Manager, Budget and Operations

As a community, the University of Rochester is defined by a deep commitment to Meliora - Ever Better. Embedded in that ideal are the values we share: equity, leadership, integrity, openness, respect, and accountability. Together, we will set the highest standards for how we treat each other to ensure our community is welcoming to all and is a place where all can thrive.

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Responsibilities:

Financial Management

• Assists in the preparation of the capital and operating budgets in collaboration with the Director of Budget and Operations for OEI. Supports the annual budget submission process.
• Assures fiscal control through a reliable system of expenditure and revenue accounting; approves expenditures.
• Oversees the University Purchasing Card program for the office by acting as the P-card Manager, validating P-Card purchases, and processing p-card purchases as needed.
• Ensures external vendor invoices are reviewed against approved purchase orders, previous vendor estimates, and approved budgets and then processed with Accounts Payable for payment.
• Collaborates with Purchasing, Council, and other offices as indicated for vendor and contractor procurement and contract negotiations and approval. Participates in regular financial review meetings to communicate updates or issues with accounts.

Financial Analysis

• Independently reconciles expenditures by reviewing University ledgers, requests for payment, salary 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 to resolve issues.
• Performs monthly analysis and maintains financial reports on accounts as assigned. Creates and provides financial reporting to department leadership on YTD expenses by program. Makes recommendations to departmental leadership to remain within the approved budgets.
• On a quarterly basis, updates spending and projection on customized reports, utilizing historic trend and account specific knowledge to create an accurate financial picture.

Administrative Team Management

• Hires and supervises a team of administrative staff. Provides direct supervision and coaching to ensure staff are working efficiently and collaboratively as a cohesive and effective team. Conducts ongoing training and provides daily supervision. Conducts performance reviews and manages personnel issues and follow-up actions.
• Discovers team needs, develops clear project roadmaps, and leads team in executing priorities based on needs.
• Partners with OEI leadership team members to conduct workforce planning and to define program office roles and responsibilities for supervisees.
• Identifies and enables opportunities to improve efficiency and effectiveness of the team.
• Provides training and support to staff on reimbursements, p-card purchases, supply purchases, BETR policy, and miscellaneous departmental financial processes.

Operations Management

• Manages the day-to-day administrative functions of OEI across OEI offices, including but not limited to:
  • Partners with the Director of Budget and Operations to establish departmental policies and processes to meet operational needs.
  • Supervises administration, maintenance, and inventory of resources including technology, office supplies, and physical spaces. Ensures administrative team executes assigned tasks related to resource needs.
  • Manages space and asset inventory. Leads the completion of the annual equipment and space surveys.
  • Prepares and submits personnel, job data, and compensation forms for OEI employees, as well as salary distribution changes. Ensures systems appropriately reflect updates and changes.
  • Advises and keeps the Director of Budget and Operations apprised of current issues.
  • Oversees time approval and serves as time approver in myURHR for all personnel within the office.
  • Works collaboratively with HR and Director to process leave paperwork, hiring and exiting paperwork, and job postings.

Other Duties as Assigned

• Including, but not limited to serving on related committees, task forces, or advisory groups and reports out to the Director as required.

QUALIFICATIONS

Required:

• Bachelor’s degree
• 5 years of relevant experience;
• Or equivalent combination of education and experience
• Excellent interpersonal and communication skills;
• Exceptional organizational and time management skills with a keen attention to detail;
• Ability to exercise a high level of professionalism and discretion with respect to confidential and sensitive matters;
• Ability to quickly and thoughtfully build and maintain relationships;
• Ability to work both collaboratively and independently and meet deadlines;
• Ability to multi-task and prioritize among competing demands and adapt to changing needs in a fast-paced environment;
• High level of proficiency with Microsoft Office applications and Zoom.
• Ability to manage a professional budget;
• Excellent problem-solving and decision-making skills;
• Advanced financial management skills, including experience with budget development and analysis;
• Strong analytical skills and proficiency in financial management software;
• Strong leadership and team management abilities;
• Demonstrated commitment to team development and professional growth;

Preferred:

• Experience in a university or healthcare setting.

EOE Minorities / Females / Protected Veterans / Disabled:

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.