Finance and Administration Officer, Office of the Provost

We are seeking a Finance and Administration Officer, Office of The Provost who will provide financial, administrative, and operational leadership to the Office of the Provost. Reporting to the Chief of Staff to the Provost, this role involves consulting on office-wide operations to ensure efficiency, compliance, and a high level of service, as well as providing business process improvement and standardization. The F&A Officer is responsible for fiscal management and planning, human resources, and administrative support systems.

The incumbent oversees financial operations for the unit, including development of annual operating budgets, monthly and fiscal year-end closing, related reporting, and presentation materials for meetings with senior leadership. They will recruit and oversee a new financial manager for the Provost's Office. The position will also manage HR functions for the office including recruitment and hiring assistance, salary administration, leave management, HR policy implementation, and information dissemination. The role will collaborate with the Chief of Staff in executing the office's strategic direction, goals and objectives as well as leading strategic transformation efforts through business process improvement and change management.

Specific Duties & Responsibilities

Financial and Administrative Operations

• Oversee all finance and administrative operations, including space/facilities, human resources, and administrative support systems.
• Lead the development of the Provost's office annual operating budget for submission to the University Administration (UA) business office.
• Prepare and present budget proposals to unit and divisional leadership.
• Provide financial analysis and program planning support to the Executive Vice Provosts. Collaborate with the Chief of Staff and Executive Vice Provosts on long-term planning, as well as analysis and resolution of short-term issues. Suggest solutions and implement decisions.
• Responsible for overseeing all financial and reporting aspects of the office, including the budgets of several vice provosts, the central Provost's Office accounts, and the Provost's discretionary fund.
• Develop plans and monitor operating funds, as well as minor and major capital submissions for the unit.
• Provide direction and oversite in the process of development, preparation and review of budgets from each of the core offices within the Office of the Provost as well as major projects and programs.
• Perform monthly reconciliations to ensure that transactions are complete and accurate.
• Interpret and review financial data to evaluate financial projections to assist leadership in making overall business decisions.
• Implement quality control and process improvements with regard to overall business process.
• Serve as liaison between the Provost's office, University Administration, and divisional finance staff.
• Ensure compliance with administrative actions including monitoring travel, expense reimbursements, procurement cards, etc.
• Establish and implement best practices for administrative operations across the office.
• Oversee general facilities operations and manage projects, as needed.
• Develop new administrative policies and procedures as needed to ensure smooth operation of the unit. Make recommendations to the Chief of Staff and Executive Vice Provosts in the form of decision options.

Staff Management

• Hire, onboard and manage a financial manager for the Provost's Office.
• Ensure that new staff are onboarded with policies and procedures and communicate updates and changes in administrative policies as needed.
• Review, approve and monitor invoices, travel reimbursements, shopping carts, and purchase orders on a day-to-day basis in SAP, in accordance with University policies and procedures.
• Initiate non-payroll cost transfers and e-forms.
• Process and approve ISRs and EAs for new and current employees
• Conduct administrative staff meetings, promote cross-training and provide a forum for information exchange.
• Work with senior leadership on strategic planning for future staffing needs.
• Oversee administrative support for the Office of the Provost.
• Provide direction and training on new technology and processes.

Human Resources (HR)

• Work with managers and HR to develop staff job descriptions for new hires, and restructure current job descriptions for reclassifications of staff positions as needed.
• Provide direction and approval for new positions in consultation with the Chief of Staff and Executive Vice Provosts.
• Manage the appointments, promotions, and reappointments of faculty and staff.
• Work closely with Central HR for appropriate grading and salaries.
• Process requisitions for new hires, and perform other HR-related tasks, e.g., hiring, terminations, salary changes, and performance management.
• Establish and implement best practices for HR processes across the office.
• Monitor and evaluate ongoing staffing needs, with reports to leadership as needed.
• Assist vice provosts and other divisional managers with HR issues.
• Keep all Provost's Office leadership and staff apprised of annual review dates.
• Provide managers with performance appraisal forms and salary increase options as they relate to the fiscal budget.
• Orient all new employees to the Provost's Office, and work with office management to ensure all forms are properly filled out and submitted, and that new employees contact all necessary offices (e.g., Human Resources, Registrar, Parking, Exec Support, J-Card, etc.).

Other

• Efficiently tackle complex, ambiguous problems/situations.
• Conduct self in an exemplary fashion to achieve goals and set example for others within the Provost's office.
• Contribute to building a culture of high performance and a positive employee experience.
• Establish communication channels with staff and faculty to provide advice, assistance, and service that aids them in attaining related objectives.
• Be a source of information for senior leadership and other office personnel.
• Communicate with appropriate internal and external administrative offices to ensure established procedures are followed.
• Recognize where coworkers need assistance and take initiative to help.
• Other responsibilities as assigned.

Special Knowledge, Skills, and Abilities

• Ability to perform routine and complex finance and accounting activities requiring knowledge of systems, independent judgment, and an ability to respond accordingly.
• Strong customer service orientation with internal and external stakeholders.
• Collaborative team player who works to maintain harmonious working relationships with co-workers, peers and supervisors.
• On a regular and continuous basis, exercises administrative judgment and assumes responsibility for decisions, consequences, and results having an impact on people, costs, and/or quality of service within the functional area.
• Ability to manage multiple and competing priorities.
• Must adhere to guidelines regarding honest reporting of sensitive and confidential information.

Supervisory Responsibility

• The position will hire and manage the Financial Manager.

Budget Authority

• Direct oversight/management of $15M budget.
• Secondary oversight/coordination of approximately $40M.

• Bachelor's Degree in Business, Finance, Accounting or other related field.
• Seven years progressively responsible professional-level administrative and financial experience related to monetary or non-monetary resources of a department, center, or unit, including two (2) years financial management experience (e.g., planning, directing, monitoring, organizing, and controlling monetary and non-monetary resources).
• Significant, relevant experience may substitute for degree requirement and/or master's degree in a related field may substitute for required experience, to the extent permitted by the JHU equivalency formula.

Classified Title: Finance & Administration Officer
Job Posting Title (Working Title):Finance and Administration Officer, Office of the Provost
Role/Level/Range: ATP/04/PF
Starting Salary Range: $85,500 - $117,700 Annually (Commensurate with experience)
Employee group: Full Time
Schedule: Monday - Friday, 8:30am - 5:00pm
Exempt Status:Exempt
Location:Hybrid/Homewood Campus
Department name: Office of the Provost
Personnel area: University Administration