Business Operations Manager

$55,000 - $63,000/Yr

University of North Carolina - Winston-Salem, NC

Full-time - Mid Level

Winston-Salem, NC

Educational Services

About the position

The Business Operations Manager at the University of North Carolina School of the Arts (UNCSA) plays a crucial role in supporting the Office of Advancement, which is dedicated to fostering relationships with alumni, volunteers, and philanthropic partners. This position is integral to the financial and operational management of the department, ensuring that all financial activities align with the university's mission and strategic priorities. Reporting directly to the Associate Vice Chancellor of Advancement, the Business Operations Manager will oversee financial analysis, budget planning, and forecasting, serving as the backbone of the Advancement Department. In this fast-paced environment, the Business Operations Manager will be responsible for managing both State and Foundation budgets, ensuring compliance with applicable spending policies. This includes compiling budget status reports, monitoring monthly lapsed salaries, and assisting in the annual budgeting process. The role also involves reviewing and approving expenses submitted by Advancement staff, providing budget projections, and liaising with various university offices such as the Budget Office and Accounts Payables to address any financial issues that arise. Additionally, the Business Operations Manager will coordinate all departmental hiring and termination paperwork, manage IT needs, and serve as the primary contact for purchasing services. This position requires a strong analytical mindset, attention to detail, and the ability to meet deadlines, as well as a commitment to enhancing departmental procedures and policies. The standard work schedule is Monday to Friday from 8:00 AM to 5:00 PM, with some evenings and weekends required for advancement events.

Responsibilities

• Manage State and Foundation budgets within applicable spending policies.
• Compile and run budget status reports on an as-needed basis.
• Monitor monthly lapsed salary for operations.
• Assist in annual budgeting process and HR functions for Advancement.
• Ensure that the UNCSA Foundation budget lines are in line with actual expenses.
• Review and approve all expenses submitted by Advancement staff.
• Provide budget projections.
• Liaison with Budget Office, Accounts Payables, Payroll and Controllers offices as necessary on issues pertaining to advancement.
• Filter all departmental invoices to necessary destination (Foundation or State A/P).
• Complete all state requisitions, RFQs and sole source documentation for purchasing services.
• Complete annual insurance renewal processes.
• Keep records on all off-campus equipment, including cell phones, laptops and tablets.
• Compile and route contracts and Professional Services Agreements (PSA).
• Process Travel Authorizations and Reimbursements for Gift Officers.
• Reconcile P-card charges for Gift Officers.
• Maximize use of services for efficiency and budgeting.
• Update and train staff on available services as needed.
• Manage departmental log-in access to 3rd party accounts.
• Manage organizational memberships and subscriptions.
• Audit the use of memberships, subscriptions, professional development.
• Coordinate all departmental hiring/termination paperwork for full-time employees.
• Coordinate hiring and renewal of temporary contracts.
• Coordinate and serve on Advancement search committees.
• Complete Independent Contractor documentation for certain Vendors.

Requirements

• Bachelor's degree in business administration, public administration, or related business area; or equivalent combination of training and experience.
• Experience with Blackbaud Raiser's Edge and/or Financial Edge preferred, but not required.
• Experience with Ellucian Banner preferred, but not required.
• Previous management experience and accounting certification preferred, but not required.
• Previous experience working with financial resources within the State of NC system preferred.

Nice-to-haves

• Strong analytical skills and attention to detail.
• Facility with numbers and budgets.