Coordinator Budget & Finance School of Arts & Design - School of the Arts & Design-Music

TITLE

Coordinator, Budget & Finance for the School of Arts & Design

JOB SUMMARY 

Provides high-level professional support for budget and administrative operations within the School of the Arts & Design. Acts as the first point of contact for the Division of Music by greeting visitors and answering the main phone line. Responsibilities include the management of daily financial activities and support for business operations. Prepares and maintains financial records, including monthly reports, budget requests, and formal revisions; ensures compliance with university, state, and federal policies. Oversees travel, purchasing, payroll, and grant-related processes. Assists with the development and interpretation of policies and procedures related to business functions. Serves as a key resource for staff across the school, providing guidance on budgetary and personnel processes. Performs administrative tasks requiring independent judgment, initiative, and familiarity with both School-level and University-wide operations. Work is performed under general supervision and evaluated based on the effective completion of assignments and adherence to university policies and procedures.

 ORGANIZATIONAL RELATIONSHIPS

Reports to:      Director, School of the Arts & Design and Head, Division of Music   

Supervises:     May supervise clerical employees and Student Assistants   

ESSENTIAL DUTIES - May include, but not limited to the following:

• Manages daily financial activities within the School of the Arts & Design, including procurement, purchasing, requisitions, and travel; ensures compliance with university policies and procedures, state, and federal regulations.
• Manages accounts under the management of the Director.
• Prepares, in conjunction with the Director, budget requests, operating budgets, and formal budget revisions as required.
• Designs and implements template for monthly budget reports in conjunction with the Director; coordinates internal budget management documents with the automated financial reporting systems of the university.
• Prepares monthly budget reports and maintains them in an accessible location for School records.
• Coordinates School of the Arts & Design Faculty Enhancement Grants.
• Prepares Higher Education Funding (HEF) requests.
• Posts accounting information; prepares summary reports and projections.
• Assists Administrative Assistants and Business Managers within the five divisions of the School of the Arts & Design with budgetary management as needed.
• Serves as the first point of contact for visitors in the Music office.
• Answers the Music phone line and email address and directs inquiries as appropriate.
• Initiates and coordinates the clerical and secretarial functions required in effective implementation of administrative policies of an administrative unit.
• Assists in development and interpretation of policy and procedure for business-related functions.
• Prepares accurately and timely all personnel and payroll-related forms, periodic reports, and office schedules.
• Prepares letters, reports, forms, and other materials from notes, rough drafts, or dictation.
• Maintains confidential records and central personnel files for the department.
• Advises departmental personnel of current State of Texas policies and procedures prior to travel.
• Assembles and organizes materials used by the supervisor in completing work assignments.
• Relieves immediate supervisor of many contacts requiring interpretation of policy and procedures.
• Performs specialized functions or work of a difficult and demanding nature.

ADDITIONAL DUTIES

• Performs other duties as requested.

EDUCATION 

Bachelor’s degree in related field required. Related experience may substitute for the required degree on a two-for-one-year basis.

EXPERIENCE

Four years of progressively responsible job-related experience is required. 

REQUIREMENT

Regular and reliable attendance at the University during regular scheduled days and work hours is an essential function of this position.  

All employees share the responsibility of maintaining information security and privacy requirements within the university by adhering to Federal and State regulations, and TWU Policies & Procedures.

KNOWLEDGE, SKILLS, AND ABILITIES - The following are essential:

• Working knowledge of office practices and methods.
• Ability to perform mathematical calculations and/or verify information accurately.
• Ability to coordinate work with other employees, providing direct instruction or supervision as assigned.
• Ability to organize work effectively, conceptualize and prioritize objectives and exercise independent judgment based on an understanding of organizational policies and activities.
• Ability to establish and maintain effective work relationships with students, faculty, staff,and the public.
• Ability to communicate effectively orally, by phone, in person, and in writing.
• Ability to represent the department and University in a friendly, courteous, and professional manner.
• Ability to use a personal computer and other office equipment, including related university software and email.

PHYSICAL DEMANDS

The physical demands described in the Essential Duties and below are representative of those that must be met by an employee to successfully perform the essential duties of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.

The employee may be required to travel.

WORK ENVIRONMENT

All employees are responsible for maintaining an environment that is free from discrimination, intimidation, harassment, including sexual harassment. Work is normally performed in a typical interior work environment. 

SAFETY

TWU promotes a safe working environment. Employees are responsible for completing assigned tasks safely and efficiently, and supervisors are responsible for creating and maintaining a safe work environment. Employees must report any unsafe work conditions or practices, as well as any near-miss incidents, to their supervisor and Risk Management. Supervisors and employees should ensure that injury/accident reports are submitted to the Office of Human Resources and Risk Management within 24 hours of the incident.

The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

Texas Woman’s University strives to provide an educational environment that affirms the rights and dignity of each individual, fosters diversity, and encourages a respect for the differences among persons. Discrimination or harassment of any kind is considered inappropriate.

Texas Woman’s University is committed to equal opportunity in employment and education and does not discriminate on the basis of race, color, religion, gender, sex, sexual orientation, ethnic origin, age, veteran’s status, or against qualified disabled persons.

All positions at Texas Woman’s University are deemed security sensitive requiring background checks.

If you are a male between the age of 18 and 25, federal law requires that you must be registered with the U.S. Selective Service System, unless you meet certain exemptions under Selective Service law. Under HB 558, enacted by the 76th Texas State Legislature, if you are currently of the age and gender requiring registration with Selective Service, but knowingly and willfully fail to do so, you are ineligible for employment with an agency in any branch of Texas state government.  For additional information regarding registration or status, you can contact the Selective Service System at 847-688-6888 or www.sss.gov.