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Budget and Operations Manager

Company: University of Southern Mississippi
Location: Long Beach
Posted on: February 22, 2021

Job Description:

The University of Southern Mississippi is currently accepting applications for the position of Budget and Operations Manager. Location Gulf Park

730 East Beach Boulevard
Long Beach, Mississippi, 39560
United States Division GP Physical Plant Administration Position Type Staff Employment Status Full Time Grant Funded No Salary Range 40,000.00 - 40,000.00 Posting Close Date 02/15/2021 Job Summary
Manages the day-to-day business operations including all aspects of the budget, departmental inventory and record keeping, fleet maintenance and key management, departmental purchasing, accounts payable, and coordinating services with vendors. Supervises shipping and receiving staff for the Gulf Park Campus. This position is considered essential personnel as it serves as the liaison with FEMA and the Gulf Park campus and is responsible for coordinating all campus projects and expenditures in the event of an emergency. Primary Duties and Responsibilities 1. Administers, manages and organizes all financial data, records, and expenditures of funds for all departments within the Gulf Park Physical Plant operations throughout each fiscal budget year. Reviews, analyzes and interprets all Monthly Detail Reports for each department's budget within the Physical Plant. Researches and reconciles all discrepancies and reports adjustments to the Controller's office. Establishes in-depth and detailed budgetary reports for the purpose of monitoring and tracking spending within each of the Physical Plant department's budgets. Works jointly with Director of Physical Plant to develop a comprehensive annual budget and assures execution for planned fiscal year while serving as Signature Authority on all Gulf Park Physical Plant budgets. Creates all remittance vouchers for outgoing disbursements, validates and submits invoices to accounts payable, and ensures all vendors and GP utilities are paid in a timely manner. 2. Initiates or reviews all procurement requests for vehicles, equipment, services, furniture and other items as needed. Ensures justification of requested items meet criteria for expenditures. Negotiates with vendors to determine best pricing for goods and services. Creates and manages all Purchase Orders and Pcard transactions for departmental purchases. Coordinates delivery of goods or scheduled work with vendors and Physical Plant staff. Maintains record keeping system for the maintenance of all Gulf Park Physical Plant fleet. Oversees the key management system for the distribution of all keys to GP personnel. 3. Manages and maintains Physical Plant inventory and all Gulf Park common inventory and equipment within all campus spaces and buildings. Coordinates with all departments to ensure that inventory records of all common furniture and equipment are accurate. Assigns property loan agreements to designated staff. Ensures internal control of property by conducting property inventories periodically. Represents the Gulf Park Physical Plant during inventory audits conducted by the University and/or state agencies. Supervise staff responsible for assisting in inventory management. Serves as liaison for GP Campus and Property Control for all surplus items and coordinates the transfer of these items. 4. Applies wide knowledge of management principles and administrative practices and procedures to assist and advise Director of Physical Plant on administrative matters concerning the day-to-day operations of the department. Establishes and maintains departmental policies. Manages Shipping and Receiving operations for the campus and serves as direct supervisor to Logistics Coordinator and Mail Distribution Specialist. 5. Processes personnel action forms for all Physical Plant personnel; manages all aspects of the applicant tracking system from posting vacancies, scheduling and participating in interviews, offer letters and hiring. Initiates first report of injury forms as needed. Maintains and updates new hire departmental orientation checklist and conducts orientation with new employee and coordinates with HR for University orientation. 6. Consults with the Director of Physical Plant in Emergency Preparedness for the campus and the coordination of needed activities in the event of an emergency. Serves as a member of the Physical Plant Essential Personnel and helps to manage all post emergency recovery efforts. This position serves as the liaison with FEMA and the Gulf Park campus and is responsible for coordinating all campus projects and expenditures in the event of an emergency and will maintain all financial data and upload all documentation in the FEMA grants portal. Performs all other duties as assigned. Minimum Qualifications -- Bachelor's degree in Business, Accounting, Human Resources or a related field from an accredited institute of higher education. Minimum of five years in purchasing, accounting, human resources, and/or inventory control and related experience.
Knowledge, Skills & Abilities

  • Working knowledge of purchasing and accounting software and of Microsoft Office.--
  • Business Strategy & Acumen: Understands higher education and can use industry/professional terminology fluently. Thinks strategically and seeks to align department services and goals with institutional strategic goals. Asks critical questions to delve to root cause to identify solutions. Understands the interconnection of decisions, actions, outcomes and measures.
  • Professional Knowledge and Application: Takes initiative to develop and apply professional knowledge and skills in order to enhance individual effectiveness and improve organizational performance. Creates opportunities to apply new learnings and best practices into innovative solutions that positively impact results. Seeks opportunities for development for both self and the team.
  • Business Execution: Leverages professional expertise and University knowledge to assess areas of opportunity, identify solutions and effectively execute the plan. Demonstrates a high level of planning and organizational skills and the ability to move projects forward to completion. Self-motivated and accountable for results. Seeks advice and input from others and recognizes when to escalate issues or seek help.
  • Communication: Demonstrates the ability to deliver accurate, concise and quality communication (verbal and written) in a timely manner. Encourages an open exchange of ideas and differing perspectives. Adapts communication style to meet the needs of diverse audiences and situations. Listens to understand others. Provides quality feedback.
  • Relationship Management: Works to build and manage productive relationships with peers, leaders and customer groups. Effectively engages and interacts with others to collaborate and provide value-added support that enhances department results and team effectiveness. Affects outcomes and direction of customer's decisions through effective relationships, trust and credibility.
  • Leadership: Demonstrates an openness and flexibility towards new ideas and concepts and effectively influences or facilitates during times of change. Helps others become more effective through development and coaching. Utilizes candid feedback, knowledge, resources and opportunities to improve the performance of others and to increase their contributions. Sets clear expectations for performance, provides meaningful feedback, holds employees accountable and recognizes successes. Preferred Qualifications Five to seven years in purchasing, accounting, human resources, and/or inventory control and related experience. Supervisory Responsibilities
    Supervisor of Shipping and Receiving:--
    Logistics Coordinator (1)
    Mail Distribution Specialist (1) About The University of Southern Mississippi
    The University of Southern Mississippi (USM) is a comprehensive public research institution delivering transformative programs on campuses in Hattiesburg and Long Beach, at teaching and research sites in central and southern Mississippi, as well as online. Founded in 1910, USM is one of only 130 universities in the nation to earn the Carnegie Classification of Institutions of Higher Education's "R1: Doctoral Universities - Very high research activity" designation, and its robust research enterprise includes experts in ocean science and engineering, polymer science and engineering, and sport venue safety and security, among others. USM is also one of only 40 institutions in the nation accredited in theatre, art and design, dance and music. As an economic driver, USM generates an annual economic impact of more than $600 million across the state. USM welcomes a diverse student body of approximately 15,000, representing 71 countries, all 50 states, and every county in Mississippi. USM students have collected four Truman Scholarships and 36 National Science Foundation Graduate Research Fellowships, while also leading Mississippi with 24 Goldwater Scholarships, an honor that recognizes the next generation of great research scientists. Home to the Golden Eagles, USM competes in 17 Division I sports sponsored by the National Collegiate Athletic Association (NCAA). For more information, visit --www.usm.edu . As an Affirmative Action/Equal Employment Opportunity employer/Americans with Disabilities Act institution, The University of Southern Mississippi encourages minorities, women, veterans and persons with disabilities to apply.

Keywords: University of Southern Mississippi, Long Beach , Budget and Operations Manager, Executive , Long Beach, California

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