Finance & Business Services Administrator

Job Summary:

The Finance & Business Services Administrator (BSA) is a new and vital position in the Office of the Dean in the School of Medicine (SOM) on the University of Colorado Anschutz Medical Campus.   The BSA manages over $6 million in annual fiscal resources, procurement, contracting, personnel administrative processes, and other areas of business operations across the Offices for the Faculty Experience (OFE).

Responsibilities include the development and management of budgets and fiscal operations for different fund types; development and communication of proformas and financial models assessing the viability of current and new initiatives; supervision of day-to-day procurement; management of complex internal and external contracts and MOUs; administration of personnel processes (for faculty and staff); and other operational responsibilities. This position manages and coaches staff and faculty on procurement, contracting, travel, and related fiscal operations; and communicates with the senior administrative team in OFE to ensure sustainable, effective, and outcome-focused fiscal operations in compliance with CU/SOM policy and procedures. 

The BSA knows CU/SOM systems, policies, and procedures well, and is enthusiastic about contributing their “CU/SOM know-how” to a new unit in the SOM Dean’s Office. The BSA works independently and collaboratively with SOM stakeholders to fulfill OFE goals and objectives. The BSA is exceptionally business- and detail-oriented, a skilled problem-solver and user of technology/software, inclusive, and outcome-focused. This new hire will enjoy contributing to the “big picture” outcomes for the SOM; fostering a welcoming, communicative, collaborative, and service-focused environment; and holding oneself accountable for delivering on outstanding fiscal and administrative business operations as part of a dynamic and growing team.

Key Responsibilities:

Fiscal Administration, Planning & Development (~55% of time) 

• Manages a $6 million budget across OFE, including for the Office for Faculty Affairs, the Office for Faculty Development, the Office for Faculty Relations, and the School of Medicine’s Faculty Work & Culture Optimization Collaborative for well-being.
• Manages budgets and fiscal processes for all finance activities within OFE and develops standard fiscal processes for new and current initiatives in compliance with the university’s policies and procedures.
• Manages fiscal operations, including fiscal records, journal entries, audits and compliance needs, MOUs and contracts, and fiscal processes associated with annual labor planning, including Axiom and annual faculty appointments for OFE.
• Collaborates with the SOM Finance team and proactively communicates and “manages up” to senior leaders and across the OFE team to deliver effective, sustainable, and outcome-focused fiscal operations.
• Compiles, reviews, prepares, and effectively communicates financial information to those without finance, budget, or procurement backgrounds.
• Assess whether revenues and expenses are within budget, investigate discrepancies, manage various fund types, and ensure fiscal policy compliance and accurate financial management and reporting.
• Analyzes fiscal viability, sustainability, and trends, and develops and integrates ongoing management and long-term fiscal planning processes, including proactive financial modeling to inform business decisions for both existing and new initiatives under development.
• Serves as a fiscal advisor in the evaluation of various budget proposals.
• Manages and develops fiscal activities in support of OFE implementation of strategic plans.
• Manages and implements processes in alignment with OFE needs, best practices, compliance, legal, CU/SOM policy, and other requirements.

Fiscal Approvals | Procurement, Contract & MOU Management (~20%)

• On behalf of the fiscal principal for OFE, serves as the primary fiscal approver for OFE expenses, PCards, CU Marketplace requests, contracts, honorariums, scope of work (SOW) forms, Official Function (OF) and event forms, travel processes, and other fiscal approval activities across OFE.
• In compliance with the Procurement Services Center (PSC) and CU/SOM policies and processes, manages and supervises procurement and contracts across OFE.
• Collaboratively negotiates and drafts internal/external contracts, MOUs and other documents, and facilitates review, signatures and/or approvals appropriate to the document, program, and CU/SOM systems. 

Fiscal Training & Supervision (~10% of time)

• Mentors, trains, supports, guides and advises a diverse employee team (including staff, faculty, and senior leaders) in sustainable and effective fiscal and administrative operations for OFE, including in areas of fiscal operations, compliance, and CU/SOM policy.
• Supervises non-direct reports in the alignment, management, and compliance of procurement, contracting, travel, and other fiscal activities.

Administration of Personnel Files & Processes (~10% of time)

• In partnership with HR/HRSS, the Office for Faculty Affairs, and other SOM units, confidentially manages, coordinates, and administers ongoing and annual faculty/staff processes, personnel actions, data, and files for OFE.
• Analyzes and reports on diverse fiscal and personnel data and supports labor planning and administration.
• Coordinates and administers hiring and related documentation.
• May coordinate personnel onboarding, including working with facilities, IT/technology, and other administrative units.
• Coordinates with the OFE team and administers staff and faculty leaves.
• Supports employee planning, events, and activities.
• Serves on hiring and other committees as assigned. 

Office Management | Other Operational Responsibilities (cross-functional and ~5% of time)

• Supports both general and unique office administration needs, coordination, and communications.
• Manages/supports programs, projects, new initiatives, development and training, and outcomes and metric monitoring/reporting as assigned.
• Works effectively across CU/SOM, including finance, HR, faculty affairs, procurement, compliance, contracts, IT, communications, DEI, events, and with other CU/SOM staff and stakeholders on diverse operational activities and needs for OFE. 
• Confidentially and with the highest standards and professionalism, skillfully navigates and manages staff/faculty data and information, leadership direction, change, conflict, and organizational politics.
• Develops and manages standard operating procedures and efficient processes for OFE, and continuously evaluates and assesses opportunities to improve business, operational, and administrative efficiencies, streamline processes, and reduce costs and time demands.
• Provides responsive, reliable, inclusive, welcoming, and accountable customer service to faculty/staff and diverse SOM stakeholders.
• Collaboratively manages the use of shared and other Outlook calendars for office efficiencies.
• Professionally represents and advocates for OFE needs and goals within assigned duties and responsibilities.
• Uses modern technology/software with skill, efficiency, and appropriateness, and continues to advance knowledge and skills in this area to be effective, current, protect/manage data, and support diverse technology users across OFE.
• Leverages data to make informed decisions and enhance operations.
• Learns, follows, and consistently, accurately, and appropriately applies CU/SOM procedures, policies, legal, and data management requirements to all aspects of responsibilities.
• Completes other duties as assigned.

Work Location:

Remote or Hybrid negotiable – The office is located on the Anschutz Medical Campus in Aurora, Colorado. Alternative work schedules and remote work can be approved per campus policy (https://www.ucdenver.edu/offices/human-resources/remote-work-participation-agreement ).

Why Join Us:

The Offices for the Faculty Experience (OFE) is a newly established unit within the Dean’s Office in the School of Medicine, residing on the University of Colorado Anschutz Medical Campus. This unit includes the Office for Faculty Relations (OFR), the Office for Faculty Development (OFD), the Office for Faculty Affairs (OFA), and the School of Medicine’s Faculty Work & Culture Optimization Collaborative for well-being. 

OFE works with and collaborates across all SOM departments and the Office of the Dean, including the Office of Clinical Affairs, Office of Research, Office of Medical Education, and the Office of Business Affairs. OFE serves as a central point of contact for faculty within the School of Medicine, through the school’s 6 Basic Science Departments, 18 Clinical Science Departments, and 12 Centers and Institutes. Nearly 5000 faculty, as well as part-time and volunteer clinical faculty, are represented and supported by the processes, services, and initiatives administered and led by the OFE team.

The University of Colorado offers a comprehensive benefits package that includes health insurance, life insurance, retirement plans, tuition benefits, ECO pass, paid time off – vacation, sick, holidays, and more. To see what benefits are available, please visit: https://www.cu.edu/employee-services/benefits-wellness .

Diversity and Equity:

The University of Colorado Anschutz Medical Campus is committed to recruiting and supporting a diverse student body, faculty, and administrative staff. The university strives to promote a culture of inclusiveness, respect, communication, and understanding. We encourage applications from women, ethnic minorities, persons with disabilities, persons within the LGBTQ+ community, and all veterans. The University of Colorado is committed to diversity and equality in education and employment.

How to Apply:

For full consideration, please submit the following document(s):

1.     A letter of interest describing relevant job experiences as they relate to listed job qualifications and interest in the position

2.     Curriculum vitae / Resume

3.     Three to five professional references, including name, address, phone number (mobile number if appropriate), and email address

Questions should be directed to: Zoe Lynn ([email protected])

Screening of Applications Begins:

Applicant review will begin May 1, 2024, and will continue until filled.

Anticipated Pay Range:

The starting salary range (or hiring range ) for this position has been established as $72,617 to $92,369.

The above salary range (or hiring range ) represents the University’s good faith and reasonable estimate of the range of possible compensation at the time of posting. This position may be eligible for overtime compensation, depending on the level.

Your total compensation goes beyond the number on your paycheck. The University of Colorado provides generous leave, health plans, and retirement contributions that add to your bottom line.

Total Compensation Calculator: http://www.cu.edu/node/153125

ADA Statement:

The University will provide reasonable accommodations to applicants with disabilities throughout the employment application process. To request an accommodation pursuant to the Americans with Disabilities Act, please contact the Human Resources ADA Coordinator at [email protected] ​.

Background Check Statement:

The University of Colorado Anschutz Medical Campus is dedicated to ensuring a safe and secure environment for our faculty, staff, students, and visitors. To assist in achieving that goal, we conduct background investigations for all prospective employees.

Vaccination Statement:

CU Anschutz strongly encourages vaccination against the COVID-19 virus and other vaccine preventable diseases . If you work, visit, or volunteer in healthcare facilities or clinics operated by our affiliated hospital or clinical partners or by CU Anschutz, you will be required to comply with the vaccination and medical surveillance policies of the facilities or clinics where you work, visit, or volunteer, respectively. In addition, if you work in certain research areas or perform certain safety sensitive job duties, you must enroll in the occupational health medical surveillance program . 

Qualifications:

Minimum Qualifications:

• Bachelor’s degree in finance, business, healthcare or public administration, or another field from an accredited college or university
  • Substitution: A combination of related education and technical/paraprofessional experience may be substituted for the bachelor’s degree on a year-for-year basis.
• 4 or more years of experience that includes responsibilities managing fiscal resources, budgets, procurement, contracting, operations, and/or related activities.

Applicants must meet minimum qualifications at the time of hire.

Preferred Qualifications:

• Master’s degree in finance, business, healthcare, or public administration, or a directly related field from an accredited college or university.
• 7 or more years of relevant experience.
• Experience managing complex business operations at a public institution of higher education.
• Experience in CU/SOM directly managing multi-million-dollar budgets across various fund types.
• Experience researching and accurately communicating and applying CU/SOM’s policies and procedures.
• Experience with the University's HCM, Peoplesoft, Concur, and e-Procurement system "Marketplace", as well as analyzing financials using CU's various reporting tools including but not limited to CU-Data and A2E.

Knowledge, Skills, and Abilities:

• Advanced knowledge and skill working with CU/SOM fiscal systems, policies, and processes, and ability to manage staff and faculty administrative actions across the employee lifecycle.
• Advanced knowledge and skill in managing business operations, including managing multi-million-dollar budgets and operations, budget development, fiscal reporting, procurement, contracting, faculty/staff administrative actions, and policies and processes compliance.
• Advanced skills in building, managing, and problem-solving challenges for fiscal operations and business services.
• An exceptional work ethic, impeccable analytical skills, and outstanding attention to detail.
• Demonstrated ability to uphold the highest ethical and operational standards in the handling of sensitive/confidential/personnel data and information.
• Skilled at balancing tasks and large projects concurrently, establishing work priorities, and providing follow-through to ensure completion of activities, both personally and in management of a team’s operations and deadlines.
• Skilled at working independently and collaborating with leaders, faculty, and staff, and in taking and providing direction.
• Skilled in team coordination, facilitating budget development with senior administrators, and in collaborative management of fiscal resources.
• Skilled at communicating effectively with others to achieve a unit’s goals and sustainable, effective, and policy-compliant fiscal operations.
• Outstanding organization and applied skills for working in-person and in remote environments.
• Applied skills in managing high-volume email and Outlook calendars for efficiency, follow-through, and team communications.
• Ability to navigate rapidly changing work environments and initiative development while maintaining organization and customer service, including being welcoming, inclusive, reliable, responsive, and accountable.
• Commitment to fostering an inclusive work environment including for those different from you and your peer group.
• Passion for innovation and enthusiasm for delivering great services, processes, and outcomes as part of an evolving team.
• Skilled with CU/SOM systems, policies, technology/software, procedures, and processes, and advanced ability to appropriately apply actions following these.
• Advanced skills with basic technology/software, including Microsoft Outlook, Excel (and pivot tables), PowerPoint, Word, SharePoint, OneDrive, Teams, Zoom, DocuSign, and Smartsheets.
• Advanced skills working with CU’s systems, such as PeopleSoft Finance System (FIN) and Human Capital Management (HCM), m-Fin reports/CU-Data, A2E, Concur, PCards, CU/SOM travel and events. processes/systems, CU Marketplace, FIMS (Faculty Information Management System), and the CU Portal (including CU Careers, Skillsoft, and MyLeave) – among others.