Budget Manager

Summary

Job Category:: Budgeting
Job Title:: Budget Manager

Job Category Definition:: This specialty provides input, guidance and recommendations to facilitate fiscal decisions of University officers and trustees using analysis of historical trends, complex performance indicators, bench-mark data, and projection methodologies. Functions include developing, implementing, monitoring and controlling the University’s annual operating budget, creating forecasts for expected expenses and income including University-wide tuition revenue projections, serving as the University’s primary office for complying with external reporting requirements and acting as liaison with national organizations, peer institutions, and state and federal government agencies. These same responsibilities may also relate to department or unit level operations.
Job Title Definition:: The Budget Manager proactively leads employees and supports diversity through hiring, retention, and promotional activities; ensures established standards of continuous quality improvement are met; and provides leadership for outstanding customer service at all levels of the organization. Defines goals for future organizational performance and decides on the tasks and use of resources needed to attain them; communicates goals to employees throughout the unit or organization; and uses influence to motivate employees to achieve organizational goals; ensures operational and strategic direction and accountability; links unit operations to strategic objectives; exercises authority for unit policy and procedures and operational decisions for departments; influences organizational and community relations to develop and achieve strategic goals and manage customer relations. Duties are performed at various levels within the defined title.
Working Conditions:: Specific physical requirements and effort are outlined in Job Responsibilities Worksheet (list of essential job duties and responsibilities specific to a particular job at the unit level) in accordance with the Americans with Disabilities Act of 1990 (ADA).
Other Requirements:

Levels

Level 1
Level 2
Level 3
Level 4
Level 5

Level 1

There is currently no Level 1.

Level 2

There is currently no Level 2.

Level 3

Level Details
Job Code	Salary Band	FLSA Status
ACBU9003	M	Exempt

Level 3 positions typically demonstrate proficient ability in work design, project management, financial planning and development of goals for accomplishing difficult unit assignments; demonstrate awareness of emerging trends, and changes in employment regulations, policies and procedures to proactively address issues; review completed work of others for conformity to policy, and effectiveness of approach; delegate more advanced tasks to others; facilitate optimal group dynamics and evaluate employee performance on difficult work assignments and recommend appropriate developmental opportunities; develop and implement practices that promote a culture of diversity, safety, and environmental consciousness and that is conducive to effective relationships among diverse groups of employees; use diplomacy and advanced communication skills in unstructured settings; modify, adapt, or refine guidelines, if necessary, to resolve issues or problems; develop, evaluate, enhance, and/or implement quality improvement practices, processes, procedures, or policies that have an impact on unit operations.

Typical Education & Experience
4+ years related experience Master’s Degree or higher Or an equivalent combination of education and experience

Typical Work Duties
Responsible as assigned for major components of nearly all facets of the Budget Group activities; participate in the conceptual development of the various budget processes and specifications for all projects Administer University budget process and conduct budget planning and development leading to the formulation of the initial operating budget; evaluate budgetary proposals, analyze performance, and formulate the basis for the development of alternative scenarios of the future prospects of both income and expense Prepare and develop significant analyses on various budget planning proposals for the President and the Budget Task Force in support of the University’s strategic planning process and the budget development process Participate in the planning and implementation of the annual initial operating budget, including salary increase planning and processing, tuition income forecasting and analyses, and budgetary allocations and reallocations; prepare executive summaries and detailed control schedules for the various phases of the budget processes Participate in the design of systems and instructions for the preparation of budget plans, requests, and proposed operating budgets by individual budget administrators Assist in the development of justification and explanatory material and strategy suggestions for use by the President in testimony and negotiations relating to the annual requests for State appropriations Participate on ad hoc committees for the development and refinement of budget related processes including computer systems development Serve as a member of the senior management staff of the office to determine office policy, project priorities, and staff assignments Act as the University’s representative to the American Association of Universities Data Exchange (AAUDE) Coordinate office operations necessary for compliance for report requirements Determine applicability of existing University policy with regard to specific requests for information Evaluate compatibility and consistency of PA Department of Education (PDE) data requirements with regard to the requirements of the federal government; coordinate problems with PDE and the National Center for Educational Statistics (NCES) Evaluate compatibility and consistency of data requirements with regards to the Commission on Higher Education of the Middle States Association of Colleges and Schools Establish and maintain consultative relationships with counterparts at NCES, PDE, and at peer institutions Recommend and enforce policy on the release of and access to confidential and sensitive University data Represent the University Budget Officer and Associate Director for Budget and Reporting in matters of judgment pertaining to responses to federal, state, and other agencies; act in matters as delegated in their absence Supervise assigned staff; recommend salary increase amounts, promotions, and workload priorities and projects; prepare and administer performance evaluations

This profile is intended to indicate the kinds of tasks and levels of work difficulty that will be required of positions in this job title and should not be construed as declaring what the specific duties and responsibilities of any particular position shall be. It is not intended to limit or in any way modify the right of any supervisor to assign, direct, and control the work of employees under his/her supervision. The use of a particular expression or illustration describing duties should not be held to exclude other duties not mentioned that are of a similar kind or level of difficulty.

Level 4

Level Details
Job Code	Salary Band	FLSA Status
ACBU9004	N	Exempt

Level 4 positions typically demonstrate advanced skills in budget management, business development, communications, and leadership and execution of objectives critical to unit's success; provide detailed plans for changes to specific policies and procedures that may result from trends and changes in overall direction of functional and/or organizational responsibilities; monitor completed work of others to ensure soundness of approach, effectiveness in meeting requirements, the feasibility of recommendations and adherences to requirements; evaluate and enhance practices that promote a strong commitment to inclusionary practices which support diversity, safety, and environmental consciousness throughout the University; demonstrate diplomacy in persuading and influencing a variety of people to achieve results; resolve complex, controversial or unprecedented issues and problems, and demonstrate sound judgment by considering values, risks, impact and implications of actions throughout organization; set clear expectations and hold management team accountable for effectively coaching, mentoring and motivating their respective staffs; develop, evaluate, enhance, and/or implement quality improvement practices, processes, procedures, or policies that have an impact on University operations.

Typical Education & Experience
8+ years related experience Master’s Degree or higher Or an equivalent combination of education and experience

Typical Work Duties
Responsible for maintaining the continuity of the operation of the University Budget Office in the absence of the University Budget Officer and ensuring timely responses to inquiries and research request initiated by senior University officers, and for the supervision of senior management staff within the University Budget Office Responsible for the planning and direction of internal and external reporting; liaison with federal and state government agencies for interpretation of and advice on mandatory reporting requirements; certification of the consistency and integrity of all institutional data released for the University and the coordination of all information requests Direct the conduct of the budget planning and development process leading to the formulation of the initial operating budget, the appropriation request, and the capital and program requests; evaluate budgetary proposals; analyze performance, and formulate the basis for the development of alternative scenarios and the future prospects of both income and expense Under the guidance of the University Budget Officer, prepare the agenda materials for the meeting of the President’s Budget Task Force and other senior officers’ meetings, and direct, design, development, and assembly of analytical materials in support of the annual planning and budget process, the strategic planning process, legislative hearings, and budget presentation to the Board of Trustees Serve as a member of the senior management staff of the office to determine office policy, project priorities and staff assignments Evaluate existing policies and procedures relating to resource management and budget; receive, review and critique proposed changes from senior management staff and submit to the University Budget Officer Confer with the University Budget Officer to discuss analysis of activities, costs, budgets, and forecasts to determine changes required to continue effective and efficient operations that support University goals Monitor and interpret the external environment to include legislative activities and laws affecting budget and resource analysis activities and responsibilities; develop and implement such programs, as necessary, to insure University compliance Supervise assigned staff; recommend salary increase amounts, promotions, and workload priorities and projects; prepare and administer performance evaluations

Level 5

Level Details
Job Code	Salary Band	FLSA Status
ACBU9005	O	Exempt

Level 5 positions typically demonstrate awareness of broad issues and management trends and evaluate the impact of policy and procedure changes and adjust accordingly; apply management principles to ensure optimal performance throughout organization; ensure appropriate skills are developed and maintained at all levels of responsibility and realign staff responsibilities to meet desired changes in organization and/or University mission; develop plans, practices and efforts to ensure optimal support or diversity, safety, and environmental consciousness throughout the University; demonstrate high level of diplomacy in persuading and influencing a wide variety of people at various levels and locations to achieve results; develop and implement solutions to highly complex and often controversial problems that may have University-wide impact and establish new precedents for solving problems; develop and articulate broad goals and objectives for unit with multi-functions or University-wide impact; develop, evaluate, enhance, and/or implement quality improvement practices, processes, procedures, or policies that have a strategic impact on University operations.

Typical Education & Experience
12+ years related experience Master’s Degree or higher Or an equivalent combination of education and experience

Typical Work Duties
Approve the University annual appropriation, capital, and program requests to the Commonwealth, including the preparation of related summaries, analyses and background materials Represent the University Budget Officer in contact with the President’s staff, other University administrative officers, officials of the State and Federal Government, and other institutions as required Responsible for maintaining the continuity of the operation of the University Budget Office in the absence of the University Budget Officer and ensuring timely responses to inquiries and research request initiated by senior University officers, and for the supervision of senior management staff within the University Budget Office Responsible for the planning and direction of internal and external reporting; liaison with federal and state government agencies for interpretation of and advice on mandatory reporting requirements; certification of the consistency and integrity of all institutional data released for the University and the coordination of all information requests Direct the conduct of the budget planning and development process leading to the formulation of the initial operating budget, the appropriation request, and the capital and program requests; evaluate budgetary proposals; analyze performance, and formulate the basis for the development of alternative scenarios and the future prospects of both income and expense Under the guidance of the University Budget Officer, prepare the agenda materials for the meeting of the President’s Budget Task Force and other senior officers’ meetings, and direct, design, development, and assembly of analytical materials in support of the annual planning and budget process, the strategic planning process, legislative hearings, and budget presentation to the Board of Trustees Serve as a member of the senior management staff of the Office to determine office policy, project priorities and staff assignments Evaluate existing policies and procedures relating to resource management and budget; receive, review and critique proposed changes from senior management staff and submit to the University Budget Officer Confer with the University Budget Officer to discuss analysis of activities, costs, budgets, and forecasts to determine changes required to continue effective and efficient operations that support University goals Monitor and interpret the external environment to include legislative activities and laws affecting budget and resource analysis activities and responsibilities; develop and implement such programs, as necessary, to insure University compliance Supervise staff from all the departments of the University Budget Office; recommend salary increase amounts, promotions, and workload priorities and projects; prepare and administer performance evaluations