Administrator of Operations and Budget

Opening Full Time 40 hours Grade 053 Office for Equity & Inclusion Schedule 8:30 AM-5 PM Responsibilities GENERAL PURPOSE: The Office of Equity and Inclusion's Administrator for Budgets & Operations manages financial, administrative, and operational aspects of the Office of Equity and Inclusion including, but not limited to, budget preparation, submissions to finance, expense tracking, HR administration, and daily operations of the Office.
In partnership with assigned HR Business Partner, and with guidance from the OEI Director of Operations and Budget, oversees the human resources operation, working with the Chief Diversity Officer and other staff members to ensure that the recruiting, hiring, and compensation programs align with University regulations and policies.
This position will collaborate with members across the University as well as various vendors.
JOB DUTIES AND RESPONSIBILITIES: FINANCIAL ANALYSIS AND ADMINISTRATION Works with leadership to evaluate and align program budgets with the needs and expectations of the main functions of the programs.
Assists in the preparation of the capital and operating budgets to Finance in collaboration with office leadership.
Independently reconciles personnel expenditures by reviewing University ledgers and salary reports.
Follows up on discrepancies by communicating with outside departments and internal employees, and determines and implements steps to resolve issues.
Independently reconciles non-salary expenditures by reviewing University ledgers, requests for payment, employee expenses reports and other supporting documentation.
Uses judgement in ensuring transactions are accurate, reasonable, and in accordance with university and departmental policies.
Investigates any discrepancies and takes corrective action as needed including preparation of journal entries.
Performs monthly analysis and maintains financial reports on accounts as assigned.
On a quarterly basis updates spending and projection on customized reports, utilizing historic trend and account specific knowledge to create an accurate financial picture.
Creates summaries by program to assist departmental leadership in quarterly review meetings.
Participates in regular financial review meetings to communicate updates or issues with accounts.
Reconciles ledgers, submits journal entries and provides monthly financial reporting to department leadership on YTD expenses and makes recommendations to remain within the approved budgets.
FINANCIAL PROCESSING Approves invoices, requests for payments, charges, expense reports, and other financial transactions affecting budgeted resources.
Oversees the University Purchasing Card program for the Office by processing and validating P-Card purchases.
Processes a variety of financial transactions.
Independently produces, monitors, and reconciles budget statements.
Independently researches, identifies and resolves discrepancies.
Collaborates with Purchasing to establish vendor contracts as needed.
Engages the appropriate program staff to ensure that external vendor invoices are reviewed against approved purchase orders, previous vendor estimates, and approved budgets and then processed with Accounts Payable for payment.
Prepares and submits personnel forms, extra compensation forms and salary distribution changes for processing.
Tracks submission of payroll action forms and ensures HRMS/myURHR systems appropriately reflects planned distributions.
Processes employee expense reports (BETR) in a timely fashion for staff ensuring all University policies are followed.
Provides training and support to staff on reimbursements, p-card purchases, supply purchases, BETR policy, and miscellaneous departmental financial processes.
ADMINISTRATIVE AND OPERATIONS SUPPORT Manages all daily operations of the Office.
Supervises administration, maintenance, and inventory of Office's resources including technology, office supplies, and physical spaces.
Arranges for repair work as needed.
Manages space and asset inventory to ensure space and assigned personnel are updated.
Supports administrators with coordinating travel arrangements for Office as needed.
Advises and keeps the Director of Operations and Budget apprised of current issues.
Serves on related committees, task forces, or advisory groups and reports out to the Director of Operations and Budget as required.
HR AND PERSONNEL SUPPORT Serves as time approver on HRMS/myURHR for all personnel within the Office.
Works with Director of Operations and Budget, Office leadership, and HR Business Partner to support recruitment, compensation, and retention activities for Office staff.
Maintains confidential data and files including personnel files, department records, and confidential communications.
Works collaboratively with HR and Director to process leave paperwork, hiring and exiting paperwork, and job postings.
Ensures that all employees are properly equipped including workspace preparation, procurement of computer/laptop, software, etc.
Suggests improvements to the timecard review process and educates staff on those processes.
Other Duties as Assigned Assists with simple data analysis for projects as needed.
Develops a variety of spreadsheets on an ad-hoc basis; performs additional financial/accounting duties as needed.
QUALIFICATIONS: Bachelor's degree in business administrative, finance, business management or equivalent required.
3 years of experience in a business operation or administrative role required Experience managing a professional budget required Or equivalent combination of education and experience required Excellent interpersonal and communication skills required; Exceptional organizational and time management skills with a keen attention to detail required; Ability to exercise a high level of professionalism and discretion with respect to confidential and sensitive matters required; Ability to quickly and thoughtfully build and maintain relationships required; Ability to work both collaboratively and independently and meet deadlines required; Ability to multi-task and prioritize among competing demands and adapt to changing needs in a fast-paced environment required; High level of proficiency with Microsoft Office applications and Zoom required.
The University of Rochester is committed to fostering, cultivating, and preserving a culture of equity, diversity, and inclusion to advance the University's mission to Learn, Discover, Heal, Create - and Make the World Ever Better.
In support of our values and those of our society, the University is committed to not discriminating on the basis of age, color, disability, ethnicity, gender identity or expression, genetic information, marital status, military/veteran status, national origin, race, religion/creed, sex, sexual orientation, citizenship status, or any other status protected by law.
This commitment extends to the administration of our policies, admissions, employment, access, and recruitment of candidates from underrepresented populations, veterans, and persons with disabilities consistent with these values and government contractor Affirmative Action obligations.
Pay Range Pay Range: $58,800 - $82,300 Annually The referenced pay range represents the minimum and maximum compensation for this job.
Individual annual salaries/hourly rates will be set within the job's compensation range, and will be determined byconsidering factors including, but not limited to, market data, education, experience, qualifications, expertise of the individual, and internal equity considerations.