Administrative and Budget Manager

Administrative and Budget Manager

Company: Fairmont State University

Job Location: Fairmont

Category: Business and Financial Services

Type: Full-Time

Type of Position: Staff - Full Time

Department: Marketing and CMCS

Appointment Length: July - June (12 mo)

Benefits Eligible?: Yes

Requested Part-Time Staff Hours: NA

F.T.E.: 1.00

Grant Funded Position?: No

Description of Job Duties and Responsibilities

The Administrative and Budget Manager will serve as the hub for the Communications, Marketing & Creative Services (CMCS) team. The successful candidate will serve as the budget manager, perform various administrative and customer service duties for the CMCS office, and helps oversee CMCS budgets. This individual provides support for and works collaboratively with office staff. The role involves professional interaction with both internal and external clients. The Administrative and Budget Manager works under the supervision of the Senior Director of CMCS.

Office Management:

• Manage the CMCS office space utilization, acting as the main point of contact for space and facilities matters.
• Assist with coordination and administrative support for student employees, including hiring paperwork, scheduling support, and related processes.
• Supports the onboarding for new staff such as orientating on office processes and procedures.
• Coordinates internal events such as holiday gatherings, birthdays and staff recognitions.
• Assist with administrative coordination for departmental events and special initiatives, including logistics, purchasing, and internal support needs.
• Maintain inventory of office supplies and promotional items.
• Serve as the point of contact for service, maintenance and other requests within CMCS.
• Communicate regularly with CMCS leadership, staff, campus partners, and vendors regarding operational needs, purchasing status, and administrative processes.
• Handle communication with external vendors related to printing, promotional items, purchasing, billing, and other department operational needs.

Budget Management:

• Oversee and track departmental budgets, expenditures, and related financial records in support of leadership.
• Coordinate and lead regular meetings to review budgets, including marketing, photography, and department-wide budgets.

Procurement:

• Oversee procurement and administrative processing related to departmental contracts, vendor paperwork, invoices, and payments in accordance with institutional policies.
• Quote and facilitate CMCS printing and promotional orders.
• Handle all department purchasing and billing reconciliation based on Institutional policies.
• Assist CMCS marketing and advertising projects by ensuring contracts are signed, necessary paperwork is completed, and payments are made.
• Maintain proficiency in university-wide software system for purchasing, payroll and student functions, and serve as a resource for office staff.

Miscellaneous Duties:

• Utilize solid verbal and written communication skills to answer calls, respond to email, maintain effective communication with internal departments and external vendors, and direct visitors.
• Perform related duties as assigned.

Minimum Required Education

Bachelor's degree

Required Licenses and/or Certifications

NA

Minimum Required Qualifications

• Highly organized, ability to manage competing priorities and deliver high-quality work, whether working independently or as part of a team
• Effective and responsive communicator with diverse populations (written and oral).
• Office management experience with strong attention to detail
• Experience with Microsoft Office applications, including Outlook, Word, PowerPoint, and Excel, and ability to independently learn other systems, including various internal systems and event registration applications.
• Bachelor's degree or a combination of Associates degree and/or a minimum of four or more years of experience with office management, project planning, event management or other relevant experience.
• Ability to navigate campus to manage and attend meetings both on and off main campus
• Ability to lift 25 lbs. (e.g., meeting and event materials/equipment)

Preferred Qualifications

• Experience with collaboration tools, including OneDrive and MS Teams.
• Experience managing budgets

Requisition Number: 2026069SP

Number of Vacancies: 1

Anticipated Hire Date: ASAP

Job Close Date: 04/13/2026

Open Until Filled: No

Quicklink for Posting: https://www.fairmontstatejobs.com/postings/10404