Business Operations Specialist

Chapman University; Orange (CA); On-site; USD 73,000 - 80,000; Full time

Job summary

Chapman University is seeking a Finance Operations professional to manage the School's financial activities, budgets and hiring-related processes. The role liaises with Financial Services, Payroll, HR, and Sponsored Projects to ensure compliance and timely resolution of financial matters.

Under the Director of Operations, you will lead or participate in cross-functional initiatives, guide staff on financial processes, and support end-to-end fiscal management for the Fowler School of Engineering.

Qualifications

• Bachelor's degree in accounting, finance or business or equivalent.
• Four+ years of budgetary, administrative, accounting and fiscal reconciliation experience preferred.
• Experience with financial policies/regulations and strong communication skills.

Responsibilities

• Oversee day-to-day financial operations and ensure budget targets are met.
• Generate biweekly, monthly and annual financial reports; monitor variances.
• Collaborate with offices of Financial Services, Payroll, HR, Purchasing and Sponsored Projects.
• Manage compliance with University Fiscal Policy and funding agency guidelines.
• Provide training on financial processes and systems to staff and faculty.

Skills

Budgeting

Financial reporting

Communication

Attention to detail

Policy compliance

Education

Bachelor's degree in accounting/finance or business

Tools

PeopleSoft Finance

Concur

PeopleAdmin

Shared systems

Job description

Posting Details

Position Information

Position Title

Business Operations Specialist

Position Type

Regular

Job Number

SA91524

Full or Part Time

full-time 40 hours weekly

Fair Labor Standard Act Classification

Exempt

Anticipated Pay Range

$73,000 - $80,000

Pay Range Information

Chapman University is required to provide a reasonable estimate ofthe compensation range for this position. This range takes intoaccount a variety of factors that are considered in makingcompensation decisions, including experience, skills, knowledge,abilities, education, licensure and certifications, and otherbusiness and organizational needs. Salary offers are determinedbased on the final candidate’s qualifications and experience, aswell as internal equity and other internal factors. The anticipatedpay range is not a promise of a particular wage.

Position Summary Information

Job Description Summary

The rapidly growing Dale E. and Sarah AnnFowler School of Engineering ( FSE ) seeks highly motivatedcolleagues to help build Chapman University’s newest school. Openedin the Fall of 2019, FSE offers undergraduate degree programs inComputer Science, Computer Engineering, Data Science, SoftwareEngineering, and Electrical Engineering, along with a new graduateprogram, a MS in Electrical Engineering and Computer Science. TheSchool also offers several interdisciplinary minors and themedprograms which allow students from across other Chapman programs toexplore engineering. FSE is housed in the new Swenson Family Hall of Engineering , a cutting-edgefacility that supports student learning, campus-wide projectactivities, and faculty-led research.

Under the direction of the Director of Operations, the FowlerSchool of Engineering ( FSE ) Business Operations Specialistprovides comprehensive management of the School’s financial andbusiness operations. The position is responsible for ensuring theaccuracy, integrity, compliance, and effective administration ofFSE’s financial activities, budgets, employment processes, andbusiness transactions. The Business Operations Specialist serves asa liaison between FSE and the University’s administrative,financial, human resources, research, payroll, and otherdepartments, representing the School and facilitating the timelyresolution of financial and operational matters.

This position requires accountability, initiative in managingmultiple priorities, the ability to implement business processes,and coordination of financial and employment transactions andanalyses. Success in this role requires exceptional attention todetail, sound judgment, discretion, initiative, strongorganizational and project management abilities, and the capacityto work independently while building effective partnerships acrossthe University and within a collaborative team environment. TheBusiness Operations Specialist may lead or participate in Schooland University committees, cross-functional initiatives, andspecial projects, and may provide guidance, training, and directionto FSE staff, faculty and students on financial and businessprocesses. Other duties as assigned.

Responsibilities

Financial Operations

In collaboration with the Director of Operations, responsible for the day-to-day financial operations of the School. This includes, but is not limited to:

• Manage the school’s financial processes, improveaccountability, control expenses, and monitor financialactivity.
• Generate biweekly, monthly, and annual reports, reportingpotential variances, and ensure budget targets are met.
• Serve as a liaison to Offices of Financial Services, AcademicFinancial Operations, Payroll, Financial Aid, Purchasing,University Advancement, and Sponsored Projects.
• Review and monitor all financial transactions, includingpurchase orders, expense reimbursements, purchasing cardactivities, payroll, service agreements, contracts, and payments toensure compliance with University Fiscal Policy and funding agencyguidelines.
• Assist in the development and management of annual operatingbudgets, assessing monthly and yearly budgetary needs.
• Provide consultation and support on budget management,enhancement requests, fund allocation, analyze trends, andrecommendations on prioritizing needs and resources.
• Oversee faculty and student travel and research allowances,start-up packages, gifts, and awards. Notify recipients ofallocations, balances, and advise on appropriate use of funds.
• Provide regular training and communications to staff, faculty,and student workers regarding financial and business policies,procedures, and deadlines. Guide, train and monitor staff andfaculty use of PeopleSoft Finance, Concur, PeopleAdmin, and sharedsystems to manage purchasing, personnel, and financialprocesses.
• Guide the development liaison and Dean in creating annualendowment and gift reports, donor acknowledgments, gift agreements, and tracking the use of funds.
• Initiates communications with faculty/principal investigators regarding grant finances and pending activities. Collaborate with the Director, the Office of Sponsored Projects and variousdepartments to resolve discrepancies.

Academic Personnel Support

• Serve as a liaison to the Offices of Human Resources, FacultyAffairs, Payroll, and various University departments to supporthiring and employment-related transactions for faculty,researchers, postdocs, staff, and students.
• Oversee, record and track full-time faculty, postdocs, studentworker, and research personnel files from initiating the hiringprocess to employment renewals and separation.
• Maintain the privacy and confidentiality of all personnelfiles.

Other Duties

• Consult and collaborate on organizational operations and otherstrategic planning initiatives.
• Provide subject matter expertise to the Director, Dean, andLeadership.
• As part of the Fowler Engineering Team, serve on committees,provide service to the School and University, serve as backupsupport, and perform other activities as assigned.

Required Qualifications

• Bachelor’s degree (preferably accounting, finance or business)or equivalent combination of education and experience.
• Minimum four years of professional budgetary, administrative,accounting, and fiscal reconciliation experience.
• Experience in interpretation, application and compliance withfinancial policies and regulations.
• Strong communication and interpersonal skills to conveyaccurate information in a professional and tactful manner, and theability to interact with a diverse group of individuals at allorganizational levels. Ability to maintain a high level ofconfidentiality is a must.
• PC proficiency is required. An advanced understanding ofMicrosoft Office programs including the importance of using Excelfor financial and business operations.
• Technical skills to learn and use enterprise systems andapplications needed for the position.
• Proven ability to work independently and evaluate data, assessalternatives and formulate logical and sound decisions and/orrecommendations.
• Collaborative team player with a positive attitude. Strongcommitment to working creatively and collaboratively in a customerservice-first environment.

Desired Qualifications

• Ability to learn, understand and interpret sponsored projectrequirements, uniform guidance, and apply them appropriately.
• Working knowledge of higher education environment, policies andprocedures

Special Instructions to Applicants

This position reports to the Director of Operations and is part of a team of faculty and staff who are committed to the student experience. The position may supervise student employees.

At Chapman University, we believe collaboration thrives through in-person engagement. This position is fully on campus, and employees work alongside colleagues, faculty, students, and staff each day to support our vibrant university community. Due to the responsibilities and daily demands of the position, the candidate must be available to work fully onsite at the Main Campus located in Orange, CA. Standard business hours are Monday through Friday from 8:00 am to 5:00 pm. Alternative work hours may be considered.

Chapman University is committed to providing a comprehensive employee benefits program that helps our employees stay healthy, feel secure, and maintain a work-life balance. More information about Chapman’s benefits program is available on the Office of Human Resources’ website.

Applicants for Staff and Administrator positions must be currently authorized to work in the United States on a full-time basis.

The offer of employment is contingent upon satisfactory completion and outcomes of a criminal background screening, credit check, and returning to the Office of Human Resources a signed original acceptance of the Chapman University Agreement to Arbitrate.