Business Operations Manager

Reporting to the Associate Vice Chancellor of Advancement, this position is the backbone to the Advancement Department and will provide financial analysis, budget planning, and forecasting. This position will be responsible for all departmental billing/payments, contracts, purchase orders and matters related to finances for both State and Foundation funds. The Business Operations Manager will provide daily operational support and overall budget management leadership while serving as the departmental HR expert. This position will assist with policy development & interpretation and will be responsible for reviewing and enhancing procedures that impact the team as needed.

Financial Management

• 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, including:
• Journal Entries to move expenses
• Spending guidelines
• Travel registration coordination
• Filter all departmental invoices to necessary destination (Foundation or State A/P)

Purchasing:

• Liaison with purchasing departments to clarify procedure as necessary
• Primary departmental P-Card coordinator for weekly P-Card reconciliation
• Complete all state requisitions, RFQs and sole source documentation
• Purchasing services for Advancement.
• Complete annual insurance renewal processes
• Keep records on all off-campus equipment, including cell phones, laptops and tablets.
• Annual inventory of building contents (furniture, supplies and equipment)
• Compile and route contracts and Professional Services Agreements (PSA)

Advancement Services

• 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
• Provide budget portion for annual VSE Report

Human Resources

• 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 (designers and photographers in particular)

Information Technology:

• Point of contact for all departmental IT needs
• Coordinate campus computer refresh process
• Coordinate all computer set up needs for new hires
• Manage departmental cellphone and credits, as well and annual certification