Website University of Detroit Mercy

Position Classification

FT Staff UDMPSSA (formerly MEA)

Position Summary

 The E&S Business Operations Manager performs business and financial operations for the College of Engineering & Science, including, but not limited to, assisting with budget preparation and management, purchasing, payroll authorizations, creation of contracts, reimbursements, start-up fund support, grant spending support, and reports creation, support for hiring processes, liaising with Facilities, Finance and other university offices. This position also supports faculty, staff, and administrators with financial aspects of grants awarded to faculty and administrators within the College.  

As with all staff positions in the College, this position also assists in the planning and execution of some college events.

Essential Duties and Responsibilities

Budget Development Coordination

In conjunction with the Dean, E&S Department Chairs/Directors, and University Budget Office, develop and oversee the College budget formation for the College’s (currently 11) budget areas. 
Maintain budget oversight for operational and restricted funds within the College. 
Conduct budget status reviews each semester with the Dean and Department Chairs/Directors. 
Review, communicate, and oversee financial/business management practices within the College.
Track and maintain faculty start-up fund accounts. Provide training on university financial policies and regular communication with these faculty about their start-up funds.
Work with the University Post-Awards office to assist faculty with managing their grant budgets. 
Advise the Dean on financial/business items needing attention and on improvements for operating efficiency.

 Business Operations 

Execute day-to-day College business/financial activities.
Create requisitions for creating purchase orders to authorize expenditures in the College. Support lab managers with the same.  Ensure all purchases are in compliance with University policy.
Verify and support the correct submission and required processes of documents for business/financial operations.
Educate faculty and staff on University purchasing policies and provide alternative solutions and support when needed.
Communicate in a timely manner with faculty, students, and staff regarding purchases.
Reconcile College p-card transactions, monthly. 
Manage the creation of new vendors in the systems.  Assist with creating and maintaining positive vendor relationships.
Assist with working with      Corporate Travel to make flight and hotel reservations for students & faculty traveling to conferences.
Oversee orders for office and hospitality/event supplies for the dean’s office and maintain inventory in an effort to reduce supply costs and improve efficiencies.
Liaise with University’s Finance Office and with external vendors to resolve any issues with payments or financial transactions.
Manage and process payroll authorizations, stipends, tuition remission, check requests, reimbursements, advances, etc. 
Work with Grant Post-Award personnel to support faculty, staff, and administrators in the College with processes for grant spending. 
Act as the primary interface between the College of Engineering & Science and the University offices of the Controller, Budget, Purchasing/Accounts Payable, HR, and      IT.
Provide financial reports as needed. Complete annual salary surveys and reports.
Maintain College-specific written policies and procedures regarding financial and business operations. Communicate business policies and procedures to faculty, administrators, staff, and students, and collaborate with central administration to roll out new processes. 
 Support College Human Resources and Building Operations

Assist the Deans Office with managing staff search and hiring processes.
Assist the Deans office with coordination of faculty search and hiring processes.
Assist with onboarding for new personnel. Assist new employees with orientation to appropriate financial processes and procedures for the University and the College. Maintain employee contract records.  
Assist maintaining communications with Deans Office and Facilities around project and building issues.

 Events & Miscellaneous

Welcome and assist visitors, faculty, administrators, and staff who come into the Dean’s office.
Assist with conference room scheduling and meeting preparation, coordinating with food service, housekeeping, and facilities to ensure hospitality as needed.  
Performs other duties as needed or assigned.

Requirements

Minimum Qualifications

Education – A college degree 
Employment – Two years to five years (Equivalent Combination of Education and Employment)

 

Preferred Qualifications

Bachelor’s degree in a relevant area.
Business background preferred.
Experience with Ellucian  Banner ERP preferred.

Knowledge, Skills, and Abilities

Demonstrated commitment to Diversity, Equity, Inclusion, and Belonging (DEIB), 
Demonstrated proficiency with Excel, including pivot tables, formulas, spreadsheets, and databases.
Must be technically able to input and extract information from databases and prepare reports. 
Must be discrete, extremely well organized, able to multitask and prioritize.  Must be diplomatic and collaborative.
Attention to detail and organizational skills.
Ability to problem-solve and troubleshoot issues when appropriate.
Excellent communication skills, both verbal and written.
Ability to manage multiple tasks and priorities in a fast-paced, multi-faceted work environment.
Proactive and service orientation, including actively looking for ways to help students, faculty, and staff.
Excellent interpersonal skills, including conflict resolution, relationship building, boundary spanning, and teamwork
Ability to work independently, as well as with students, faculty, and staff
Ability to critically think and act as a team player and take initiative. 

Physical Requirements

Job may require lifting light weight objects (1 to 10 pounds) with no repetitive bending or stooping.  Occasionally lift average weight objects (1 to 10 pounds).

Work Environment

Regular exposure to favorable conditions such as those found in a normal office.

Licenses/Certifications

Commensurate with experience

Anticipated Schedule

Monday through Friday
8:30 a.m.-5:00 p.m.

To apply for this job email your details to recruitment@udmercy.edu