Position Summary Information
Job Description Summary
The Business Manager is a member of the Dean’s Office in the Schmid College of Science and Technology. Position facilitates the administrative finance operations for the college, including but not limited to: monitor encumbrances and expenditures, identify and resolve discrepancies, line transfers, reconcile accounts, code corrections, process invoices, and generate reports to conduct budget analysis and projections. Works with the Assistant Director in coordinating financial processes, improving accountability, controlling expenses, and monitoring financial activity. Position reviews purchase orders, expense reimbursements, purchase card reconciliation reports, payments, and financial transactions in a thorough and timely manner ensuring adherence to fiscal policy. Guides leadership, faculty, and staff in the appropriate management of accounts. Informs faculty on approved grant, gift, and start-up award spending and pending award activities. Other duties as assigned. This position is located in-person at Chapman’s campus in Orange, California.
Responsibilities
Financial Operations & Budget Management
- Work closely with Assistant Director, Financial Services and SCST programs in reviewing, reconciling, and resolving financial and budgetary matters
- Meet with program staff on monthly basis to review budgets and financial activity to ensure program spending is on track and in accordance with fiscal policies, researching and resolving any discrepancies
- Manage college financial processes, improve accountability, control expenses, and monitor financial activity
- Train faculty and staff on fiscal policies related to spending, travel, start up funds, hiring, etc.
- Track operating budget variances on behalf of the college for operating, restricted, capital, student labor, gift, grant, IDC budgets, etc.
- Ensure ledger postings are accurate and requests corrections as required
- Reconcile and monitor student labor budget and projections for undergraduates and Graduate Research Assistants
- Reconcile major operating budget activity against ledger
- Track budget transfers ensuring timely completion
- Generate monthly and year-end reports to conduct budget analysis and projections
- Provide regular reports, update, monitor, and reconcile faculty start up allowances and gift accounts
- Manage fiscal year end close out and report potential variances
- Follow up on pending cash advances, expense reports, purchasing card reports, etc.
- Hire, supervise, train and schedule student Financial Assistant to assist with financial operations tasks
Manage A/P and Purchasing Processes
- Review purchase orders, expense reimbursements, purchasing card reports, reconciliation reports, payments, and financial transactions in a thorough and timely manner ensuring fiscal responsibility
- Record expenses as needed for up-to-date balances
- Determine appropriate transaction type and ensure all approvals are met and transactions have posted
- Track and reconcile internal travel/research awards for faculty and students
- Process budget transfers and class code corrections
- Submit invoices on purchase orders for payment
- Verify receipt, payment, and close out of all purchase orders
Contracts and Grants Support
- Participate in communications with faculty/principal investigators regarding their grant finances
- Provide guidance in the appropriate spending of sponsored project funds
- Perform other duties as assigned
Required Qualifications
- Bachelor’s degree (preferably accounting, finance or business) or equivalent combination of education and experience
- Minimum 4 years of professional budgetary, administrative, accounting and/or fiscal reconciliation experience
- Experience in interpretation, application and compliance with financial policies and regulations
- Strong interpersonal communication skills with a diverse group of individuals at all organizational levels, both inside and outside the University
- Strong organizational and time management skills to prioritize duties when faced with interruptions, distractions, competing deadlines and fluctuating workload, and complete them in a timely manner to meet deadlines
- Ability to use tact and diplomacy while maintaining a high level of confidentiality
- Excellent computer skills in the use of word processing, spreadsheet, and email applications preferably Microsoft Office Suite software and Adobe Professional
- Computer database and spreadsheet experience working with Microsoft Excel
- Proven ability to work in a team-oriented environment with ability to take initiative and work independently
- Technical skills to learn enterprise systems and departmental tools
- Ability to work with faculty, staff and campus constituents, providing guidance on appropriate use of funds
- Ability to implement and interpret policies and procedures and communicate sensitive information verbally and in writing to a diverse population
- Strong analytical skills to analyze correspondence, reports and spreadsheets, and resolve discrepancies
- Proven ability to work independently and evaluate data, assess alternatives and formulate logical and sound decisions and/or recommendations
Desired Qualifications
- Understanding of academic issues, particularly in the fiscal context
- Working knowledge of University policies and procedures
- Experience with PeopleSoft Finance and Concur Software
- General knowledge of post-award grants administration
Special Instructions to Applicants
At Chapman University, we believe collaboration thrives through in-person engagement. This position is fully on campus, and employees work alongside colleagues, faculty, students, and staff each day to support our vibrant university community.
Chapman University is an equal opportunity employer that provides equal employment opportunities to all individuals, regardless of their protected characteristics. All qualified applicants and employees are encouraged to apply and will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity, gender expression, national origin, ancestry, citizenship status, physical disability, mental disability, medical condition, military and veteran status, marital status, pregnancy, genetic information or any other characteristic protected by state or federal law.
Applicants for Staff and Administrator positions must be currently authorized to work in the United States on a full-time basis.
The offer of employment is contingent upon satisfactory completion and outcomes of a criminal background screening and returning to the Office of Human Resources a signed original acceptance of the Chapman University Agreement to Arbitrate.
Minimum Number of References
3
Maximum Number of References
3
