Senior Budget Support Coordinator

Below you will find the details for the position including any supplementary documentation and questions you should review before applying for the opening.

Inquiries Regarding Application Status
Due to the high volume of applications we receive, we cannot respond to inquiries regarding the status of submitted applications. Applicants selected for interviews will be contacted using the email and/or phone information provided in the online application. For information regarding our general staff recruitment process, please click here to visit our FAQs web page to see answers for frequently asked questions, including what to expect, timelines, requests for special accommodation, and interviews. 

Location:

Claremont, CA

Job Posting Title:

Senior Budget Support Coordinator

Job Details and Requirement:

Assist the Assistant Director of Budget Management, Academic Affairs by providing administrative, financial, and budget support across units in Academic Affairs on behalf of the Dean of Faculty.         

                                                                          

• Process faculty and student reimbursements, supplier invoices, journal entries, and faculty stipends.
• Process new vendor forms, domestic and international suppliers, address changes, W-9s, and expense reports in Workday.
• Provide support and guidance to faculty regarding financial processes and procedures. Support faculty by providing current research and travel account balances.
• Review faculty receipts for research and travel reimbursements and process faculty expense reports according to college policies.
• Monitor and reimburse expenditures for faculty contracts, as applicable, for start-up funds, relocation, and research. Work with the Treasurer’s Office for tracking, budgeting, and expiration or extension of funds.
• Administer endowed chairs accounts, other faculty research awards, and travel funds.
• Provide support and train Academic Affairs departments to create and approve supplier invoices, expense reports, create supplier requests, run budget reports, and other tasks as needed.
• Monitor various accounts across units in Academic Affairs and Dean of Faculty. Reconcile various budgets with expenditures.
• Collaborate with the Finance Office and other Academic Affairs Offices for budget planning, tracking expenditures and reconciliations, and year-end budget close procedures and deadlines.
• Provide administrative support and serve on the review committee for the Dean of Faculty’s Office research awards for faculty and students.
• Coordinate meeting logistics, prepare, and upload documentation for review committee for faculty and student research awards.
• Distribute various faculty and student research award letters, Track expenses and Process reimbursements
• Audit and reconcile budget with expenditures for various accounts
• Provide administrative support for the Instructional Budget Subcommittee of BIC. Summarize all Budget Enhancement Requests, prepare and upload documentation for the review committee. Coordinate meeting logistics for the review committee and assist with the distribution of Budget Enhancement approvals.
• Provide administrative support for the Budgetary Implementation Committee. Schedule meetings, assist with agenda planning, and meeting minutes.
• Operate as a point of contact and Budget Facilitator for Academic Affairs units and the Treasurer’s Office throughout the annual Budget process.
• Provide Support for Student Employment Budgets to units across Academic Affairs and Dean of Faculty.
• Serve on the Student Employment Working Group Committee
• Collaborate with HR and Payroll to assist and answer questions related to hiring of student workers and reconcile Academic Affairs student employment budgets with expenditures.
• Facilitate Student Conference Travel and Research awards and process reimbursements.
• Monitor awards and spending from various endowed accounts awarded by college committees (e.g., TLCLC, RJI, etc.).
  • Process reimbursements of awards given.
  • Track expenses, reconciling budgets with expenditures
  • Provide award letters and event advertising for various endowed accounts as support for reporting expenditures to the Office of Advancement.
• Provide administrative support and assist with management of faculty-related grants and awards made to Academic Affairs units, including providing budgetary oversight of academic event programming on campus.
• Manage DOF Budget Outlook account
• Collaborate with the Assistant Director of Budget Management, Academic Affairs, to implement process improvements and streamline business operations.
• Participation in respective training courses, as appropriate. Professional development is expected/may be required.
• Attend Workday training and testing sessions in partnership with the Finance Office.
• Create and help develop SOP’s (standard operating procedures) and internal policies for DOF Office budgeting.
• Hire, train and provide day-to-day supervision of student workers, as applicable; approve timesheets.
• Contribute to DOF team functioning, and as necessary, provide backup for DOF Office operations.
• Perform other job-related duties as assigned

The individual must possess knowledge, skills, and ability to be able to successfully perform the essential functions of the position or be able to explain or demonstrate how the essential functions will be performed, with or without reasonable accommodation, using some other combination of skills and abilities.

• Ability to work collaboratively in an academic environment with a diverse community of senior leadership, staff, faculty, students, and other stakeholders.
• Prioritizes and plans work activities to satisfy deadlines and expectations, uses time efficiently and develops realistic action plans to handle multiple and concurrent projects and deadlines.
• Superior communications skills in English. Speak clearly, persuasively, professionally, and cordially with individuals from multiple constituencies in a diverse and socially aware environment.
• Strong ability to maintain discretion and confidentiality in handling sensitive issues and documents.
• Exceptional organizational skills.  Must be able to manage multiple tasks simultaneously while meeting deadlines and satisfying expectations, in a fast paced and dynamic work environment.
• Proficient in word processing, intermediate to advanced Excel skills, data management, Workday or similar ERP and ability to     quickly learn other software as needed.

Education/ Experience: A Bachelor’s degree; or any combination of education, training and experience that provides the required knowledge, skills and abilities. Must have related experience in finance, accounting, administrative, or budgetary work .

Preferred Qualifications: Preference will be given to those candidates with higher education experience.

Supervisory Responsibility: Supervise student employees, as needed.

Time-Type: Full-Time

Work Schedule: This is a regular, full-time, position working up to 40 hours per week. The regular hours for this position will be scheduled between 8:00 am to 5:00 pm, Monday through Friday.  These hours may vary due to needs of the College or department.

Word Model: On-Campus

Compensation: Budgeted Salary Range: $22.00-$23.00

Pitzer College is committed to providing comprehensive benefits to eligible employees and their eligible dependents. Our benefits package includes competitive compensation, health, dental, and vision insurance, retirement savings plans, generous paid time off (vacation, holidays, sick time, parental leave, bereavement, etc.), tuition reimbursement, tuition exchange program participation and more. 

 

Physical Requirements: This is generally a sedentary position. Must be able to:

• Sit for prolonged periods of time;
• Operate a computer for prolonged periods of time;
• Communicate with others by email, in person and over the telephone;
• Read printed materials and a computer screen;
• Have the mobility to work in a standard office setting and use standard office equipment;
• Assist with the set-up and teardown of event tables, signage and other materials.
  • Requires reaching overhead, grasping, pulling, pushing, stooping, bending, and twisting;
  • Lift 15 pounds from the ground to waist level unassisted

Instructions:  Only qualified applicants please.

Application Materials: Upload the following materials to complete your application:

• Cover Letter:  Indicate your reason for interest in this position, describe how your qualifications make you an ideal candidate, and explain which of Pitzer’s core values best relates to your own. 
• Resume: List relevant qualifications and dates of experience.
• Professional References: References will be contacted for select applicants and advance notice will be provided. Provide the names of at least three (3) individuals who can speak to your professional qualifications. Include their business titles, contact information and an indication of how you are acquainted with them (e.g., former supervisor, coworker, etc.).

Employment Requirements
Employment is contingent upon a candidate possessing the knowledge, skills and abilities to be able to successfully perform the essential duties of the position, or be able to explain or demonstrate how the essential functions will be performed, with or without reasonable accommodation, using some other combination of skills and abilities. Employment is also contingent upon new employees providing documents verifying U.S. citizenship or, for aliens, documents verifying legal permission to work in the United States. For positions requiring the use of a college-owned vehicle, employment is contingent upon a driving record acceptable to the colleges’ automobile liability insurance. Final candidates in all staff positions will be required to undergo a background investigation; in addition some positions may require a physical lift test and pulmonary function test.

Covid-19 Vaccination

Pitzer College has mandated the COVID-19 vaccination for all employees.  New employees are required to show proof of full vaccination, including booster, against COVID-19 or request a Pitzer College approved medical or religious exemption on or before their first day of employment.

Equal Employment Opportunity and Non-Discrimination

Pitzer College adheres to both the letter and the spirit of Equal Employment opportunity and Affirmative Action. It does not discriminate on the basis of race, color, creed, religion, national or ethnic origin, sex, gender, age, sexual orientation, marital status, pregnancy, disability, medical condition, or veteran status, in the administration of its admission policies, educational policies, scholarship and loan programs, athletic and other College-administered programs, and employment policies. Pitzer strongly encourages candidates from underrepresented groups to apply. 

Safety Report  

In compliance with applicable law, Pitzer College publishes an annual report containing statistical information concerning the occurrence of crime on campus and adjacent thereto, as well as policies and practices concerning security. A copy of this report is online at http://www.cuc.claremont.edu/cs/index.asp or by contacting The Claremont Colleges Department of Campus Safety: 251 E. Eleventh Street, Claremont, CA 91711-3947; (909) 621-8170.