Title: 00392 - Academic Budget And Operations Specialist

State Role Title: General Administration Supervisor II / Coordinator II

Hiring Range: $54,418 - $81, 000

Pay Band: 5

Agency: Norfolk State University

Location: Norfolk State University

Agency Website: www.nsu.edu

Recruitment Type: General Public - G

Job Duties

• UNIVERSITY/INSTITUTION OVERVIEW:
  
  The Office of the Provost at Norfolk State University invites applications for the position of Academic Budget and Operations Specialist (ABOS). Norfolk State University is a comprehensive urban public, doctoral granting institution committed to transforming students’ lives through exemplary teaching, research and service. The University is a top ranked Historically Black College and University (HBCU) with nationally recognized STEM programs and enrolls 6,000 students in over thirty undergraduate and nineteen on-line & in-person graduate programs. The university has a growing research profile and garners over $20M in annual grant expenditures.
  
  JOB DUTIES:
  
  This is a key position in Academic Affairs with responsibilities over budget maintenance and analysis, developing and maintaining employment records (e.g., hiring, contracts, rank, tenure, overloads, credentials, separations, vacancies, etc.), and review and submission of budget and spending requests. The ABOS works closely with the other university offices like Budget, Sponsored Programs, Human Resources, and Title III related to all faculty and staff hiring, payroll, and ensures timely processing, including inputs in to Colleague system. The ABOA inputs and approves requisitions, coordinates contracting for consultants, temporary employees and manages the day-to-day activities which serves as online approver of timesheets, and aids with staff training.
  
  The ABOS is instrumental in the budget and planning process and performs the following functions:
• Develops organizational budget with managers; monitors spending and keeps the organization within its set budget.
• Consolidates the organizational budget for review and provides data to defend budget recommendations with data and evidence-based analyses and vet funding requests for merit and authenticity.
• Oversees the Office of the Provost’s spending to ensure funds are allocated appropriately and used according to plan.
• Maintains records and creates reports and proposals while working to analyze data and recommends funding for various programs and estimates future financial needs.
• Assists Provost/Vice Provost with all salary adjustments for faculty conversions.
• Reviewing faculty credentials and workloads for compliance with university policies and accreditation.
• Serving as a resource person to units in Academic Affairs on office practices and procedures; and maintains the provost’s daily signature folder.
• The ABOA will type correspondence, forms, and reports as requested, and perform other duties as assigned.
  
  REQUIRED SKILLS:
• Skills in performing budgetary and financial analysis.
• Reviewing and processing financial documents reconciling financial data.
• Strong interpersonal, oral, and written communication skills

Minimum Qualifications

• Three (3) years of budget experience.
• Proficient in Microsoft Office Suite and financial system(s) such as Colleague.
• Demonstration of discretion and confidentiality in handling both daily work and sensitive issues and information.
• Demonstrated proficiency in managing multiple projects in a fast-paced office environment.
• Excellent organizational skills and experience in record keeping and file management.

Additional Considerations

• Five (5) years of budget experience.
• Bachelor’s degree from an accredited institution, or equivalent combination of education and training that provides the requisite knowledge, skill, and abilities.
• Knowledge of the Colleague System.
• Experience working in higher education, particularly at an HBCU or similar mission-driven institution.
  

Special Instructions

You will be provided a confirmation of receipt when your application and/or résumé is submitted successfully. Please refer to “Your Application” in your account to check the status of your application for this position.

Only complete applications will be reviewed. Completed applications must include a cover letter and a resume.

Application and/or résumé for this position must be submitted electronically by 11:59 p.m. on the closing date through the Commonwealth of Virginia's Job Board/Recruitment Management System (RMS). Mailed, emailed, faxed, or hand delivered applications and/or résumés will not be accepted. Applicants who possess an Interagency Placement Screening Form (Yellow Form) or a Preferential Hiring Form (Blue Form) as issued under the Department of Human Resources Management (DHRM) Policy 1.30 Layoff (Commonwealth of Virginia Employees Only), must attach these forms when submitting their state application and/or résumé. The decision to interview an applicant is based solely on the information received for this position from either the electronic application and/or resumé. RMS provides a confirmation of receipt when your application and/or résumé is submitted successfully. Please refer to “Your Application” in your RMS account to check the status of your application for this position.
Norfolk State University conducts background checks on all candidates identified as a finalist for employment consideration. The type of background check(s) performed are dependent upon the type of position for which you have been identified as a finalist and may include: criminal history, including sexual offender registry checks, reference checks, degree validation, DMV (driving) records, license verification, and credit report reviews. The results of background checks are made available to university employing officials. As a finalist, you will be required to sign an Authorization to Release form. Norfolk State University utilizes Form I-9 and E-verify in the verification of eligibility for employment. Applicants must be authorized to work in the U.S. without employer sponsorship.

EEO Statement
NSU is committed to providing equal employment opportunities for all persons and applicants, without regard to age, color, disability, gender, national origin, political affiliation, genetic information, religion, sexual orientation, sex (including pregnancy) or veteran status. NSU encourages and invites minorities, women, individuals with disabilities and veterans to apply.

Contact Information

Name: Norfolk State University

Phone: 757-823-8160

Email: Emailed material not accepted

In support of the Commonwealth’s commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their AHP Letter (formerly COD) provided by the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Service-Connected Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS/DBVI to get their AHP Letter. Requesting an AHP Letter can be found at AHP Letter or by calling DARS at 800-552-5019.

Note: Applicants who received a Certificate of Disability from DARS or DBVI dated between April 1, 2022- February 29, 2024, can still use that COD as applicable documentation for the Alternative Hiring Process.