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Position: Assistant to the Associate VP for Finance and Operations

Grade Department Position type: Position Number
37 2EA – Department not found Full-time A97783

Position Summary:

Under the direction of the Associate Vice President of Academic Affairs, the Assistant to the Associate VP for Finance and Operations is responsible for the financial operations of the AVPAA office including monitoring expenditures for compliance with all budgetary policies. The position also implements the operating budget as funded by the Legislature in accordance with institutional planning, Regents’ policies, guidelines and legislative intent language.

Essential Functions, Major Duties, and/or Accountabilities:
  • Assists the AVPAA, in planning, developing and implementing financial policies and procedures for Academic Affairs.
  • Plans, develops, analyzes, prepares, and implements Academic Affairs’ annual operating budget (revenues and expenditures) as funded by the Legislature in accordance with institutional planning, Regents’ policies, guidelines and legislative intent language.
  • Acts as the liaison for the Academic Affairs office with the budget officers in each school/college.  Meet with budget officers, review their monthly reports, and make recommendations to the AVPAA.
  • Prepares, researches, and analyzes other Academic Affairs budgetary reports required by the institution, Regents, Governor’s office and Legislature (i.e. compensation, revenues, expenditures, cost studies, etc.
  • Develops budget-related schedules, formulas (i.e. revenue projections) and budget spreadsheets.
  • Supervises and train staff to perform complex budgeting tasks (budget transfer reconciliation, benefits pool management, data research, data bases, etc.)
  • Resolves budgetary and expenditure problems for AVPAA staff who deal with budget expenditures.
  • Directly manages the spending/budgeting of state appropriated funds and soft funds within the Academic Affairs office and oversee the state appropriated and soft funds.
  • Analyzes department/program expenditures to determine trends and fiscal responsibility; recommend solutions to the AVPAA.
  • Interprets budget reports and other fiscal data for the AVPAA.
  • Prepares required PAF’s, after verification of budget, for stipends, lump-sum payments and new hire salaries.
  • Coordinates with and support staff within department who have direct or indirect financial responsibilities.
  • Prepares reports and advise AVPAA on expenditures and allocations.
  • Handles questions regarding budget balances, proper expenditure of funds, travel expenses, budget transfers, etc.
  • Assists the AVPAA in preparing funding requests.
  • Works directly with administrative support staff to maintain balanced budgets.
  • Advises and assist the AVPAA in approving purchases for Academic Affairs expenditures.
  • Coordinates all interactions and requests from internal auditor.
  • Works with the AVPAA to determine appropriate and available finances in administrators/faculty/staff hiring decisions.
  • Acts as liaison with the Budget office for all Academic Affairs’ finance and budget related issues and procedures.
  • Assists in collecting and/or preparing financial data for accreditation and other reports.
  • Arranges, coordinates and monitors all procurement card audits. Maintain files and work with auditors to implement all changes, closed card audits, regular monitoring of procurement card usage.
  • Coordinates Academic Affairs office financial activities including PAF’s, new hire paperwork completion and submission, requisitions, purchase orders, and travel, etc.
  • Exercises independent judgment, initiative and anticipates executive’s course of action when absent and facilitates problem resolution.
  • Performs other duties as assigned by the AVPAA.

Supervisory Responsibilities:
  •  None

Special Requirements of the Position:
  •   None


Graduated from an accredited institution with an associate’s degree experience, or extensive experience in an academic setting.

  • Knowledge of the principles of administrative organization, methods of control, auditing, budgeting and fiscal management.
  • Knowledge of the methods and techniques for the preparation and analysis of budgets and the review of expenditure for conformity with budgets.
  • Skill in interpersonal, problem-solving, and decision-making.
  • Skill in financial software applications including spreadsheets, databases, and accounting software.
  • Skill in interpersonal, problem-solving, and decision-making.
  • Ability to research, reviews, analyze and prepare accurate financial reports. 
  • Ability to follow written and oral procedures and instructions.
  • Ability to communicate orally and in writing.
  • Ability to prepare written financial and budgetary reports.

This position description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive list of all duties, responsibilities, and qualifications required of employees assigned to the position.
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