Do you like to be in the know? Have you ever wondered what’s next, building-wise, at UMD? Or what the budget will look like in the upcoming year? What human resources and financial process changes are on the way? Or insight into the pressures and opportunities that our campus police experience? The office of the Vice Chancellor for Finance and Operations, oversees all these areas, and is seeking a new confidential Assistant to the Vice Chancellor.
Summary: This position reports to the UMD Vice Chancellor for Finance & Operations (VCFO) and the Administrative Consultant. It works on complex office communications and fiscal work, serves as a back-up and assistant to the unit’s Administrative Consultant and manages the general operations of the Vice Chancellor for Finance & Operations office on a daily basis. It provides daily support for the VCFO, assists with events, and works with the unit department heads as needed. The position is responsible for the office communications and financial duties and serves as the VCFO Unit Awards Coordinator. It participates in development and submission of the campus’ budget/compact response and capital budgets.
In the course of its duties, this position will frequently work directly with other UMD senior administration offices and a number of University system officers and staff.
Responsibilities: VCFO Office Duties 40% • Reconciles the VCFO office budgets and works with the Administrative Consultant on upcoming budget planning. • Purchases office supplies and equipment, researching upgrades as appropriate. • Reviews/approves standard key requests for access to Darland Administration Building and monitors current access. Refers non-standard requests to the Administrative Consultant for review prior to approval. • Maintains office records in accordance with University retention schedules, purging materials that have outlived their administrative usefulness and transferring historical documents to Archives. Works with Archives on the ongoing review and purging project of the administrative records from the Finance and Operations unit.
Assist the Vice Chancellor and Department Heads 40% • Fields initial inquiries, does preliminary research on background information and provides answers or refers to the VCFO or Admin. Consultant as necessary. • Prepares reports and correspondence from the VCFO. • Provides office and campus budget status reports to the VCFO. • Conducts data gathering and research on a variety of programs and issues as instructed by the VCFO, and assists the VCFO department heads on projects where additional assistance or expertise is required. • Handles scheduling, travel and expense reimbursements on behalf of the VCFO. • Serve as the VCFO Unit Awards Coordinator, handling all key aspects of the awards program: developing and advertising the awards, handling the nominations, providing materials for the selection committee, sending congratulatory letters to winners and their supervisors, creating the payroll documents, submitting documents to HR for retention, and planning the semi-annual celebratory events. • Stays familiar with emergency planning and processes to provide back-up and support to the UMD Police and VCFO departments.
Campus Budget Responsibilities 20% • Creates and reviews documents relative to expenditures or transfers on campus funds; monitors monthly activity and performs some reconciliation. • Handles fiscal materials for the campus such as property acquisition, real estate leases, contracts, some donor agreements and patents. Works with the Administrative Consultant on next steps or appropriate monitoring and files. • Supports the fiscal officers in the preparation of the annual campus budget and works with the Administrative Consultant on submission of the final response to the University system offices. • Works with the Director of Facilities Management and the Administrative Consultant on submission to the University system of capital budgets, six-year capital plans and other fiscal reports or requests relative to campus facilities.
*The employer reserves the right to change or add work-related duties to this position.
Required (all required qualifications must be documented on the application): • BA/BS or a combination of related education and work experience to equal four years; applies knowledge and skill to a recurring task or activity with emphasis typically on precision and timeliness of execution.
Preferred: • Ability to work effectively under tight deadlines, and comfortably with all levels and types of positions within an organization • Proficient in Microsoft Word and Excel • Experience with budgets, financial work and systems • Exceptional interpersonal, oral, and written communication skills • Experience with human resources work and systems • Demonstrated organizational and planning skills • Experience developing and interpreting policies, procedures and guidelines