Budget and Operations Manager

About the Opportunity JOB SUMMARY The Budget and Operations Manager is an integral member of the Advancement team, providing high-level operational support and expertise to all departments and division teams. They will partner with department leaders to track trends, set budgets, and make recommendations on the allocation and usage of funds. They will be responsible for ensuring proper usage of funds, account movement, Procard expenditures, tracking and budget transactions within University Advancement. The Budget and Operations Manager serves as an internal expert on all policies and procedures related to finance, budgeting, contracts and operations for the Advancement division. They will create resources and trainings to share with division staff. They will manage vendor relationships across the division and use their knowledge and understanding of university process and vendors’ needs to ensure the Advancement Operations team is serving internal and external clients at the highest level. The Budget and Operations Manager will be responsible for processing all payment and invoice requests on behalf of the Advancement division. The Budget and Operations Manager will also serve as the primary submitter for all contracts on behalf of the Advancement division. They will manage the payment and contract processes from beginning to end, communicating in a timely fashion throughout. They will be responsible for creating systems to best track, file, and record all contracts, invoices, and related documentation. This position requires a creative, collaborative, and empowered individual. Working in a fast-paced division, the Budget and Operations Manager must be organized and proactive as priorities shift. Confidentiality is crucial as this position has access to budget information. The Budget and Operations Manager must be able to solve problems and make decisions and recommendations independently. MINIMUM QUALIFICATIONS Bachelor’s degree and 3-5 years professional experience required. Ability to prioritize work and multitask with ease and efficiency. Must be process-oriented and have the ability to work both independently and in a team environment. Must be highly detailed-oriented, organized, and efficient. Must be proactive, take initiative, and demonstrate innovation and forward thinking. Must be a self-motivator and self-starter with the ability to work with minimal direction. Demonstrated ability to navigate and learn new systems. Must be able to keep information confidential. KEY RESPONSIBILITIES & ACCOUNTABILITIES Payment Operations   Processing invoices, payments, and other financial transactions for the Advancement Division, including opening and processing requisitions and purchase orders, journals, and reimbursements Track, record, and file all payment requests submitted to the Advancement Operations team Proactively communicate the status of any payment request to the team making the request, knowing when and what to request for additional documentation Have a deep understanding of university payment and procurement policies and protocols and use that understanding to make the payment process more timely and efficient across the division Provide recommendations on how to improve payment processes Communicate regularly with the Executive Director and Director on any trends with requests, timeline updates as appropriate, and any concerns or large expenses that need to be addressed Serve as BI Manager and Concur lead for the division; training staff on procedures, monitoring expenditures and reporting, and partnering with the accounting office to resolve any issues Ensure proper usage of funds, account movement, Procard expenditures, tracking and budget transactions within University Advancement Use discretion to expedite payment and contract processing when necessary Maintain and update documentation regarding payment and procurement processes and requirements so that they may be easily shared with staff Ensure event leads and team leadership are utilizing budget tracking sheets and providing the correct documentation Keep up-to-date on university policies, specifically relating to finance, accounting and procurement, proactively updating Advancement policies to align with these university policies, and update division with changes. Contract Operations Serve as the main submitter of contracts for the division to OGC; understand the need and purpose of the contract, work with the team to understand the financial implications of this agreement submit to OGC, serve as liaison between OGC and submitting team should any questions arise, track and file all contracts in an organized and timely manner Use understanding of the contract and payment processes to proactively manage contract and payment processes Act as point of contact for all contract questions both as to process and as to details of contracts. Monitor and manage recurring contracts as to when they need to be renewed and proactively connect with affected teams to confirm and oversee renewal process as applicable. Work directly with department leads to navigate and negotiate the renewal process. Utilize knowledge of contracts and systems to identify redundancies and propose solutions to reduce. Update and maintain documentation regarding contract processes and requirements so that they may be easily shared with staff Relationship Management Serve as main point of contact for Advancement teams on payment, invoicing, budgetary, finance and contract processes and procedures Work directly with colleagues and vendors to answer questions, set expectations, request and organize required documentation, etc. Educate colleagues and vendors on our processes and timelines and communicate regularly throughout the process in order to maintain strong working relationships between the university and external vendors Create, update, and facilitate trainings and diss