Budget and Planning Coordinator

Details

Posted: 15-Mar-24

Location: Jamaica, New York

Type: Full-time

Salary: Open

Categories:

Academic/Faculty
Business/Finance

Internal Number: 5105674

Budget and Planning Coordinator
St. John's established in 1870, has three New York City campuses; international locations in Rome, Italy; Limerick, Ireland; and Paris, France; and study abroad locations around the world. The Princeton Review and other top rankings consistently recognize the University's outstanding academics, diverse student body, dynamic internship and volunteer opportunities, focus on student life, and diverse study abroad offerings. St. John's University offers more than 100 undergraduate and graduate programs in its six colleges and schools, with a growing number of programs offered online. The University is accredited by the Middle States Commission on Higher Education and 12 other major academic and professional associations.
A dedication to diversity, equity and inclusion is at the heart of our mission. As a Catholic and Vincentian university, St. John's is committed to institutionalizing practices of inclusive excellence to ensure that we welcome and celebrate the intrinsic worth of all members of our community. We will become an even stronger university as we enhance equity at every level of our institution. Our graduates will excel in the competencies and values required for leadership and service in a rapidly evolving world.
Budget and Planning Coordinator
Position Overview:
Reporting to the Associate Dean for Fiscal & Administrative Affairs, this position will assist in the day-to-day operations within St. John's College and with the annual budget process, prepare specific account financial reconciliations, and maintain the payroll records for part-time faculty. The Budget and Planning Coordinator is the first contact for all department staff inquiries and training. They need to have the ability and willingness to learn up-to-date reporting systems and be comfortable with engaging with individuals at many levels of authority--both internal and external--to the university community.
Essential Functions:
Budgets:

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  Assist the Associate Dean for Fiscal & Administrative Affairs with all aspects of the St. John's College of Liberal Arts & Sciences annual operating budget development process, consisting of 29 departments, and with the preparation of the quarterly forecast projections.
  
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  Prepare reconciliation reports related to full-time faculty travel, special programs, and the College's capital and restricted accounts and review and approve all related expenses and purchase orders.
  
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  Monitor the accuracy of all financial transactions processed in the overall College operating budget and work with departments and prepare journal entries when necessary.
  
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  Prepare and oversee all day-to-day financial obligations within the Dean's Office such as submitting electronic and manual check requisitions, purchase orders, wire transfers, and Staples orders.
  
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  Assist with year-end processes by ensuring all payments and purchases for the current fiscal year are completed by the fiscal year-end deadline and process budget transfers as needed.
  
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  Work directly with Business Affairs, Payroll, the Provost Office, and other department personnel to resolve issues that arise and obtain procedural information as processes change.
  
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  Review and approve Student Travel T&E reimbursement submission for accuracy and policy compliance and work with department staff when issues arise.
  

Payroll:

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  Enter salary payment information via university systems relating to student worker pay, Full-Time Faculty Overloads, Summer Sessions salary, and one-time stipends for approval by Associate Dean.
  
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  Review and approve salary payments for Faculty Practice Program payments, full-time faculty substitute teaching payments, and stipends.
  
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  Act as the proxy approver for Department Staff timesheets if approver is not available.
  

Oversight Departmental Staff:

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  Work with Department Chairs to update and continually monitor job descriptions for department staff to ensure consistent objectives across departments and record unique objectives specific to individual departments/offices.
  
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  Assist the Department Chair with the new hire process and participate in the interview process, train new department staff, and prepare and submit appropriate paperwork to request access to the applicable university systems so that the new employees can fulfill their responsibilities.
  

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  Provide information and encouragement to Department Staff regarding available professional development training opportunities and promote University provided training via HR and LinkedIn.
  
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  Develop and monitor back-up plans for department offices to provide coverage during Department Staff vacations and absences.
  
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  Act as liaison between Department Staff and other departments within the University.
  

Part-Time Faculty:

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  Manage the college overall report related to part-time faculty hires by department, semester, and salary.
  
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  In each semester, reconcile reports, post actual payroll payments, and request and follow up with HR (Human Resources) Payroll about any discrepancies.
  
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  Update part-time faculty salaries each semester based on promotions and Collective Bargaining ratified increases.
  
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  Share part-time faculty salaries with the department staff so each department can establish the part-time faculty hire contracts.
  

Additional Responsibilities:

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  Work with Design & Construction (D&C) and departments to prepare offices/labs for all new incoming faculty, participate in walk through of the space, identify any needs for furniture, etc., and assist with communication between departments and D&C for items such as signage, furniture, and office moves.
  
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  Serve as point person to help College Assistant/Associate Deans, department staff, and faculty prepare their university expense reports in the SAP Concur application.
  
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  Hire, supervise, train, and delegate tasks to student workers in department office. monitor student worker hours and approve time sheets.
  
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  Other duties as assigned.
  

Competencies:

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  Strong interpersonal, organizational, analytical, writing, and communication skills including a demonstrated ability to assimilate complicated information and effectively speak and write.
  
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  Project management skills with attention to detail.
  
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  Ability to work effectively individually and collaboratively with various teams.
  
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  Analytical reasoning and problem-solving skills.
  
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  Ability to compile and analyze data sets using digital tools to drive decision-making.
  
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  An appropriate sense of urgency in following through commitments.
  

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  Demonstrated ability to take initiative and flexibility in problem solving in unexpected circumstances.
  
• 
  An appropriately discreet manner in handling confidential information.
  
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  Respectful and consistently positive behavior with co-workers.
  
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  Eagerness to stay updated with the latest technological trends, developments, and advances needed to perform this position.
  
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  Commitment to the Mission of the University and to diversity, equity, and inclusion.
  
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  Proficiency related to using applications to analyze data with up-to-date software (e.g., Ellucian-Banner, Office 365 [OneDrive, Teams, Excel, Access, Word, PowerBi], and Argos).
  

Work Environment:

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  This position operates in a professional office environment on the St. John's University Queens campus.
  

Position Type/Expected Hours of Work

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  This is a full-time administrator position. Days and hours of work are Monday through Thursday, 8:30 a.m. to 4:30 p.m. and Friday, 8:30 a.m. to 3:00 p.m.
  

Required Education and Experience:

• 
  Bachelor's Degree in an applicable field.
  
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  3-5 years' experience working in academic administration preferred.
  

Other Duties:

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  Please note this job description does not encompass or contain a complete list of activities, duties or responsibilities required for this position. Duties, responsibilities, and activities may change at any time with or without notice.
  

In compliance with NYC's Pay Transparency Act, the annual salary range for this position is $64,500-$70,000. St. John's University considers factors such as (but not limited to) scope and responsibilities of the position, candidate's work experience, education/training, key skills, internal peer equity, as well as market and organizational considerations when extending an offer.
This position may be relocated to any of St. John's University's physical locations at any time.
St. John's offers a competitive compensation program which is commensurate with your qualifications, experience, and contingent upon the departmental budget. We also offer an extremely comprehensive benefits program to meet the diverse needs of our workforce. Along with exceptional benefits such as medical, dental, life insurance, long term disability insurance, tuition remission, generous 403(b) employer contribution, employee assistance program, and liberal paid time off policies, faculty and staff can also enjoy St. John's performing arts, libraries, bookstores, dining facilities, campus recreation and sporting events
Any offer of employment is subject to receipt by St. John's University of satisfactory references, verification of employment and education.
St. John's University is an Equal Opportunity Employer and encourages applications from women and minorities. All qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected veteran status, or any other characteristic protected by law.
To apply, visit https://jobs.silkroad.com/StJohnsEdu/Careers/jobs/219488
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About St. John's University
St. John's University is Catholic, Vincentian and Metropolitan. We are committed to attracting, motivating, and retaining a highly qualified and diverse workforce to support our mission of academic excellence and the pursuit of wisdom. Known for over 100 years of proud athletic tradition, our Big East excitement keeps Red Storm fans cheering. Ranked among America's top universities by The Princeton Review, St. John's University educates leaders for today's global society through quality academics, high-tech resources and an expanding international presence. With 1,500 Faculty and 1,400 Administrators/Staff, St. John's is a leading Catholic University in the Vincentian tradition, dedicated to making a positive difference in people's lives through active engagement in issues of energy and resource conservation, social justice and global citizenship. These values enhance the academic experience of more than 20,000 undergraduate and graduate students on three residential New York City campuses in Queens, Staten Island and Manhattan; a graduate center in Oakdale, NY; an international campus in Paris, France and Rome, Italy; and learning centers in other locations worldwide.
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