Senior Budget & Operations Administrator, Campus Operation & Public Safety

In this role you will support a portfolio that includes Facilities Services, Capital Programs, Environmental Health & Safety, Public Safety, Parking Office, and other assigned operational units. The position manages financial, procurement, payroll, and administrative and operational workflows, and helps to strengthen internal systems that ensure high-quality operations.

Responsibilities

Prepare quarterly budget-to-actual reports for several operational units; Assess variances; identify and communicate issues with potential solutions proactively; Review monthly financial activity to ensure accuracy, independently resolve a wide range of discrepancies, and maintain documentation, ensuring compliance; Maintain accurate financial records and support regular reporting needs; Independently manage fiscal year-end activities (accruals, carry-forwards, PO closures) for all Campus Operations and Public Safety units; Assist with monitoring capital project status and quarterly project closeouts; Develop and continuously improve financial tracking tools, dashboards, and reporting systems to support operational and executive decision-making; Act as a subject matter expert for managers on operating procedures; Process and track financial transactions (journal entries, invoices, requisitions, deposits, purchase orders, etc.); Collaborate with Accounts Payable and Procurement to resolve billing or payment issues; Administer a wide range of departmental office operational tasks to keep Campus Operations and Public Safety running efficiently, including procurement of supplies, inventory management, and maintenance of stock controls; Coordinate payroll and HR administrative workflows, including processing personnel documentation, maintaining records, and ensuring compliance with university procedures; Act as a resource to support the Facilities Work Management phone line and online work request system; Serve as program administrator for departmental office events and special functions, managing logistics, vendor coordination, and execution across Campus Operations and Public Safety; Oversee and administer the departmental uniform program, including procurement, inventory control, vendor management, and policy compliance; Lead cross-functional projects involving Finance, Human Resources, Procurement, Public Safety, and Facilities Services; Develop and implement administrative and financial procedures that improve operational efficiency and ensure compliance with university policies

Requirements

Bachelor's degree required; At least 4-6 years of related work experience performing budget, operations, or administrative functions; Experience working in higher education; Strong computer skills, including MS Office (especially Excel); Familiarity with procurement and financial systems; Experience with Maximo or other computerized maintenance management/work order systems; Ability to quickly learn and adapt to new technologies; Exceptional attention to detail, accuracy, and follow-through; Ability to manage multiple priorities in a fast-paced environment with frequent interruptions; Strong interpersonal and communication skills; ability to work effectively across diverse groups; Ability to exercise excellent and sound judgment and maintain confidentiality; Demonstrated initiative to improve processes and proactively solve problems