This position is exempt from overtime.
Bellevue College (BC) is a student-centered, comprehensive and innovative college, committed to teaching excellence that advances the life-long educational development of its students while strengthening the economic, social and cultural life of its diverse community. The college promotes student success by providing high-quality, flexible, accessible educational programs and services; advancing pluralism, inclusion and global awareness; and acting as a catalyst and collaborator for a vibrant region.
We strive to create a vibrant campus community that supports a diverse student body, faculty and staff. As an essential part of our mission and goals, pluralism is promoted in all aspects of college life. By enriching student life through leadership opportunities, personal learning and cultural experiences, we are committed to building a pluralistic and diverse campus community that fosters creativity, innovation and student success.
Under the general direction of the Associate Dean of Workforce Education, the Administrative and Budget Director will manage all of the unit’s diverse funding streams including federal, private, county and state grants and contracts to ensure accuracy and compliance. The employee occupying the position ensures grant and budget compliance, manages the unit’s report functions and customer service relationships and supports student success by leading and managing the unit’s administrative support operations and managing grant and contract budgets. Working closely with the Program Directors and Associate Dean of Workforce Education, this position schedules and determines the methods to achieve their work, in accordance with deadlines and relevant procedures.
The Administrative and Budget Director of Operations utilizes excellent leadership skills in a complex environment to lead and manage staff performance and professional development among three represented staff and 4-5 part-time hourly and student workers housed in two separate locations. Manages extremely busy customer service functions in two locations. The employee in this position applies financial practices and is responsible for monitoring and reconciling the unit’s complex self-support budgets grants and contracts and personnel and student records. Establishes and maintains comprehensive fiscal records; fiscal planning, purchasing and travel, which exceed $4.5 million; tracks and monitors staff workload and hours.
The Administrative and Budget Director of Operations identifies and resolves problems; communicates well with a diverse staff and students; organizes effectively; and independently completes tasks under deadline. To be successful this individual will contribute to the institutional and unit mission and goals, be committed to professional growth and excellence and be an engaged member of the unit’s leadership team. Exercises independent judgment in interpreting and applying complex rules and regulations to resolve.
| Essential Functions/Typical Duties:|
- Manage a record keeping system for recording budget transactions; review budget reports, verify accuracy and take corrective action if necessary; reconcile budget status reports and prepare expenditure projections; notify Associate Dean of any projected or actual over or under expenditures and assist in formulating corrective action.
- Oversee purchasing records, process purchase orders for supplies, equipment and books and resolve problems; review, approve and allocate purchase expenditures to proper budgets and categories; ensure compliance with rules and regulations. Manage year-end budget activities including purchases, reports, coordination with budget office and financial aid and setting up budgets for upcoming year.
- Prepare and maintain personnel and payroll records; calculate salary and benefits costs; initiate, record and ensure the accuracy of personnel and payroll action documents; manage and reconcile credit card expenditures.
- Monitor vacation requests, time sheets, and reports to management when conflicts occur and discrepancies are identified regarding time reporting.
- Maintain current employee lists, such as staff directory, emergency contacts and summary of programs and contacts for distribution to internal and external partners.
- Process new employee paperwork to human resources and payroll, initiate FERPA requests and coordinate new employee training, phone, email and computer setup. Complete necessary paperwork and coordinate with human resources and Workforce Education management.
- Coordinate and track the time and effort report requirements working closely with Workforce, Financial Aid and Budget staff to ensure timely and accurate submissions.
- Monitor work-study and hourly employee hours and eligibility to ensure compliance of all rules and regulations. Work closely with the Workforce directors to manage and distribute work-study duties.
- Prepare, maintain and process travel expense records; ensure compliance with state and institution regulations and procedures; allocate travel expenses to appropriate budgets. Make travel arrangements and provide itinerary documentation for staff.
- Prepare, compile and provide fiscal reports such as quarterly and year-end reports, budgetary reports and auditing reports. Process billing and required reports timely and accurately. Work closely with budget and finance departments to resolve problems and interpret guidelines. Assist with the development of budgets for grants, contracts, state allocated funds
- Supervise, evaluate, and lead three classified staff, an AmeriCorps, employee and part-time hourly and work-study positions.
- Prepare specialized reports; conduct special studies as needed to research and/or justify fiscal requests/needs
- Provide direct confidential administrative support for Workforce Associate Dean and Directors, compose, edit and type correspondence, including letters, memos, reports, contracts and other confidential and sensitive material and schedule meetings and reserve rooms.
- Work closely with division secretaries to set up classes and courses in SMS and coordinate with other divisions
- Reserve rooms for classes, meetings and orientations as required by Workforce staff.
- Coordinate technical support, maintenance, and telephone/computer work orders. Coordinate office moves and setups within department including furniture and supply purchases, phones and computer setups.
- Solicit agenda items and coordinate agenda for all staff meetings. Take, transcribe and distribute notes to staff.
- Coordinate/work closely with program managers to comply with records retention policies to appropriately accomplish the archiving process for financial and program records.
- Perform other related duties as assigned