years of budget operations or procurement operations support. List comments regarding work hours Normal working hours are Monday to Friday 8am to 5pm.

Evening and weekend hours may infrequently be required to support the mission of the College of Pharmacy. Posting Date 01 / 29 / 2024 Close Date Open Until Filled Yes Special Instructions to Applicants If you are able to do so, please provide 3 professional or academic letters of recommendation with your application packet.

Essential Job Duties Job Duties Review all payment requisition for accuracy and completeness prior to submission to the Fiscal Operations Manager.

1. Ensure all transactions are properly logged and have all required supporting documentation.

2. Ensure all transactions are scanned and filed by the end of each business day.

3. Follow up on submitted payment requisitions within 2 business days after submission. Report on the status of the payment requisitions to the Fiscal Operations Manager and the requestor.

4. Request additional supporting documentation as required.

5. Communicate the status of items to requestor as appropriate. Percentage Of Time 30% Job Duties Generate and submit for review all purchase orders for non-research related orders.

1. Serve as a backup for all research purchase orders.

2. Ensure all purchase orders are properly submitted, and logged by the end of each business day.

3. Follow up on submitted purchase orders within 2 business days after submission. Report the status of all purchase orders to the Fiscal Operations Manager and the requestor.

4. Log all received capital items in the appropriate capital inventory log noting who it was issued to. Percentage Of Time 5% Job Duties Prepare all deposits.

1. Deliver deposits to the appropriate office.

2. Log each deposit in the appropriate location updating balances. Percentage Of Time 5% Job Duties Prepare all invoices.

1. Log all invoices in the appropriate location.

2. Follow up on all invoices 10 business days after distribution

3. Deliver all invoices to the appropriate requestor. Percentage Of Time 5% Job Duties In collaboration with the Fiscal Operations Manager prepare monthly and quarterly account reconciliation and reporting of all funds.

Present reports to the Senior Director of Operations and Department Heads. Percentage Of Time 15% Job Duties Provide Administrative Assistant to assigned faculty members.

1. Schedule rooms

2. Coordinate and host meetings

3. Coordinate student active learning sessions

4. Process travel and other reimbursements

5. Prepare documents, tabulate data, prepare copies, communicate with students

6. Support their teaching efforts as needed Percentage Of Time 25% Job Duties Responds to all incoming department emails and ensures requests are addressed in a timely manner.

Percentage Of Time 10% Job Duties Coordinates and serves as a reference to college faculty and staff regarding the college’s furniture, equipment, and office move and relocation operations.

Must be able to manage projects across multiple university support units and clearly communicate college needs to multiple departments Percentage Of Time 5%