Operations and Capstone Manager

Job Description

Operations & Capstone Manager, Shiley School of Engineering

University of Portland

Job Code: A54001

Job category: Full Time Staff

Terms and Hours: Full Time Exempt

Salary Range: Starting at $55,000; commensurate with experience

Job Summary

The Operations & Capstone Manager provides coordination and implementation of budgetary and financial practices while providing administrative support functions within the Shiley School of Engineering (SSOE ) ("Shiley"). Primary budgetary responsibilities include recording, organizing, analyzing, and reporting on departmental budget and financial data to support SSOE strategic spending measures. This position also provides key duties in support of the Industry Capstone Program. This position reports to the Dean of the Shiley School of Engineering.

Core Duties

Budget Management

• Support the Dean in the planning and management of the SSOE's annual operating budget, communicating critical information and providing budgetary recommendations.
• Review and approve SSOE expenditures, working collaboratively with the Dean, Associate Dean, Department Chairs and Financial Affairs division.
• Manage internal processes and expenditures related to professional development travel for faculty and staff, student club activities, and student competition teams.
• Organize processes with departmental staff to ensure there is appropriate review and approval from Dean's office regarding variable expenses, such as overload or supplemental and/or adjunct expenses, or other pooled and discretionary spending.
• Reconcile and balance budget accounts associated with SSOE , including but not limited to, labor distribution, department discretionary funds, endowment funds, student club accounts and corporate sponsors.
• Provide justifications for SSOE quarterly budgets and project expenditures, explaining variances, identifying fund redistributions, and recommending cost cutting measures.
• Generate check requests, facilitate purchase orders, and oversee monthly purchase card statements for all SSOE faculty and staff.
• Provide guidance to SSOE Department Chairs with budget preparation based on performance, estimated revenue, expense reporting, and other factors.
• Approve, purchase, and reconcile non-capital budget expenditures for SSOE equipment.
• Manage the invoicing and tracking of external sponsorships and industry partnerships payments.
• Assist faculty in budget management processes for externally funded expenditures and matching fund reports.
• Oversee the administration of the SSOE student and faculty grant stipend payments in collaboration with SSOE Faculty, Provost Office, Controller's Office and Human Resources.

Capstone Management

• Support the recruitment, onboarding, and orientation of new industry partners, including the assistance of contract negotiations and billing. Serve as the SSOE point of contact to industry partners.
• Assist the Capstone Committee with industry partner information, event dates, and workspace allocation.
• Coordinate the execution of SSOE events that include industry partners.

Additional Administrative Duties

• Provide back up support for administrative functions in the SSOE Dean's Office.
• Assist with faculty and staff projects and communications, inclusive of support with University and SSOE policies and processes.
• Contribute towards process improvements to enhance the efficiency of procedures within the Dean's Office using strategic practices.
• Prepare donor reports on fund usage and overall SSOE impact.

Other duties as relevant to the duties of the position or as assigned by supervisor or designee.

Please note that the above list of duties is not comprehensive but generally demonstrates the types of matters under this position's purview and responsibility.

Education & Experience

• Required: Bachelor's degree in accounting, business or related field.
• Required: 3 to 5 years of relevant experience, inclusive of budget management.
• Required: Advanced knowledge of Microsoft Excel related to building budgets and financial models.
• Preferred: Master's degree in relevant field.
• Preferred: Experience working in higher education.
• Preferred: Knowledge of and experience with Banner.
• Or a combination of equivalent education and/or experience.

Certifications & Licenses

• None.

Knowledge, Skills & Abilities

• Strong analytical ability, including financial analytical ability and analytical problem-solving ability; ability to review and analyze complex information; ability to learn and apply applicable University policies and federal and state regulations.
• Strong organizational ability and detail orientation.
• Ability to conduct research and present data in a clear and persuasive manner, including budgetary and accounting information to a variety of audiences.
• Strong ability to work collaboratively, accomplish organizational goals, communicate clearly, manage conflict, and act proactively.
• Excellent written and verbal communication and presentation skills.
• Ability to maintain confidentiality and effectively handle highly sensitive and confidential information with sound judgment, tact, and discretion.
• Ability to consistently handle and follow through with multiple projects and assignments and meet deadlines.
• Strong orientation towards taking ownership of projects and assignments and being proactive with projects, assignments, and process improvements.
• Strong orientation towards continued learning and applying learning in the work setting.
• Ability to work independently and in team settings. Ability to receive supervisory direction.
• Ability to exercise excellent judgment.
• Ability to oversee and manage office staff.
• Possess effective interpersonal and customer service skills.
• Ability to routinely and independently exercise sound judgment in making decisions.
• Competence with and commitment to diversity and inclusion; ability to be an effective partner with diverse students, faculty, and staff.
• Ability to establish effective working relationships, professional rapport, and effectively accomplish work within a University setting that includes a wide array of stakeholder groups, policies, and processes.
• Effective ability to use technology, software, and applications at level of sophistication required for the duties of the position, including, without limitation, Microsoft Office (Outlook, Word, Excel, and PowerPoint), the internet, and data management systems.

• All University of Portland positions require the ability to quickly learn and use new technologies, software, and applications in depth and at level of proficiency required for duties of the position. In most situations, the necessity of learning, using, and supporting new technologies, software, and/or applications does not change a job description nor make the position one that involves higher level duties.

Physical Requirements

• Frequently: sit, perform desk based computer tasks; use fine manipulation and grasp; use a telephone; write by hand; sort and file paperwork.
• Occasionally: stand and walk; twist; lift, carry, push, and pull objects that weigh up to 10 pounds.
• Occasionally: ability to attend events and activities on or off campus.
• Frequently: ability to interact and communicate with members of the University and others as necessary.

Working Conditions

• Hours of employment: sometimes may require working flexible and/or longer hours, including early mornings, evenings, nights, and weekends, when necessitated by projects.
• Work related stress: sometimes there may be stress from work related situations such as those involving challenging, important, urgent, time sensitive, or multiple matters.

Work Standards

• Respect for the University's mission and Catholic identity: demonstrates commitment to learning, respecting, and contributing to the mission of the University, a Catholic and Congregation of Holy Cross institution. The University's mission statement states in relevant part: "we pursue teaching and learning, faith and formation, service and leadership in the classroom, residence halls, and the world." The University's Statement of Inclusion states in relevant part: "Our belief in the inherent dignity of each person is founded upon the social teaching of the Catholic Church. At the center of that teaching is the fundamental mandate that every person, regardless of race, color, religion, gender, sexual orientation, social or economic class, age, or disability shall be treated with respect and dignity."

• The full Mission Statement is at: http://www.up.edu/about/mission
• The full Statement of Inclusion is at: www.up.edu/disclosures/inclusion.

• Promote culture of safety: demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned.
• Compliance with laws and policies and procedures: subject to and expected to comply with all applicable University, departmental, and other applicable policies and procedures, including but not limited to, the personnel, business, and/or other policies of the University.
• Compliance with driving related laws and requirements: when conducting university business while driving, must comply with the Oregon Vehicle Code and University of Portland driving requirements.
• Interpersonal skills: demonstrates the ability to work professionally with all University of Portland community members, external organizations, and any other person or organization employee interacts with in his or her University capacity.

Special Instructions Summary

To apply, please visit: https://apptrkr.com/6004955

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About the Employer

Portland University was a private, Methodist post-secondary school in Portland, Oregon, United States. Founded in 1891 in a split from Willamette University, the school closed in 1900. The campus was located in what is now the University Park neighborhood and later became home of the University of Portland.