St. John’s, established in 1870, has three New York City campuses; international locations in Rome, Italy; Limerick, Ireland; and Paris, France; and study abroad locations around the world. The Princeton Review and other top rankings consistently recognize the University’s outstanding academics, diverse student body, dynamic internship, and volunteer opportunities, focus on student life, and diverse study abroad offerings. St. John’s University offers more than 100 undergraduate and graduate programs in its six colleges and schools, with a growing number of programs offered online. The University is accredited by the Middle States Commission on Higher Education and 12 other major academic and professional associations. 

A dedication to diversity, equity and inclusion is at the heart of our mission.  As a Catholic and Vincentian university, St. John’s is committed to institutionalizing practices of inclusive excellence to ensure that we welcome and celebrate the intrinsic worth of all members of our community.  We will become an even stronger university as we enhance equity at every level of our institution. Our graduates will excel in the competencies and values needed for leadership and service in a rapidly evolving world.

Department: School of Education

Specific Job Title: Budget and Planning Coordinator

Reports to: Associate Dean of Innovation and Partnerships and Director of Planning, Budget and Assessment

Campus: Queens

Job Summary:

Reporting to the Associate Dean of Innovation and Partnerships and the Director of Planning, Budget and Assessment, this position will assist in the day-to-day operations of The School of Education (TSOE). The coordinator will work on multiple projects and is responsible for maintaining an efficient, organized, and confidential environment. The candidate must be able to communicate professionally and effectively on behalf of the School of Education's Dean's Office.

Essential Functions:

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Partnerships and Marketing:

• Provide outreach and maintain communication with local partnerships, including local schools, foundations, government agencies, and dioceses
• Review, maintain, and monitor appropriate TSOE records (including, but not limited to, partnership contact information, grant deadlines, etc.)
• Develops digital outreach/marketing materials for select initiatives and programs.
• Provide technology support for scheduled events (schedule appropriate IT requests, set up and troubleshoot technology in advance of events, etc.)
• Builds strong internal campus relationships with faculty, grant managers, and other supporting offices while gaining a thorough understanding of university research, recruitment, and planning policies.
• Maintain a calendar for team members, team projects, and applicable events
• Develop and maintain data reports using multiple platforms to support partnership tracking
• Prepare detailed meeting minutes
• Reserve University space for meetings and special events using the University's space reservation system
• Coordinate catering requests for partnership events
• Post and distribute notices, or relevant information for TSOE community members

Budget and Planning:

• Assists the Director of Planning, Budget, and Assessment with all aspects of TSOE's annual operating budget development process.
• Monitors the accuracy of all financial transactions processed in the school operating budget.
• Prepares and submits electronic check requisitions, manual check requisitions, purchase orders, and wire transfers for all Dean's Office related expenses. Ensures all required documentation is uploaded to Banner or forwarded for processing. Prepares new vendor requests when necessary.
• Reviews and approves School and department supply orders.
• Assists with year-end processes by ensuring all payments and purchases for the current fiscal year are completed by the fiscal year-end deadline for the Dean's Office and TSOE departments. Processes budget transfers to assist departments with payments.
• Prepares accrual worksheet for any missing invoices and submits to Director of Budget, Planning, and Assessment for review and approval and then submits it to Business Affairs by the deadline.
• Serves as point person to assist faculty, administrators and staff in preparation of their university expense reports within the SAP Concur application.
• Reviews and approves faculty and student travel reimbursement submission for accuracy and policy compliance. Works with department staff when issues arise.

Payroll and Personnel:

• Enters electronic personnel files via university system relating to student worker pay, student worker Banner access, full-time faculty overloads, full-time faculty summer sessions salary, and one-time stipends for approval by the Director of Planning, Budget, and Assessment
• Prepares adjunct assignments sheets for all departments each semester. Ensures rank and pay is updated and accurate on all sheets. This is the basis for each department to establish the part-time faculty hire contract and to provide the information for submission to the University system for payment.
• Conducts payroll review and works with payroll regarding any discrepancies.
• Manages the college overall report related to part-time faculty hires by department, semester and salary. Each semester reconciles reports and posts actual payroll payments. Follows up with HR Payroll about any discrepancies.
• Prepares the part-time faculty assignment sheets for each department. Ensure part-time faculty salaries each semester align to promotions and collective bargaining ratified increases.
• Assists Department Chairs with new hire process and trains new Department Staff. Prepares and submits the necessary paperwork to request access to the applicable university systems to fulfill their responsibilities.
• Works with Design & Construction (D&C) and other departments to prepare offices and labs for all faculty. Assists with communication between departments and D&C for items such as signage, furniture, move, request forms and construction dates.
• Monitors student worker and GA hours and approves time sheets.

Additional Responsibilities:

Acts as liaison between Department Staff and other departments such as Accounts Payable, Business Affairs, IRB, IT, HR, Payroll, Design & Construction, and others to minimize confusion and facilitate problem solving.

Competencies:

Interpersonal Communication:

Excellent verbal and written communication skills, with the ability to build rapport and effectively convey information to students, faculty, and staff.

Problem-Solving and Decision-Making:

• Analytical Thinking: Strong analytical skills to assess needs, identify academic issues, and develop appropriate intervention strategies.
• Decision-Making: Capable of making sound, ethical decisions based on school's needs, academic policies, and available resources.

Organizational Skills:

• Time Management: Ability to prioritize tasks, manage multiple responsibilities, and meet deadlines in a fast-paced environment.
• Attention to Detail: Meticulous in maintaining accurate records, tracking progress, and ensuring compliance with St. John's University policies.

Technological Proficiency:

Software: Proficient in using information systems, software, and other relevant technology to manage data. Should also be proficient or willing to learn how to use design programs.

Collaboration and Teamwork:

Team Collaboration: Committed to ongoing professional development to stay current with best practices.

Cultural Competency:

Diversity and Inclusion: Demonstrates cultural competency and sensitivity in working with a diverse population, promoting an inclusive and supportive environment.

Reporting and Documentation:

• Assist in the maintenance of accurate and confidential records and documentation.
• Assist in the submission of reports on budgeting, planning, and assessment, outcomes, and team performance to St. John's University administration.

Collaboration and Coordination:

• Collaborate with other departments and units.
• Represent the School of Education in St. John's University committees, working groups, and other forums as needed.

Environmental Conditions:

• The primary work environment is a typical office setting within The School of Education.
• This is an on-campus position five days a week.

Position Type/Expected Hours of Work:

• The standard work schedule is Monday-Friday, 8:30am-4:30pm.
• Occasional evening or weekend work may be required to meet the demands of the role.

Travel:

Occasional travel to off-campus sites for professional development opportunities, such as attending conferences, workshops, and training sessions.

Required Education and Experience:

• A bachelor's degree.
• A minimum of 3 years of administrative experience related to the position's job duties.

Preferred Education and Experience:

• Proven experience in budget work in higher education settings.
• Demonstrated experience in budget, HR, or assessment.

Additional Eligibility Qualifications:

• Strong written and oral communication skills.
• Proven ability to build and maintain positive relationships with a diverse range of stakeholders, including faculty, staff, and administration.

Other Duties:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time, with or without notice.

In compliance with NYC’s Pay Transparency Act, the annual salary for this position is $64,350. St. John’s University considers factors such as (but not limited to) scope and responsibilities of the position, candidate’s work experience, education/training, key skills, internal peer equity, as well as market and organizational considerations when extending an offer.  

This position may be relocated to any of St. John’s University’s physical locations at any time. 

St. John’s offers a competitive compensation program which is commensurate with your qualifications, experience, and contingent upon the departmental budget. We also offer an extremely comprehensive benefits program to meet the diverse needs of our workforce. Along with exceptional benefits such as medical, dental, life insurance, long term disability insurance, tuition remission, generous 403(b) employer contribution, employee assistance program, and liberal paid time off policies, faculty and staff can also enjoy St. John’s performing arts, libraries, bookstores, dining facilities, campus recreation and sporting events 

Any offer of employment is subject to receipt by St. John’s University of satisfactory references, verification of employment and education. 

St. John’s University is an Equal Opportunity Employer. All qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected veteran status, or any other characteristic protected by law.