Reports to the Assistant Provost of Academic Planning and Resource Management. Under general supervision and acting on own initiative, this role provides diverse administrative, and advance fiscal support to the Assistant Provost. The individual uses a thorough knowledge of the University and Academic Administration to manage the day-to-day fiscal activities of the Provost's office, support the academic planners in each of the schools, assist with projects that support the academic sector's short and long-term initiatives, prepares analytical studies that are replicated annually or prepared for a specific purpose and other duties as assigned.
Responsible for managing the day-to-day fiscal activity of the Provost's office including but not limited to:
Monitors and maintains records for the University's Summer non-salary budget.
Monitors and maintains accurate account balances for the Provost's office.
Initiates and approves budget transfers within the academic sector.
Reconciles complex billing statements,ensuring adherence to all contract terms, and processes for payment.
Reviews travel reimbursement requests submitted to the Provost ensuring accuracy and compliance with University policies and procedures.
Manages Year-End Accrual process, working closely with Business Affairs and Academic Planners to ensure accuracy of accounting principals.
Investigates and identifies problems/ trends on sector accounts. Work with sector/ units to resolve problems.
Troubleshoots and resolves fiscal discrepancies within the sector.
Processes and maintains records all Human Resources changes that require Provost approval for administrative and clerical positions, e.g. New Hire Requests, Promotions, salary adjustments; coordinating with Academic Units to ensure completeness and accuracy of all documentations before presenting to Provost.
Maintains records of FT Faculty salaries, for both filled and open positions, across the schools.
Collects, prepares, and enters the data related to the online personnel change form system for the stipends for the chairpersons in accordance with the Collective Bargaining Agreement.
Monitors workflow ensuring all required components are completed, reviewed, and approved in a timely manner.
Provides training and support on related policies and procedures as required within the sector.
Schedules and plans larger planner meetings, new chairman's lunch, and other meetings related to academic planning and resource management.
Other responsibilities include assisting with short and long-term academic planning initiatives:
Researches, analyzes, and prepares spreadsheets in support of all budgeting and space planning initiatives.
Prepares and coordinates materials for the academic sector's annual planning-budgeting cycle.
Reviews financial models related to New Program Development.
Assists with the development of timelines, communicates deadlines, and follows up as needed with academic units.
Coordinates and communicates with college/ unit planners, Business Affairs, Human Resources, and other university units as necessary regarding guidelines, changes, status, and objectives of projects and deliverables.
Partners with and provides guidance to units to resolve questions as needed.
Responsible for the coordination and preparation of ongoing annual analytical studies that include but are not limited to:
The Academic Sector's part-time and overload analysis.
Institutional data used for New Faculty Hiring.
Prepares, develops, and maintains ad hoc, non-routine, customized reports and basic financial models pulling data from various systems including but not limited to Banner and UIS. Reports may include summaries and historical trends as well as detailed data representing university-wide, college, unit, and individual program activities.
Responsible for the logistics of the University Senate meetings including:
Makes room reservations room and ensures the furniture, technology, and refreshments are set-up.
Maintains the official records of the University Senate.
Prepares the agenda, invites an individual to offer the opening prayer, and communicates with presenters.
Conducts all correspondence with the membership.
Notifies delegates of their election and appointment to committees.
Assists committee chairpersons in managing their designated duties.
Provides analytical support to all academic units as needed.
Coordinates the ordering of and payment for teaching/ research capital projects.
Serves as main point of contact at the university for the TimeTrade appointment system.
Prepares memos to the deans designating funds and numbers of Fellowships and Graduate Assistantships for each college.
Acts as a back-up to Provost's office team members as needed.
Strong analytical skills and attention to detail required.
Demonstrated ability to be flexible and multi-task, work independently, take initiative, and prioritize responsibilities to meet competing deadlines while working under pressure in a high-paced environment.
Excellent verbal/ written communication skills including the ability to communicate clearly, confidently, and concisely to a wide variety of constituents.
Positive demeanor and interpersonal skills are necessary. Must be Service-minded, approachable/ accessible to others, and reaches out to be helpful in a timely and responsive manner.
Ability to negotiate and advocate effectively and tactfully. Ability to work effectively as part of a team and maintain confidentiality and discretion.
Previous experience using MS Excel and the ability to develop accurate, easy to read, and formatted spreadsheets and reports.
Technologically proficient in the use of spreadsheets; comfortable with a calculator, and be willing to learn new technologies as needed.
Previous experience in Banner a plus.
Accounting, analytical and reporting skills including utilizing spreadsheets and databases.
Possess strong verbal and written communication skills.
Ability to work independently; thorough; detail oriented; calm under pressure.
St. John's University is Catholic, Vincentian and Metropolitan. We are committed to attracting, motivating, and retaining a highly qualified and diverse workforce to support our mission of academic excellence and the pursuit of wisdom. Known for over 100 years of proud athletic tradition, our Big East excitement keeps Red Storm fans cheering. Ranked among America's top universities by The Princeton Review, St. John's University educates leaders for today's global society through quality academics, high-tech resources and an expanding international presence. With 1,500 Faculty and 1,400 Administrators/Staff, St. John's is a leading Catholic University in the Vincentian tradition, dedicated to making a positive difference in people's lives through active engagement in issues of energy and resource conservation, social justice and global citizenship. These values enhance the academic experience of more than 20,000 undergraduate and graduate students on three residential New York City campuses in Queens, Staten Island and Manhattan; a graduate center in Oakdale, NY; an international campus in Paris, France and Rome, Italy; and learning centers in other locations worldwide.