Temporary Academic Affairs Budget and Operations Specialist

Reporting to the Associate Provost for Budget and Personnel, the Temporary Budget and Operations Specialist supports financial and administrative operations across Academic Affairs.

The position manages assigned budget and financial activities, provides operational support to academic departments and Administrative and Accounting Assistants, coordinates recruitment and staffing activities, and shares supervisor responsibilities of two Accounting Specialists with the Associate Provost.

Responsibilities include:

Fiscal Management and Budget Operations

• Manage Academic Affairs operating and capital budgets for computing and non-computing purchases within assigned authority.
• Approve pcard applications and travel advances within delegated authority.
• Review monthly academic department spending and process or approve vouchers, journals, and budget transfers within delegated authority.
• Support Cost Center Manager responsibilities and review financial transactions within delegated approval authority.
• Create and maintain faculty research budget accounts 
• Research and resolve worktag, overspend, payroll, and other financial discrepancies in coordination with Finance.

Training and Operational Support

• Serve as a resource for Academic Affairs Administrative and Accounting Assistants on routine financial, operational, and policy-related questions; resolve routine matters and escalate complex issues appropriately.
• With the support of the Associate Provost and Finance Office coordinate the monthly Administrative and Accounting Assistant training program. 
• Learn and stay current on University financial and administrative procedures relevant to assigned responsibilities.

Academic Department Staffing and Recruitment Support

• Maintain awareness of Administrative and Accounting Assistant vacancies and immediate coverage needs across academic departments.
• Assist with temporary coverage arrangements and redistribution of existing capacity as directed by the Associate Provost.
• Coordinate recruitment activity for union vacancies, including applicant review, interview coordination, reference checks, and offer/onboarding coordination with Human Resources.
• Serve as a resource to Administrative and Accounting Assistants and department chairs on routine workload or operational questions and connect them with Human Resources or Labor Relations when appropriate.

Supervision

• With the Associate Provost supervise the two Accounting Specialists supporting multiple academic departments.
• Review and approve weekly time reporting and provide day-to-day work direction and performance feedback.

Cross-Functional Coordination

• Partner with Finance, Human Resources, ITS, Labor Relations, and other institutional offices on matters related to assigned Academic Affairs operations.
• Coordinate with ITS on computer procurement for new Academic Affairs hires and other assigned operational needs.
• Participate in special projects and other duties as assigned by the Associate Provost.

Other duties as assigned.

This is an on-campus position working up to 37.5hrs per week.

MINIMUM QUALIFICATIONS:  

• Bachelor's degree and a minimum of 7 years of progressively responsible experience in budget management, financial operations, operations management, or a comparable professional environment in a complex multi-unit organization, or an equivalent combination of education, training, and experience.
• Demonstrated experience managing operating budgets, approving financial transactions, and overseeing expenditures across multiple accounts or cost centers.
• Experience identifying and resolving financial discrepancies and processing corrections in an ERP, financial management system, or comparable enterprise platform.
• Demonstrated experience coordinating or facilitating training programs for staff on operational policies, procedures, or systems.
• Experience reviewing applications, interviewing candidates, and making hiring recommendations.
• Experience assessing operational needs across multiple units, identifying coverage gaps, and recommending practical solutions.
• Demonstrated ability to support staff navigating workplace or operational challenges; knows when to resolve independently and when to escalate.
• Demonstrated ability to build collaborative working relationships with senior leaders, department heads, and operational staff across a complex organization.
• Strong interpersonal and communication skills; ability to work with discretion and sound judgment on sensitive personnel and financial matters.
• Proficiency in Microsoft Office including Word, Excel, Outlook, and PowerPoint.
• Experience with Workday HCM, SAP, Oracle, or a comparable HRIS or financial management system.
• Demonstrated commitment to working within a diverse environment and interacting openly with individuals of different backgrounds.

PREFERRED QUALIFICATIONS:

• Experience in higher education administration or a similarly complex institutional environment.
• Familiarity with formal employment agreements, collective bargaining agreements, or comparable structured employment frameworks.
• Experience serving as a cost center manager or budget approver.
• Experience supervising staff including performance management and goal setting.
• Familiarity with workforce planning or staffing management across multiple departments or units.

Additional Applicant Instructions:
Position is open until filled. Applicants must submit a cover letter and resume.

Compensation: $25.00 - $31.00/hr. 

Work Location: On Campus

All offers to external applicants are contingent on the candidate’s completion of a pre-employment background check screening to the satisfaction of Wesleyan University.

Wesleyan University, located in Middletown, Connecticut, does not discriminate on the basis of race, color, religious creed, age, gender, gender identity or expression, national origin, marital status, ancestry, present or past history of mental disorder, learning disability or physical disability, political belief, veteran status, sexual orientation, genetic information or non-position-related criminal record. We welcome applications from women and historically underrepresented minority groups. Inquiries regarding Title IX, Section 504 or any other non-discrimination policies should be directed to Vice President for Equity and Inclusion, Title IX and ADA/504 Coordinator.

Wesleyan University complies with the Clery Act and maintains records of campus crime statistics and security policies. Copies of Wesleyan University’s Clery Act Report are available on request and online at https://www.wesleyan.edu/publicsafety/clery.html.

Experience is taken into consideration in the determination of salary offers.  For more information visit https://www.wesleyan.edu/hr/handbook/compensation-practices/index.html

Wesleyan offers a broad range of employee benefits and development opportunities, including comprehensive group insurance plans, wellness programs and incentives, generous paid time off and retirement plans, flexible work schedules, employee and dependent tuition programs for those who qualify.  

Detailed information on the benefits of working at Wesleyan is located at: https://wesleyan.edu/hr/careers/prospective-resources.html.