Budget and Office Manager-A&S

Drake University; United States; On-site; USD 70,000 - 110,000; Full time

Job summary

Drake University’s College of Arts & Sciences is seeking a Budget Manager to oversee the college’s $16 million operating budget, endowments and grants, and to supervise budget-related staff. You will monitor financial activity, prepare high-level reports, and liaison with institutional offices to support resource allocation aligned with the college’s mission.

The role requires a bachelor’s degree in finance, accounting, or related field and at least four years of experience; a master’s is

Qualifications

• Bachelor’s degree in Finance, Accounting, Business Management, or a related field.
• Minimum of four years of related professional experience.
• Excellent written communication skills.
• Strong attention to detail and organizational skills.
• Ability to analyze financial information.
• Ability to handle confidential information with care and sensitivity.

Responsibilities

• Manage the College’s operating budget, restricted and endowed funds, grants and other funds.
• Prepare and analyze monthly and annual financial reports for leadership.
• Monitor budget performance, identify trends and provide forecasting and analysis.
• Advise the Dean on the effective alignment and utilization of resources to support the mission.
• Oversee HR matters for the college from hiring to personnel records.
• Oversee budgeting for transnational programs.
• Serve as a liaison to university offices on budgeting and finance.

Skills

Financial analysis

Budget management

Communication skills

Confidential information handling

HR coordination

Education

Bachelor’s degree in Finance, Accounting, Business Management, or a related field

Tools

Workday

Job description

Department Summary

The College of Arts & Sciences at Drake University is seeking a Budget Manager responsible for the overall fiscal management of the College’s $16 million operating budget. In addition to overseeing 23 major operating budget accounts, the Budget Manager provides fiscal oversight of restricted and endowed funds, grants, and scholarship funds. The position reports directly to the Dean of the College of Arts and Sciences. The Budget Manager also works closely with the international office in overseeing the transnational programs that the college participates in.

Job Summary

The Budget Manager monitors financial activity and prepares high-level summaries of consolidated and unit-specific financial reports for the College, departments, and programs. This position also handles all HR matters for the college from hiring to maintaining personnel records. The position serves as a liaison with institutional offices regarding accounting, personnel, payroll, and budget development processes and provides financial analysis and guidance to support effective resource allocation and the College’s mission.

A bachelor’s degree in finance, accounting, business management, or a related field and a minimum of four years of related experience are required. Excellent communication and interpersonal skills, as well as strong attention to detail, are required. A master’s degree in a related field is preferred. Experience in a higher education setting and experience with Workday are preferred.

Minimum Qualifications

• Bachelor’s degree in Finance, Accounting, Business Management, or a related field.
• Minimum of four years of related professional experience.
• Excellent written communication skills.
• Strong attention to detail and organizational skills.
• Ability to analyze financial information.
• Ability to handle confidential information with care and sensitivity.

Preferred Qualifications

• Experience working at a higher education institution.
• Experience working with Workday.
• Master’s degree in Finance, Accounting, Business Administration, or a related field.
• Experience with budget management, financial reporting, forecasting, and personnel budgeting.
• Ability to manage multiple priorities.
• Ability of work collaboratively with faculty, staff, campus partners, and external stakeholders.
• Successful experience with applicant tracking.
• Supervising, training, and supporting staff in a higher-education environment.
• Applying institutional policies and procedures related to staffing, payroll, timekeeping, and personnel management.
• Demonstrated commitment to Drake University mission and core values.

Job Duties

35% - Fiscal management and budget oversight

• Manage the College’s operating budget, restricted and endowed funds, grants, and other designated funds, ensuring fiscal operations remain within budget constraints and comply with university policies and procedures.
• Prepare and analyze monthly and annual financial reports for the Dean, department chairs, and other College leadership.
• Monitor budget performance, identify trends and variances, and provide budget forecasting and financial analysis.
• Advise the Dean on the effective alignment and utilization of existing resources to support the mission and priorities of the College.
• Prepare and submit financial and budget reports for the Budget and Provost offices.
• Monitor expenditures and financial activity across College’s departments, programs, and accounts.
• Oversee the use and reconciliation of Purchasing Cards assigned to the College.
• Provide financial and budget guidance to department chairs and staff on matters related to their departments including day-to-day purchasing, financial transactions, and related processes.
• Oversee internal awards and funding processes, including professional development, research, travel, and faculty start-up funds.

30% - College Human Resource Coordinator

• Oversee the hiring processes for faculty and staff positions, including adjunct faculty, ensuring positions are appropriately budgeted and funded.
• Coordinate and ensure the timely initiation of salary payments for faculty and staff.
• Oversee personnel records and related fiscal and administrative processes for the College.
• Collaborate with Human Resources, Payroll, Budget & Finance, and other university offices to ensure compliance with institutional policies and procedures.

20% - Transnational programs

• Oversee budgeting and hiring processes for the College’s transnational programs.
• Monitor program budgets, personnel expenses, and financial activity to ensure compliance with university policies and approved budgets.
• Provide financial guidance and support to program leadership.
• Serve as a liaison to budget managers in Global Affairs, as well as the Academic Service Budget Manager on TNE programs.

5% - University liaison and institutional collaboration

• Serve as a liaison between College faculty and staff and university offices, including Accounting, Budget & Finance, the Provost’s Office, and Human Resources.
• Disseminate information and provide guidance regarding university policies, procedures, and financial processes.
• Represent the College on the Budget and Office Managers Committee and other relevant institutional committees or working groups.

5% - Staff supervision

• Supervise and provide direction, support, and performance management for the Administrative and Budgetary Support Specialist and the Fine Arts Administrative and Budgetary Support Specialist.
• Establish priorities and workflows, provide training and feedback, and ensure assigned financial and administrative responsibilities are completed accurately and timely.
• Review work and provide appropriate oversight while promoting consistency, accountability, and adherence to university policies and procedures. Provide annual evaluation.

5% - Other duties

• Perform other duties as assigned in support of the fiscal and administrative operations of the College.

Employment Conditions

All offers are contingent upon the successful completion of a background check.

• Salary is competitive with peer schools and will be commensurate with qualifications and experience of the selected candidate.
• At Drake, we are proud to offer our employees, their spouses, and eligible dependents a comprehensive benefits package, which includes a wide range of core benefits, perks, and discounts.
• One of our very popular policies provides a tuition waiver for Drake employees, their spouses, and eligible dependents.
• Drake also participates in not one, but two tuition exchange programs available to dependent children.

If you are exploring a job with Drake University, we invite you to spend a little time with our digital benefits guide: Benefits Overview | Drake University.

For faculty positions, selection will depend on the receipt of recommendation confirming the candidate's scholarly achievements and teaching abilities and/or on the candidate's satisfactory passing of a teaching demonstration if selected for an on-campus interview.

For staff positions, selection will depend upon careful review of each applicant’s references, education, and, if applicable, experience.

About Drake

Drake University is recognized as a top private university in the Midwest. Drake is a midsize university in Des Moines, Iowa, with an increasingly diverse student body. We are deeply committed to equity and inclusion and creating a sense of belonging for all members of the campus community—faculty, staff, and students alike. More than 900 faculty and staff are part of the Bulldog pack, a close-knit group of colleagues enthusiastic about preparing students to be global citizens and leaders, challenging assumptions. Drake University is not only an outstanding institution of higher learning, it is also a wonderful place to work. We are enthusiastically committed to welcoming new ideas and people into the fold, and to retaining and rewarding stellar employees. All positions at Drake provide opportunities to contribute to Drake University’s core mission of creating of creating an exceptional learning environment that prepares students of all backgrounds for meaningful lives and professional accomplishments.

Strong Commitment to a Diverse and Inclusive Community

At Drake University, we don’t just accept differences—we celebrate them, we support them, and we thrive on them for the benefit of our students, our employees, and our community.

Drake University is proud to support an equal opportunity, diverse, inclusive, and welcoming workplace. Learn more about why Drake is an exceptional place to work: An Exceptional Working Environment | Drake University

Drake University is committed to providing access and reasonable accommodations in its services, programs, activities, education, and employment for individuals with disabilities. If you would benefit from an accommodation at any point in the recruitment process (including using our online application process), please contact Drake Human Resources (ph: 515.271.3133; email: [e-mail]) and let us know how we can assist you.

At Drake University, we highly value a diverse, inclusive workforce. We are proud to be an equal opportunity employer. We stand firmly against discrimination including on the basis of race, color, national origin, creed, religion, age, disability, sex, pregnancy, gender identity, gender expression, sexual orientation, genetic information, veteran status, or any characteristic protected by law.

More than 900 faculty and staff members have chosen Drake as the place to further their careers. The University values our faculty and staff and strives to create an exceptional working environment.

Inspire lifelong learning through tuition benefits for employees and their eligible dependents/partner to pursue degrees at Drake Encourage work/life balance through competitive personal time, vacation and holiday schedule, including an extended Winter Break Practice shared governance and strategic planning through various representative bodies, including Faculty Senate and All Staff Council Support research through internal and external grants as well as through collaborative student engagement All In This Together - Drake Bulldogs find a home where they can pursue their passions and ideas while having an impact on the former University.

Some key inclusion and diversity initiatives and activities on campus include: Drake's Campus Climate Assessment, which gauged the experiences and attitudes of current faculty, staff, and students, showcases a racially Faculty and Staff Affinity Groups Free or reduced tickets to fine arts and select athletics events make it easy to proudly support our students and colleagues. A variety of workshops, webinars, lectures and events aimed at encouraging civil debate and bringing the world to campus to support our commitment to lifelong learning. Check out our campus tour video highlighting Drake University. Self-Directed Drake Campus Tour