UGE Finance Administrator Job at University of Minnesota
- BA/BS or a combination of related education and work experience to equal four years; applies knowledge and skills to principles of financial planning & analysis, interpreting & presenting data, business management and accounting
- Expert knowledge of Microsoft Excel and its more advanced functions.
- Demonstrated excellence in time management, interpersonal, written/verbal communication, organizational skills, attention to detail, analytical, problem-solving, and research skills.
- Experience with computerized financial systems.
- Working knowledge of Microsoft Office and/or Google applications.
- Ability to organize and analyze information from a variety of resources.
- Demonstrated commitment to building a culture that respects and embraces diversity, inclusion, and equity.
Preferred Qualifications:
- Experience with the University of Minnesota's EFS system.
- Advanced knowledge of University fiscal policies and procedures.
The Office of Undergraduate Education (UGE) in the College of Liberal Arts is committed to an inclusive undergraduate experience. We provide resources, opportunities, and systems from recruitment through graduation that promote student success, career readiness, and personal well-being so students can leverage the advantages of their liberal arts education to the benefit of society.
UGE includes five departments that cover academic advising, student support services, career services, diversity/equity/inclusion programs, curriculum management, and administration.
As part of the UGE administration team, the Finance Administrator helps to ensure that our unit is able to achieve the success of our mission through fiscal responsibility, operational effectiveness, and alignment with University- and college-level guidelines. This position has the opportunity for hybrid work.
- Use CLA UGE’s custom scholarship projection model to annually create and present 8-year award plan strategy to College’s Scholarship Lead, to reach CLA’s awarding goals and best utilize 190+ CLA funds averaging 1,300 undergraduate awards totaling $3.2 million each year. UGE is the default home of all new CLA undergraduate scholarships unless the donor specifies an academic department to administer scholarship funds.
- Build, manage, and routinely audit custom scholarship tracking databases for award commitments averaging $6.7 million per year, to ensure recipients meet award criteria, scholarships are applied properly to student accounts, and funds are fully utilized. Determine if/when there is a case for new awards and reinvestments, based on utilization rate of available scholarship funds.
- Troubleshoot and resolve awarding errors, fund deficits, and student financial issues by gathering data from multiple systems and applying working knowledge of scholarship mechanics, best practices and policies.
- Partner with College’s Scholarship Lead to develop guidelines, best practices, and policies for scholarship management and administration across all CLA academic departments, providing collegiate leadership on fund management strategies.
- Prepare University of Minnesota Foundation invoices, establish new funds, resolve discrepancies, and enter spending plans in the Foundation’s scholarship tracking system.
- Provide end-of-year reporting on all CLA scholarship fund usage and awarding for the CLA Dean, to inform College’s award plan strategy and help meet goals for student retention and success.
Budget Planning & Management 30%
- Work with Managing Director and Associate Dean to manage UGE’s $6.5 million budget plan with comprehensive awareness of programming, revenues, expenses, and fund purposes; tracking expenses and resolving deficits, anticipating shortfalls, proposing strategies for savings, improving fund utilization, and managing new funding requests.
- Create and present separate standardized monthly budget reports to the Associate Dean, (5) department directors, (4) program directors, and (5) program leads analyzing and interpreting current and historical financial data and program knowledge to present spending projections and recommendations.
- Design custom financial reports based on queries from (14) department/program directors and leads interpreting, organizing, and presenting current and historical data to inform program planning and decisions.
- Perform year-end accounting, deficit balancing, and reconciliation of UGE’s 40+ program funds, and create summary report to submit to CLA Fiscal with appropriate request of Placeholder funds.
- Report salary savings related to staff vacancies and needs, monitoring salary & fringe allocations to create account balance transfers with CLA Fiscal throughout the year as needed.
Operations 20%
- Build and maintain a database of events across 16+ UGE programs for budget planning, and to create strategy with program leaders for best use of funds and to meet program goals.
- Consult on expenditures for workspace improvements, shared equipment, and find ways to save on recurring expenses through UGE such as printing, water service, and events for most effective use of resources.
- Create recommendations and implement administrative & financial process improvements across UGE.
- Develop training and UGE-specific tools, resources, and systems for financial policies, procedures, and best practices to use funds effectively and work efficiently toward the advancement of CLA’s mission.
- Perform, track, and reconcile account transaction activities, including PCards, inter-dept transfers, stipends, purchase orders, check requests, contracts, and payments with faculty, administrators, and accountants within UGE and throughout CLA.
- Manage, create, and edit EFS Chartstrings and assignment of transactions and payroll positions to accurately reflect UGE funds in accordance with budget.
- CLA-wide navigator and resource for expense policies and procedures including Chrome River, PCards, student payments, UMarket, professional services and contracts.
- Maintain knowledge base of University and CLA expense policies and procedures participating in continuing education and training.
About the College of Liberal Arts
Home to the arts, social sciences and humanities disciplines and programs, the College of Liberal Arts is the largest college in the University of Minnesota and comprises 31 academic departments, and over 20 interdisciplinary research centers and administrative/support units. CLA has over 1,300 faculty and staff spanning research, teaching, advising, outreach, and administrative functions. CLA units reside in over twenty buildings on the East Bank and West Bank of the Twin Cities campus. CLA enrolls nearly 13,000 undergraduate students, over 40% of the undergraduate enrollment on the Twin Cities campus, 1,400 graduate students, and has an annual all-funds budget of $290 million.
CLA is a destination for curious, compassionate individuals who are committed to making our increasingly interdependent and diverse global community work for everyone. That foundational commitment begins in our CLA Constitution. CLA is committed to increasing enrollment of underrepresented and under-resourced students, diversifying our faculty across all disciplines, recruiting, and retaining a diverse staff, and promoting the expression and exploration of diverse perspectives and viewpoints—so that we all gain the background knowledge and analytical skills we need to understand and respect differences.
Diversity, Equity, and Inclusion in CLA
Working in CLA
Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will be given the opportunity to complete an online application for the position and attach a cover letter and resume.
Additional documents may be attached after application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section.
To request an accommodation during the application process, please e-mail employ@umn.edu or call (612) 624-UOHR (8647).
The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.
The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U: http://diversity.umn.edu
Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.
Please note: All employees at the University of Minnesota are required to comply with the University’s Administrative Policy: COVID-19 Vaccination and Safety Protocol by either providing proof of being fully vaccinated on their first day of employment, or complete a request for an exemption for medical exemption or religious reasons. To learn more please visit: https://safe-campus.umn.edu/return-campus/get-the-vax
The University of Minnesota, Twin Cities (UMTC)
The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation's most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.
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