Coordinator of Budgets

Analyze financial needs, analyze expense data and past expenditures, develop grant budget proposals and reports, track budget activity, develop expenditure forecasts, assist in projections of financial status, and advise the Director of Human Resources, Finance and Administration of possible over?expenditures or problems to ensure sound, accurate fiscal practices and policies.  

• Scrutinize and approve all requests for the Executive Director’s signature.
• Verify the availability of funds, review requests to determine if items appear in the approved budget and other check point information for all Title III funds.
• Maintain a processing, retrieving and monitoring system (paper trail) that indicates the amount of funds received from the funding agency and the money expended by each activity. (These records are used as an accounting and tracking mechanism by the Title III Office only.) The official financial records are maintained and reports are generated in the Accounting Office and Grants Administration. The Title III records are used in comparative studies and analogies of information when the end-of-the-grant year report is prepared. A close relationship is maintained with the Grants Administrator and Grants Accountant.
• Submit approved requests to Title III Director for signature. Return all unapproved requests to Activity Directors with written information of why request was returned. Process and submit approved requests to the Grants Administration Office, Human Resources Office, President’s Office and Vice President for Finance Office for further processing. Notify Activity Directors of all approved for denied requests.
• Design budget charts and graphs to show the status of quarterly expenditure reports. Discuss and disseminate office budget reports during the monthly staff meeting. Analyze monthly budgeting and accounting reports to maintain expenditure controls for Project Administration during each staff meeting.
• Establish an effective monitoring system and maintain effective line of communication with the Exec. Director of Title III to ensure that the activity expenditures are consistent with the approved plan of operations.
• Prepare and submit timely (three days prior to Staff meetings) an accurate monthly budget report of all Title III expenditures from Activity Directors.
• Assist the Activity Directors in preparing their yearly budgets for federal funding. Assist Activity Directors in all budget related matters and reports required by the funding agency.
• Conduct monthly budget meetings and budget reports for each Activity Director. This information keeps the Activity Directors’ abreast of current expenditures, requests submitted status of requests and free balances.
• Meet weekly with Executive Director to review and discuss problems/concerns and plans for spending of Title III funds.
• Monitor the programmatic and fiscal activities of the grant to include: monthly electronic transmission of reports to the Director.
• Examine thoroughly each activity’s proposed budget estimates for completeness, accuracy, and conformance with procedures and regulations prior to the submission of the grant.
• Direct, update and review with Activity Directors the preparation and submission of all budget progress reports.
• Obtain knowledge of the concepts, practices, laws and regulations which apply to budgeting for programs and services, including knowledge of Office of Management and Budget (OMB) regulations and policies, as well as knowledge of the process and procedures in which budgets are developed, transmitted, presented, examined by OMB, and reviewed by Congress and share with staff during meetings.
• Summarize proposed budgets and submit recommendations for the approval or disapproval of funds requests prior to the submission of the grant.
• Consult with Activity Directors to ensure that budget adjustments are made in accordance with program changes.
• Interpret budget directives and establish policies for carrying out directives.
• Maintain an up-to-date filing system where information is readily available for university officials, Department of Education officials, auditors, etc. Provide a centralized records and retrieve unit for all Activities/components and Project Administration. Maintaining a record of all purchases requisitions between order date and completion or delivery in the Title III office.
• Review and process all Title III Personnel Action Forms and forward to the Title III Executive Director for signature.
• Prepare budget coding forms for all Title III funds. Review and approve the budget code affixed to all Title III requests.
• Recommending spending cuts, redistributing extra funds, and preparing annual reports. They work closely with the Title III Director in developing the budget for the new grant year; of the organizations while looking over proposals, checking Explore alternative funding methods for institutionalizing projects; look at past budgets and research any financial developments that could affect expenditures.
• If there is a discrepancy between the budget and spending, budget analysts will write a report over the differences and recommend any changes. They use spreadsheet, database, and financial analysis software to provide accurate up-to-date information; review the budget and look for new ways to improve efficiency; budget analysis find the best way to allocate the funds amongst various programs or departments.
• Ensure all budgets are reconciled by December 30th.
• Any other duties requested and assigned by Director.

• A Bachelor’s degree is required with at least 5 years experience.
• Applicable disciplines are: Accounting, Computer Information Systems, and related areas.
• Strong written, verbal and computer skills are necessary.
• Advanced experience with technology including proficiency in BANNER, Microsoft Office and Excel.
• Must be able to multi-task and must be detailed oriented.
• May perform duties of a sensitive and confidential nature.
• The ability to work effectively with University Administrators, and other diverse campus constituencies.
• Must be willing and able to work after normal working hours, as needed.

SUPPLEMENTAL INFO

Applications without the following will not be considered complete.

• Cover Letter
• Resume
• Transcript(s) if applicable
• Curriculum Vitae if applicable 

***First review of applications will begin January, 30 2023. ***