Budget Administrator

Job Description

The Budget Administrator is responsible for ensuring that the U.S. military overseas campuses meet all requirements for financial oversight of the campuses and HQ office. The position also provides advisory services and guidance to the Executive Director (ED) and Associate Executor Directors pertinent to financial/budget operations. Must be able to organize, coordinate, and manage activities independently with minimal guidance or supervision. Management of campus budgets to include training and bill payment is required. Provides ED with budgetary reports and requests. Tracks marketing funds and reviews contracts prior to sending to Contracts Office/Chancellor's Office.

Always promotes a positive University image. This position supports and promotes collaboration at every opportunity to support the Executive Director and the Chancellor’s Office. This position would be exempt, full time.

1.        Budget and Expense Reports

• Represent ERAU on behalf of Executive Director at meetings to coordinate budget tasks with WW Budget Office.

• Research cost effective options for VAT free purchases and coordinates payments for purchases, events, and relevant bills.

• Review and approve expense reports as outlined by APPM and Controller’s Office. Follow up with campus and loop in AEDs or supervisors when troubleshooting expense report issues.

• Maintain HQ’s monthly operational funds account. Accomplish necessary banking tasks associated with account.

• Maintain budget and spending for events such as graduation, HQ travel, and conferences. Be prepared to share cost comparisons as needed.

2.        Special Projects

• Review contracts for services and ads prior to liaising with Chancellor’s Office and Contracts Office for processing and signatures. Ensure staff do not sign local contracts.

• Create training materials to educate staff on expense reports for purchases or travel. Collaborate with Director of Training and AEDs on expectations, annual outreach plans, and reoccurring campus office bills as needed.

• Provide support for local events as tasked. Events may include leadership visits, meetings, and graduation planning.

• Engages in meetings to share relevant information and provide meaningful feedback.

• Ensure continuity binder is always current with budget related information, account numbers, and contact details.

• Assist with research for internet or office expenses as needed to consolidate and identify efficient processes.

• Support HQ office with general office maintenance or errands when administrative assistant is not available. May liaise with landlord or cleaning company as needed. Some German language skills is helpful.

Performs other duties or special projects as delegated or assigned by Executive Director or Chancellor’s Office.

Qualifications

• Master's Degree

• 5-10 years of related work experience

Required skills, knowledge, abilities:

• Ability and willingness to work independently and operate effectively in a geographically dispersed environment

• Preferable: experience in higher education administration, training, or human resources

• Ability to work cooperatively with students, staff, and faculty, both face-to-face and at a distance

• Excellent verbal and written communication skills

• Excellent organizational skills

• Ability to maintain a professional demeanor and composure under pressure

• Analytical skills with an in-depth knowledge of information systems and technical expertise with Microsoft operating systems, Access, Excel, PowerPoint, Word, Outlook/email, and Internet end-user applications.