Position Details

Position Information

Job Title
Assistant Provost for Academic Budgets & Faculty Relations

Department
Provost Office

Job Code
A50400

Job category
Full Time Staff

Terms and Hours
Full Time Exempt

Salary Range
Starting Salary at $95,000; commensurate with experience

Job Summary

The Assistant Provost for Academic Budgets & Faculty Relations serves as a senior advisor to the Provost and provides strategic leadership and oversight for financial, administrative, and faculty affairs functions within the Academic Affairs Division. Reporting directly to the Provost, this position leads the development, analysis, implementation and monitoring of the division's operating budget and financial resources, ensuring alignment with institutional priorities and strategic objectives.

The Assistant Provost works collaboratively with Academic Deans, members of the Provost Council, and leaders across Academic Affairs and Financial Affairs to provide budget recommendations, monitor expenditures, analyze financial trends, and prepare reports to support informed decision making. This position is also responsible for overseeing faculty employment and compensation practices, maintaining related records and procedures, and providing guidance regarding policies, practices, and compliance matters affecting faculty appointments and personnel actions.

In addition, this position manages administrative and operational initiatives on behalf of the Provost, reviews and drafts agreements and partnerships involving Academic Affairs, and serves as a key resource in advancing the effective administration of the division. The position promotes operational excellence, fiscal stewardship, policy compliance, and strategic collaboration across the institution.

Core Duties

Academic Affairs Budget Management

• Provide strategic leadership for the planning, development, implementation and oversight of the Academic Affairs annual operating budget, ensuring alignment with institutional priorities , strategic initiatives, and fiscal stewardship.
• Serve as the principal advisor to the Provost on Academic Affairs budget, financial planning, resource allocation, enrollment-related budgetary impacts, and long-range financial forecasting.
• Collaborate with Academic Deans, Budget Managers, and Directors to assess resource needs, prioritize investments, monitor expenditures, and ensure compliance with university policies and financial controls.
• Collaborate with Controller's office to execute budget transfers and journal vouchers, review and monitor Banner access requests, chart of account issues, and other budget/accounting related operational activities as needed.
• Advise, consult, and train Academic Affairs staff and faculty with regards to general budget practices and policies.
• Advise leaders within Academic Affairs on budget and expense related questions, applying and communicating relevant university and external policies.
• Monitor balances and expenditures from endowed and other restricted accounts.
• Anticipate and resolve budget issues through consistent processes and practices that enable discovery of trends, cause and effect relations, and analyze associations across data sets.

Faculty Relations

• Provide leadership and oversight for faculty employment, compensation administration, and faculty personnel processes within Academic Affairs.
• Advise the Provost, Academic Deans, and academic leaders regarding faculty employment practices, compensation strategies, workload considerations, and applicable university policies.
• Lead the development, implementation, and continuous improvement of faculty related policies, procedures, and administrative processes to enhance effectiveness, consistency, and compliance.
• Manage processes, and procedures related to full-time faculty and adjunct hiring and compensation, working collaboratively with Human Resources and Financial Affairs to ensure alignment and legal compliance.
• Respond to inquiries and information requests related to faculty employment, compensation, and hiring; provide key guidance on relevant processes and policies, ensuring accuracy and compliance with relevant university policies and all regulations and laws.
• Serve as Provost's Office liaison with Human Resources regarding faculty hiring process and compensation payments.
• Prepare and record documents and memoranda related to hiring, employment, and compensation of all faculty, ensuring accuracy and compliance with relevant university policies and external regulations and laws.
• Manage faculty recruitment by reviewing, approving, and posting departmental job descriptions, processing hiring proposals, and initiate new hire faculty onboarding, using the University's Applicant Tracking System managed by Human Resources.
• Prepare and produce all faculty documentation, including but not limited to new hire agreements and annual salary letters, related to adjunct and full-time faculty.
• Review and approve supplemental payments for faculty, including but not limited to overload, summer, and stipend pay, and prepare for payroll processing.
• Respond to employment verifications requests for adjunct and full-time faculty.
• Manage faculty compensation through calculation and review of salaries and supplemental stipends; collaborate with Human Resources and Financial Affairs to identify and resolve compensation problems.
• Collaborate with Institutional Research to produce complex analytical reports regarding faculty compensation and hiring.
• Review, audit, organize, and analyze hiring-related data, provide data-based recommendations to Provost and Academic Deans as requested.
• Collaborate with Human Resources, Payroll, Controller's Office, academic units, and other offices to resolve problems and improve processes regarding faculty hiring, compensation, and employment.

Leadership and Administrative Support to the Provost

• Serve as a key member of the Provost's leadership team and participate in strategic planning, policy development, and operational decision-making for Academic Affairs.
• Represent the Provost on institutional committees, task forces, and special projects as assigned.
• Serve as the administrative liaison among Academic Affairs, Financial Affairs, Human Resources, Institutional Research and other university offices to ensure effective collaboration and implementation of strategic academic priorities.
• Draft, reveiw, negotiate, and monitor academic affiliation agreements, memoranda of understanding, contracts, and other agreements involving Academic Affairs.
• Prepare complex analyses, reports, presentations, and recommendations, to support executive decision-making bye the Provost and Provost Council.
• Lead or support special initiatives and projects on behalf of the Provost that advance the strategic goals of the University and Academic Affairs.
• Serve on the Provost's Council.

Other duties as relevant to the duties of the position or as assigned by supervisor or designee.

Please note that the above list of duties is not comprehensive but generally demonstrates the types of matters under this position's purview and responsibility.

Education & Experience

• Required: Bachelor's degree in Business Administration, Accounting, Finance or related field.
• Required: 7 or more years of relevant professional experience with budgetary, accounting, or financial work with proficiency in Microsoft Excel and relevant applications.
• Required: Professional experience managing faculty employment, inclusive of developing, reviewing, and implementing policies, contracts, and agreements in an academic setting.
• Required: Experience working with specialized finance and budgeting software.
• Preferred: Master's degree in relevant field of study.
• Preferred: Experience with Ellucian Banner.
• Or a combination of equivalent education and/or experience.

Certifications & Licenses

• Preferred: None.

Knowledge, Skills & Abilities

• Ability to anticipate and proactively pursue issues or problems.
• Ability to recognize inherent problems and issues caused by ineffective and/or overlooked policies or procedures.
• Ability to detect trends, associations, and cause-effect relationships.
• Ability to include key policy makers and other stakeholders in the decision-making process to ensure buy-in and understanding of issues, problems, and resolutions.
• Ability to measure outcome of problem resolution and take further action as needed.
• Ability to identify the impact of events or decisions on stakeholders.
• Ability to weigh and prioritize the costs, benefits, risks, or chances for success.
• Ability to identify parameters, limitations, or boundaries that impact programs.
• Ability to measure outcomes of problem resolution and take further action as needed.
• Strong attention to detail and accuracy, effective organizational skills, and ability to prioritize and successfully meet deadlines.
• Strong ability to work collaboratively, accomplish organizational goals, communicate clearly, and act proactively.
• Ability to maintain confidentiality and effectively handle highly sensitive and personal information with sound judgment, tact, and discretion.
• Ability to consistently handle and follow through with multiple projects and assignments and meet deadlines.
• Strong orientation towards taking ownership of projects and assignments and being proactive with projects, assignments, and process improvements.
• Strong orientation towards continued learning and applying learning in the work setting.
• Srong ability to apply university policies and follow compliance regulations.
• Knowledge of or ability to learn regulations related to hiring and compensation practices.
• Competence with and commitment to inclusive excellence; ability to be an effective partner with diverse students, faculty, and staff.
• Ability to establish effective working relationships, professional rapport, and effectively accomplish work within a University setting that includes a wide array of individuals, groups, policies, and processes.
• Ability to use and learn computers, technology, software, and applications at level of sophistication required for the duties of the position, including, without limitation, Microsoft Office (Outlook, Word, Excel, and PowerPoint), the internet, computerized maintenance management systems, and enterprise resource planning tools (e.g. Ellucian Banner).

Physical Requirements

• Frequently: sit, perform desk-based computer tasks; use fine manipulation and grasp; use a telephone; write by hand; sort and file paperwork.
• Occasionally: stand and walk; twist; lift, carry, push, and pull objects that weigh up to 10 pounds.
• Occasionally: ability to attend events and activities on or off campus.
• Frequently: ability to interact and communicate with members of the University and others as necessary.

Working Conditions

• Hours of employment: sometimes may require working flexible and/or longer hours, including nights and weekends, when necessitated by projects.
• Stress from work-related situations such as those involving challenging, important, urgent, time-sensitive, or multiple matters.

Work Standards

• Respect for the University's mission and Catholic identity: demonstrates commitment to learning, respecting, and contributing to the mission of the University, a Catholic and Congregation of Holy Cross institution. The University's mission statement states in relevant part: "we pursue teaching and learning, faith and formation, service and leadership in the classroom, residence halls, and the world." The University's Statement of Inclusion states in relevant part: "Our belief in the inherent dignity of each person is founded upon the social teaching of the Catholic Church. At the center of that teaching is the fundamental mandate that every person, regardless of race, color, religion, gender, sexual orientation, social or economic class, age, or disability shall be treated with respect and dignity."
  • The full Mission Statement is at: www.up.edu/about/mission.
  • The full Statement of Inclusion is at: www.up.edu/disclosures/inclusion.
• Promote culture of safety: demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned.
• Compliance with laws and policies and procedures: subject to and expected to comply with all applicable University, departmental, and other applicable policies and procedures, including but not limited to, the personnel, business, and/or other policies of the University.
• Compliance with driving-related laws and requirements: when conducting university business while driving, must comply with the Oregon Vehicle Code and University of Portland driving requirements.
• Interpersonal skills: demonstrates the ability to work professionally with all University of Portland community members, external organizations, and any other person or organization employee interacts with in his or her University capacity.

Benefits

Medical and dental insurance, life insurance, sick time and vacation time consistent with University policies, long-term disability insurance, flexible spending account benefits, tuition remission benefits generally starting after 90 days (employee) or 2 years (spouse and children) of employment, retirement contributions generally starting after 2 years of employment, and eligibility for the University's home purchase assistance program consistent with program requirements. (Benefits are subject to all relevant University policies, practices, contracts, and any other relevant materials.)

Posting Detail Information

Posting Number
S392-2023

Number of Vacancies
1

Estimated Start Date

Open Date
08/27/20