Personnel & Budget Coordinator

Job Description Summary

The Personnel and Budget Coordinator is part of the operations team for the College of Education, Health, and Society and provides operational support, analysis and recommendations to inform fiscal and human resource decisions. The position is responsible for managing divisional personnel and fiscal transactions, maintaining records in accordance with university policies, and overseeing day-to-day processes and protocols to ensure compliance with university guidance. The position also is responsible for the processing of fiscal and personnel transactions for the Dean’s Office. The Budget Coordinator serves as an operational liaison between EHS and central university offices (such as the Office of Human Resources, Accounts Payable and Purchasing), which includes fostering effective lines of communication, informing EHS leadership and the community about changes in university policy and practice in a timely matter, and facilitating problem solving and escalating strategic or policy matters to the Director as appropriate. This position exercises independent judgment in operational matters and works under the strategic direction of the Director of Budget, Planning & Personnel Operations.

Job Description

Duties/Physical Demands:

The primary responsibilities of the position include:

Personnel Support:

Coordinate, maintain, and support recruiting and hiring processes and practices, including the onboarding of new faculty and staff. Monitor divisional personnel positions. Process and review and approve delegated personnel transactions (appointments, reappointments, funding changes, routine personnel actions) for completeness and policy compliance. Provide training and communication to all EHS support staff who process personnel transactions in Workday. Keep all divisional personnel records. Coordinate EHS payroll functions (e.g., timekeeping, yearly contracts, re-appointments, summer and winter contracts and professorship agreements, annual facilitation of hiring of GAs). Post positions for hire under the umbrella of Dean’s office. Work with the Associate Dean for Faculty Affairs and search committees to successfully execute the annual hiring plan for faculty.

Supervision/Management, Training, Customer Service, and Liaison:

Supervise, train, and develop centralized EHS support staff who perform budget and personnel transactions for departments. Develop and maintain strong working relationships with relevant university offices and EHS faculty and staff. Serve as a primary operational point of contact for EHS leadership and staff on transactional fiscal and personnel matters. Communicate and provide training on university and EHS personnel and financial policies and procedures to divisional faculty, staff, and (as needed) students. Serve on and lead search committees to fill centralized divisional support staff vacancies as needed.

Budget Support:

Monitor budgets, reconcile balances, and prepare ad hoc reports on divisional operating budgets and funds for the Director. Recommend process improvements and operational efficiencies to support divisional goals and priorities. Serve as a resource for department chairs and divisional leadership on budget procedures, reports, and transactional matters; referring strategic budget matters to the Director.

Manage Fiscal Transactions:

Execute fiscal transactions in compliance with university policy and within delegated approval authority for the Dean's Office. Prepare and process purchase requests, budget transfers, journal entries, travel reimbursements, and reconcile purchase cards for staff in the Office of the Dean. Review, validate accuracy of and approve monthly divisional credit card transactions and work with card holder and/or support staff to resolve discrepancies or inaccuracies. Review and approve purchases within delegated authority and in compliance with university policy and fund balance availability. Provide training and support to EHS support staff that process fiscal transactions. Provide departmental backup coverage in the case of personnel vacancies.

EHS Foundation Fund Support:

Monitor fund balances and work with faculty/staff to prepare reports for assigned discretionary and endowed funds. Coordinate spending plans and monitor activity for divisional gift funds in consultation with leadership. Track and process fiscal commitments for assigned funds. Provide timeline and information on transactions to leadership who need to submit impact statements, when possible, submit impact statements on leadership’s behalf.

Other duties as assigned.

Minimum Qualifications:

MBA or master’s degree in a related field with one year or more of demonstrated experience in personnel and fiscal transactions, or a bachelor’s degree with three years of demonstrated experience in personnel and fiscal transactions.

Consideration may be given to candidates with an MBA or master’s degree in a related field and/or experience with college or university fiscal and personnel transactions; prior supervisory experience; strong Microsoft Excel skills, including data analysis and visualization; functional knowledge of Miami University technology systems, policies, and procedures, as well as familiarity with Oracle Business Intelligence and/or other reporting tools; proficiency in spreadsheets, word processing, and presentation software; ability to work effectively in teams and communicate with a diverse range of individuals with varying roles, responsibilities, and experiences; excellent organizational, verbal, and written communication skills; proven customer service orientation and strong problem-solving skills; ability to manage multiple tasks and priorities while responding accurately and efficiently to short-deadline requests; ability to maintain confidentiality and exercise discretion in all matters; strong attention to detail and ability to perform effectively in a fast-paced environment.