Vice Provost for Budget and Administration

Vice Provost for Budget and Administration

Pay Range: $225,000 – $275,000 per year.
Compensation Statement: The pay range listed reflects the anticipated base compensation for this role. Actual compensation will be determined based on skills, experience, education, and internal equity.
Benefits Eligibility: Our commitment to employee well-being is reflected in our competitive benefits package located here: https://www.iit.edu/hr/benefits

Position Summary

Reporting directly to the Provost and serving as a senior strategic and operational leader to the Provost and their senior staff, the Vice Provost for Budget and Administration (VPBA) will have responsibility for 1) budget development and management for the Office of the Provost and all academic units including colleges and institutes, 2) academic space management and facilities prioritization, and 3) other administrative functions across the academic units. The Vice Provost serve as the senior administrative liaison on behalf of the Provost with the Deputy CFO, Vice President Human Resources, CIO, and Vice President Administration and will also be responsible for the day-to-day management of the Office of the Provost.

Key Responsibility (Budget Development, Management and Strategy)

• In partnership with the Provost, Chief Financial Officer and Deputy Chief Financial Officer lead the annual budget development process for colleges, institutes and administrative units reporting up to the Provost.
• Work in partnership with the Vice President for Enrollment Management in establishing and monitoring multi-year enrollment, revenue and financial aid targets for degree and non-degree programs.
• Review and approve new academic program/degree offering proposals for financial viability and space needs.
• With college deans and enrollment management produce and maintain multi-year financial plans.
• Create and maintain college, program and course level financial analytics including executive dashboards and financial reporting that support academic and administrative decision making.
• Manage the Provost Office P-Card utilization and reconciliation, approve new P-Card applications on behalf of the Provost and ensure the proper reconciliation of monthly P-Card activities across the colleges and other academic units.
• Hire, train, mentor and supervise financial leads in colleges and institutes.
• Through regular communications and supervision enforce financial discipline and compliance with unit budgeting across the fiscal year.
• With the Vice Provost of Research create a methodology and manage the allocation of indirect cost recovery funds to the colleges, institutes and principal investigators of externally funded grants.
• In conjunction with central finance staff ensure the proper set up, management and close out of faculty start up, indirect cost recovery, gift and endowment funds.
• Proactively identify and resolve issues with accounts payable and procurement which impede service to faculty and staff.

Key Responsibility (Academic Space Management)

• In close partnership with the Vice President for Administration and Associate Vice President for Facilities manage annual space inventory of colleges, institutes and administrative units reporting to the Office of the Provost.
• Seek efficiencies in space utilization across academic units and develop an equitable cost allocation methodology for space utilization to inform the budget process.
• In consultation with the Vice President for Administration, Associate Vice President for Facilities and Chief Information Officer set priorities and approve academic space renovations and capital budgets in consultation with the Provost.
• Partner with the Vice Provost for Research to manage the utilization of research space, approve research lab renovations, and seek efficiencies for shared spaces and specialized equipment.
• Partner with the Experiential Lab Manager to manage the utilization of student focused “teaching and discovery” makerspaces and labs.
• In coordination with the Registrar and Vice Provost for Academic Affairs, maximize the utilization of classroom space.
• Coordinate efficiencies for building security with Vice President for Administration.

Key Responsibility (Human Resources)

• On behalf of the Provost and in partnership with the Vice President for Human Resources support the recruitment, onboarding and review of Vice Provosts, Deans and institute Directors.
• Review and approve all new positions, refills and promotions for staff positions across the academic units and make budget and staffing recommendations to the Provost, CFO, and Vice President for Human Resources.
• Manage policies and processes for faculty and staff annual merit increases and review and approve recommendations with the Provost and Vice President of Human Resources.
• In conjunction with the Vice Provost for Academic Affairs and college Associate Deans for Administration and Finance, manage the utilization of adjunct faculty and teaching/research assistants.
• Assess financial and administrative staffing across academic units to develop efficiencies and drive cost savings.

Key Responsibility (Other Administrative Functions)

• Work in partnership with the CIO and other offices to set and enforce standards for IT software and hardware purchasing across the academic units.
• Create and manage policies and processes for standardization of software platforms across academic and administrative units.
• Represent academic interests in the selection and modifications of ERP and other administrative software tools and support training of college financial leads.
• Coordinate the management of academic data necessary for internal and external reporting and decision making.
• Prepare presentations and other special projects on behalf of the Provost for internal and external audiences.

Key Responsibility (Management of Office of the Provost Staff)

• Manage staff in the Office of the Provost as assigned and ensure a culture of accountability and high customer satisfaction.
• Create efficient workflows and implement clear channels of communication on behalf of the Provost.
• Develop an internal control handbook including decision authority and escalation protocols.

Supervision and Budget Authority:

• Oversight and responsibility for all academic budgets including operating funds, gift/endowment funds and externally funded grants and contracts
• This role will supervise several key individuals in the Provost's office and colleges, both directly and indirectly

Qualifications

• Advanced degree in business, public administration or higher education administration preferred.
• 10-15 years in higher education with specific experience in overseeing administrative areas including budget planning, facilities management and space planning, and human resources.
• Possess a record of professional experience that demonstrates progressive responsibilities and significant interaction with senior leadership teams.
• Senior level management skills along with strategic insight and the proven ability to lead the implementation and prioritization of organizational initiatives.
• The successful candidate will be forward-thinking, can move expeditiously and proactively on numerous fronts and have demonstrated collaborative, evaluative leadership in his or her prior roles.

Preferred Competencies

• Experience with budget development and management, creating, improving and automating business processes, proficiency in spreadsheet and presentation programs including Microsoft Office. Working knowledge of Banner ERP. Confidence and experience presenting data to internal leadership and Board of Trustees.
• Communication: This position will represent the Provost to internal constituents and will have authority on the Provost’s behalf. The VPBA will manage confidential information both written and verbal.
• Customer Service: This position provides leadership and guidance to Deans, Institute Directors, faculty, staff and external constituents as required. Additionally, this person will build a culture of customer service across the staff in the Provost Office and Colleges.