Academic Business Manager (On Site - University Center, MI) Job Listing at Delta College in University Center, MI (Job ID 6459)

Description

The successful candidate must demonstrate experience, skills, and commitment to fostering an environment of belonging, diversity, equity and inclusion in students, faculty and staff.

POSITION SUMMARY:

This role is a mission-critical link between academics and senior management involving the navigation of a complex set of institutional dynamics, significant resource constraints, strategic planning, and competing priorities and perspectives. The Academic Business Manager assists in planning, directing, and coordinating the activities of purchasing and accounts payable, travel program and reimbursements in compliance with legal and regulatory rules, college policies and procedures, standard and best business practices to fulfill the needs of the college community. Leads and directs the vendor agreement administration, clinical affiliation, practicum and internship agreement administration, cost center management, and coordinates the academic budget process, financial management, and academic administration, ensures continuous improvement in academic and budgetary performance. This role works closely with academic administration and student services to develop course scheduling targets for academic divisions, discipline and courses as well as recommending instructor resources to meet course demand. This role will work closely with academic leadership to obtain the vision for subject areas, facilitating the implementation of new initiatives, also developing and delivering the academic resources necessary to meet the current and future needs of the college.

ESSENTIAL DUTIES AND RESPONSIBILITIES INCLUDE BUT ARE NOT LIMITED TO THE FOLLOWING:
Academic responsibilities:

• Develop, prepare, oversee, and provide controls for academic budget process including planning and monitoring.
• Provide academic administration with summaries of current year spending. Identify areas of unfilled positions and unspent funds to help with academic budget planning and reallocation of current year funds.
• Work with the Vice President of Instruction and Learning Services on realigning academic budget to support new initiatives for current and future years.
• Work with Academic Deans to provide budget and implementation support of Academic grant programs.
• Work with Finance Office on budget matters related to the academic area of the College.
• Oversee academic planning and purchasing of academic instructional materials, equipment and technology (IMET) to support learning. This includes working with faculty to identify potential vendors and ensures the purchasing guidelines of the college are followed.
• Communicate college and federal and state purchasing guidelines with faculty and academic administration and ensure these guidelines are followed when acquiring academic equipment and materials.
• Work with Office of Information Technology (OIT) to plan and implement computer replacements for classroom and instructional labs and for full-time faculty.
• Provides data for the development of the master schedule and meets with academic administration for academic planning the college.
• Provides multi-year data and makes recommendations to Academic administration for the development of the college's master schedule for the next academic year. Data provided can be used by college administration to make contact hours projections and determine instructional resources (full and part-time faculty) needed to teach the projected schedule.
• Provides academic administration with prior year and current year enrollment information to monitor current year enrollment patterns and makes recommendations for course section additions or deletions.
• Each semester, review faculty instructional loads with academic Associate Deans and Human Resources to ensure faculty supplemental and adjunct equated hours are paid correctly.
• Create and implement process to establish which faculty are eligible for Enrollment Incentive Payments.
• Support academic administration with data that is easy to understand and to support decision making.
• Ensures that relevant strategic information is shared so others adjust operational plans accordingly and anticipates competing interests, taking action to prevent any adverse impact on the implementation plans.
• Collaborate with college faculty and staff by designing, implementing, and overseeing the school's approach to academics, as well as operational planning and scheduling.

Business Services responsibilities:

• Liaison to the Manager of Business & Auxiliary Services
• Assists in planning, directing and coordinating the activities of purchasing, accounts payables, contract administrative functions for the college in compliance with legal and regulatory rules, college policies and procedures, standard and best business practices to fulfill the needs of the college community. Leads and directs the business and auxiliary services staff in implementation of process changes, personnel issues relating to discipline, hiring, termination and may include performance evaluations, equipment replacement, life cycle asset management, approval of services, contracts and preferred vendor agreement administration.
• Evaluate group purchasing organizations (GPO) state and municipal contracts and other agreements to determine best value for the college.
• Analyzes and negotiates contracts and licensing agreements, oversight of returns, emergency purchase orders, conflict of interest and sole source justification.
• Administrative oversight for W9 and TIN verification, W8BEN and classification of 1099 vendor payments, updating W9 on a cyclical basis and maintaining and cleansing the vendor file.
• Assigns purchasing requisitions and RFQ's to other staff and provides oversight as they complete the task. Acts as a liaison with departmental personnel and vendors to advise, answer questions and resolve problems. Ensures that all college procurement activity is within approved procedures and as required, within state and federal and grant procurement guidelines.
• Responsible for the development of specifications for equipment, products and services and research vendors, including coordination with internal staff to determine their needs, developing specifications, quotations, delivery terms and costs by searching out sources of supplies and services and soliciting competitive bids, request for quotes, proposals and/or invitations to bid.
• Review and approval of annual Clery report and review and approval of purchases in compliance with AD Section 508.
• In liaison with Manager of Business and Auxiliary Services, administers the travel reservations program and reviews and approves all travel and PDA reimbursement requests for accuracy and compliance with IRS and college guidelines, including the President's travel and business expense log.
• Review and update purchasing, travel, contract and Accounts Payable policy and procedures.
• In consultation with the internal customer and academic and student services administration, review, process and approve clinical affiliation contracts, agency agreements, internship agreements, child care practicum agreements and related agreements.
• Review and approve requests for blanket purchase orders and independent contractor agreements and conduct an annual review and renewal of these orders and agreements.
• Other duties as assigned by Director of Business Services and Vice President Business and Finance

• Bachelor's degree or equivalent knowledge and skills. Major(s) required: Business Administration, Management, Supply Management or similar
• Minimum of 1 to 3 years work experience in accounting or related field
• At least 5 years supervisory/management experience in leading teams/staff
• At least 5 years of experience managing departmental budgets.
• Necessary technology skills to succeed in the position (fund accounting software (Colleague preferred), Sharepoint, SQL).
• Strong oral presentation and written communication skills, along with a demonstrated high level of competence in Word, Excel and Power Point is required.

• Masters degree preferred.
• Professional purchasing certification preferred.
• Preferred experience of 4-7 years in purchasing, accounting with experience in travel, IRS guidelines, administration of multiple functions, customer service, negotiation skills, contracts, process based management, financial analysis, project management and leadership.
• Management experience in higher education, community college

Special Instructions

Complete an on-line application and attach a cover letter with position title, resume and copies of transcripts (official transcripts required upon hire) and/or certifications and licenses.Required Documents

1. Resume
2. Cover Letter
3. Transcript 1

Optional Documents

1. Letter of Recommendation 1
2. Letter of Recommendation 2
3. Letter of Recommendation 3
4. Professional Certifications or Licensures
5. Transcript 2
6. Transcript 3

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