BUSINESS MANAGER

Duties and Responsibilities

Operating under administrative guidance, the Business Manager assumes responsibility for supervising the academic business operations within the School of Communication, the Graduate School, and the Office of the Provost. This role is responsible for the day-to-day fiscal operations and budget integrity of the academic units it represents. It provides critical support to the Dean and the Office of the Provost on academic business operations and budgetary matters.

• Collaborate with the Deans office and the Provost Office on the allocation of the annual budget, which includes personnel, operating, grant, endowment, gift and capital funding; manage fiscal operations to ensure adherence to all University policies and procedures.
• Prepare and review annual and multi-year budgets that accurately reflect expenditures and revenues.
• Complete all necessary fiscal year-end documentations and tasks.
• Identify risks and opportunities and initiate timely actions to address, resolve and implement solutions to any budgetary problems or restrictions.
• Train appropriate staff/faculty in monitoring budgets and properly record and account for all business transactions; implement and maintain internal controls centered on sustainability and sound checks and balances.
• Monitor, approve and process all payment and purchasing requests and reimbursements from faculty, staff, students, and outside vendors.
• Review and approve all procurement transactions, and reconcile monthly statements.
• Process and submit all credit card, check and cash payments or additional revenues.
• Review all contracts and agreements with outside vendors and negotiate any necessary terms to abide by University policies governing the administration and execution of contracts prior to final approval from the appropriate Authorized Officer.
• Assist faculty members with developing budgets for grant submissions; coordinate and work with ORS in preparing pre-award grant budgets; manage and monitor all grant related expenses post award.
• Facilitate hiring process of all student workers including submission of all new hire documentation and ePAFs, including student workers for the Phoenix, WLUW, Rambler Productions, and INIGO.
• Review current equipment inventory for the School of Communication; coordinate and plan for future upgrades and replacements as necessary; coordinate all equipment purchases and replacements accordingly based on findings and budgetary allocations.
• Receive and review all event requests; review for scheduled event conflicts and budgetary restrictions; coordinate planning logistics with Administrative Assistant and Events Coordinator.
• Assist faculty in developing graduate study abroad courses including formulating a budget, program fees, deposits, contracts, etc.
• Track all revenue and expenses related to academic programs.
• Track and approve all staff and student worker timecards bi-weekly; ensure FTEs are not exceeded and hours worked are accurately applied to correct positions in multiple position cases.
• Coordinate scholarship awards within the school, including setting up rubrics for scoring and evaluation, confirming funding availability, and coordinating with the Financial Aid office.
• Stay current on continuously changing university policies and procedures and convey critical changes to necessary stakeholders.
• Act as a liaison between the School's faculty/staff and University departments (e.g. Provost Office, Accounts Payable, Faculty Administration, Human Resources, Purchasing, etc.).
• Member of the Academic Business Operations Team (ABOT).
• Perform other duties and projects as assigned and required.

Minimum Education and/or Work Experience

Bachelor's degree in business, finance or related field and three-five years of experience in finance or accounting, MBA or CPA strongly preferred; equivalent combination of experience and education may be considered.

Qualifications

• Bachelor's degree in business, finance or related field and three-to-five years of professional business or management experience required; equivalent combination of experience and education may be considered.
• MBA or CPA strongly preferred.
• Experience in Higher Education strongly preferred.
• Concrete understanding of budget and payroll systems, or similarly complex administrative systems within a multi-disciplinary institution.
• Ability to read, analyze, and interpret reports, business contracts, and general business correspondence.
• Ability to identify, interpret and make decisions in a complex and continuously adapting environment.
• Budget analysis or management experience helpful.
• Strong analytical and communication skills required.
• Ability to effectively present information and respond to questions in a group setting.
• Strong knowledge of the Microsoft Office suite, especially MS Word, Excel, and PowerPoint; Power BI; Payroll systems, and Human Resources systems.

Certificates/Credentials/Licenses

n/a

Computer Skills

Advanced proficiency with MS Office Suite, familiarity with, or ability to master quickly, the University's financial reporting applications.

Supervisory Responsibilities

No

Required operation of university owned vehicles

No

Does this position require direct animal or patient contact?

No

Physical Demands

None

Working Conditions

None

Diversity and Inclusion Statement

As one of the nation's largest Jesuit, Catholic universities, Loyola University Chicago fosters a transformative cultural experience that honors diversity, equity, and inclusion. We are committed to not only recruiting, but also retaining a diverse, mission driven workforce and enabling a culture of inclusiveness in an environment that values service excellence, stewardship, personal well-being, and professional development for all of our employees. Loyola University Chicago supports its staff and faculty with a wide array of affordable, comprehensive and competitive benefits centered on health and wellness, financial security, equity, and work-life balance. We actively seek those who wish to join our faculty, staff, and students in a community of diverse opinions, perspectives, and backgrounds supporting our Jesuit mission and striving toward the same goal of being persons for and with others.