Budget and Contracts Coordinator

at  Pacific Lutheran University

GENERAL DESCRIPTION:

The Budget and Contract Coordinator provides multifaceted support and coordination for key fiscal, personnel, and administrative operations for the School of Nursing (SoN). Main areas of responsibility include budgets and accounts, faculty personnel and HR activities, and course building data entry. This position maintains a professional presence to all internal and external constituents. This position reports to the Dean of the School of Nursing.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Knowledge of and commitment to diversity, equity, and inclusion.
• Strong financial knowledge of accounting practices.
• Strong analytic and data management skills.
• Proficiency in use of MS Excel (specifically creating advanced formulas, budget documents, and databases), PowerPoint, and MS Word.
• Strong organizational and time management skills.
• Excellent communication and interpersonal skills.
• Awareness of legal and regulatory environments.
• Ability to manage multiple, complex activities simultaneously.
• Excellent problem-solving skills and judgment.
• Excellent understanding of confidentiality, use of discretion in communications, reporting lines, and policy/procedure.
• Team-based collaborative approach.
• Ability to independently and proactively learn new technology applications for electronic data management and other applications.
• Ability to ensure timeliness and proactively anticipate and manage all timeline requirements.
• Integrity in all areas of responsibility.
• Ability to maintain open, welcoming, and responsive communications in all interactions.

REQUIRED QUALIFICATIONS:

• Bachelor’s degree or three years of related experience. Education may substitute for some experience.
• High school diploma or GED.
• Finalist applicants must satisfactorily complete pre-employment background checks.

PREFERRED QUALIFICATIONS:

• Bachelor’s degree with business/administrative focus
• Experience in an academic setting
• Experience with professional degree programs and regulatory requirements.

• Assist the Dean in the preparation of annual SoN budget planning documents.
• Allocate budget amounts in consultation with the Dean.
• Process invoices and reimbursements.
• Reconcile monthly/annual budgets and accounts and prepare budget reports.
• Implement and maintain processes for tracking expenses and identify/report budget variances to the Dean.
• Manage annual and routine expenditures, renewals, purchase transactions, income tracking, and ordering for SoN operations.
• Assist SoN lab managers with purchase transactions and budget reconciliation.
• Work with Business Office and Registrar’s Office to ensure proper allocation of student program fees.
• Track and document expenditures from SoN Program Fees as compared to revenues.
• Ensure faculty, lab personnel, and staff provide receipts and budget submissions within deadlines.
• Complete year-end close of SoN budgets and accounts.
• Process all faculty contracts with the Office of the Provost and HR.
• Work with the faculty, Dean/Assoc. Dean, and Registrar’s Office to develop and submit Summer, Fall, J-Term, and Spring course scheduling.
• Process faculty teaching assignments, troubleshoot necessary course scheduling changes, and notify faculty of their teaching assignments.
• Prepare tables, graphs, diagrams and other materials that communicate information clearly and meet constituent requirements.
• Perform other duties as assigned.