Business Manager, Provost Office

Provost Office Business Manager, Provost Office

The Provost’s Office oversees the College’s 11 undergraduate and seven graduate educational departments, Public Programs, Student Affairs, the Library, Archives and exhibitions. The Provost has broad responsibilities for the planning, development and administration of the college’s educational programs and services. As Chief Academic Officer of the college, the Provost ensures the academic integrity of the college and supports innovations in programs and methods of delivery that respond in a timely manner to a rapidly changing environment. This position is based in the Provost’s Office but serves as a liaison between the Provost, Finance and all educational departments/units. The Provost Office Business Manager applies best practices informed by Generally Accepted Accounting Principles in higher education. This position will serve as a resource and advisor to faculty and staff on matters of policy and administration; provide informational and day-to-day operational support; develop budgets and financial reporting and related business analysis; administers and advises on policies and procedures. Reports to: Associate Provost, Faculty Affairs FLSA status: Exempt

Job posted 11/14/18. Applications will be accepted until the position is filled. Qualified applicants should send cover letter with resume and employment application to and reference “Business Mgr” in the subject line.Applicants responding to posted job openings are asked to include a completed employment application with the application materials listed in the job posting.Download ArtCenter Application


Bachelor’s degree in Accounting, Business, Public Administration, Economics or related field from an accredited college or university 3 years of experience in developing budgets and managing expenditures Experience in preparing financial reports for programs and projects with attention to detail, including excellent organizational and proofreading skills and especially the ability to identify errors in data Advanced communications skills, including ability to prepare professional, written materials and correspondence clearly and concisely, and relate to individuals at management and administrative levels Strong computer skills with Microsoft Office suite Significant experience with administrative processes in the areas of general accounting practices, personnel administration, payroll and purchasing. Strong interpersonal skills with the ability to work independently and collaboratively as part of a diverse and collegial team, and with faculty, staff, students, alumni, and volunteers Ability to prioritize multiple tasks and meet deadlines in a fast-paced environment Strong commitment to excellence in customer service Ability to handle sensitive information with tact and discretion and to hold information in confidence Have a commitment to diversity, and the ability to establish and maintain effective working relationships within ArtCenter’s diverse communities

Preferred Qualifications

Knowledge of Generally Accepted Accounting Principles preferably in higher education Experience with higher education accounting and budgeting within college academic units or other non-profit environments Working knowledge of faculty assignments and contracts Experience with Colleague by Ellucian or similar higher education enterprise resource planning (ERP) data management system

Essential Functions Business Operations — 50%

Calculate full-time faculty overload payments based on contracts and non-instructional loads Assist the provost and chairs in providing information to prepare full-time annual contracts Oversee workflow from academic departments through Enrollment Services to Human Resources and Payroll to ensure proper faculty set up and payments Confirm data with academic departments and Enrollment Services when faculty payroll information is updated Support Department Coordinators and other staff with questions, training, reporting, data validation, error correction, problem prevention, problem solving, etc. as related to Provost Office business practices Schedule and head regular meetings with Department Coordinators, Enrollment Services, Payroll, Public Programs, I.T. and others involved with faculty assignments and payments

Financial Reporting and Compliance — 25% Provide reports and detailed analysis to the Provost, Associate Provost, etc. for stipends, actuals and trends (on demand and scheduled) Develop, implement, and maintain departmental procedures, protocols and internal controls, and continuously monitor and make recommendations to improve college wide processes Meet regularly with departmental chairs to review financial reports and provide input for decision making Analyze and interpret financial data to determine trends and behaviors and effectively communicate this information. Ensure compliance and enforcement of all federal, state and local legal requirements pertaining to payroll, and advise management of needed corrective actions. Verify contract load reports are accurately completed by the academic departments and work with Payroll to ensure proper payment Serve as point of contact for departments and faculty for payroll-related inquiries Exercise sensitivity and discretion in handling confidential information, such as employee salary information

Budget Management — 20%

Provide Provost with analysis to facilitate the management of the overall Provost’s Office budget Produce occasional statistical analyses as needed by senior administration Assist academic departments in developing and managing their individual budgets

Non-Essential Job Functions — 5%

Any other duties as assigned Serve on educational or institutional committees Maintain memberships and active involvement in applicable professional organizations

Mandatory Duty to Report All employees who know or have reason to know of allegations or acts that violate ArtCenter’s Title IX Policy prohibiting discrimination, harassment, retaliation, sexual harassment, sexual misconduct, sexual violence, dating violence, and stalking shall promptly inform the DHR Administrator and Title IX Coordinator, or designee or the Assistant Dean of Students or designee. Faculty with a mandatory duty to report are required to disclose all information including the names of the parties, even where the person has requested their name remain confidential. Pursuant to the California Child Abuse and Neglect Reporting Act (CANRA), all employees who know of or have reason to suspect child abuse or neglect involving alleged victims under age 18 shall promptly inform local law enforcement or the county welfare department. Physical Demands and Working Environment The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions. Environment: Work is performed primarily in a standard office setting with frequent interruptions and distractions; extended periods of time viewing computer monitor; interactions with other individuals. Due to the nature of the work environment, there is regular exposure to fumes, chemicals, dust and noise, and use of goggles, gloves and aprons is necessary when in photo labs. Physical: The position is generally sedentary. Employees sit most of the time, but may need to be mobile or stand for brief periods of time. Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight (occasionally up to 50 pounds); to operate modern office and camera equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information. Vision: Must be able to have the visual capacity to perform activities such as preparing and reading reports, viewing a computer terminal and other normal office work with or without correction. Hearing: Must be able to communicate effectively in the course of normal office communication or exchange ideas with or without correction.   The above statements are intended to describe the general nature and level of work performed by the employee assigned to this job; they do not purport to describe all functions. Employees may be assigned other duties, and the essential functions may be changed from time to time as necessary. ArtCenter College of Design is committed to excellence through the establishment of a diverse faculty and staff that best represents our student body and its surrounding communities. The College considers qualified applicants for employment without regard to race, color, religion, national origin, age, gender, gender identity/expression, sexual orientation, genetic information, medical condition, marital status, veteran status, or disability. Applicants who wish to request an accommodation for a disability may contact the Human Resources Department at (626) 396-2270.

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