BUSINESS AFFAIRS OFFICE ANALYST & ADMINISTRATOR

BUSINESS AFFAIRS OFFICE

Harvey Mudd College

Position Summary:

The Business Affairs Office Analyst and Administrator (BAOAA) will provide a variety of complex and high-level support to the Business Affairs Office (BAO), reporting to the Assistant Treasurer and Financial Analyst (ATFA). Key responsibilities include: collaborating with the ATFA and the Vice President and Chief Operating Officer (VP-COO) on special projects, Investment Committee (IC) and Compensation and Personnel Planning Committee (CPPC) material preparation, strategic initiatives, creating reports in Excel and Workday; and administering programs and functions for the Office of Financial Affairs (OFA), a division of the BAO.

The BAOAA must be able to adapt to working in a fast-paced environment and possess the skill, ability and demeanor to work in a highly collaborative team environment with other members of the Business Affairs Office. The individual must have problem solving skills and be able to apply creative solutions to potential problems.

As a representative of the BAO, the BAOAA will maintain the highest level of confidentiality and diplomacy regarding all matters. The BAOAA will be proactive and anticipatory in approach, possess excellent judgment in a variety of challenging situations, demonstrate effective written and verbal communication skills, have a high attention to detail, exemplify an energetic, poised, and positive demeanor, and demonstrate the ability to balance multiple priorities. The position requires the capacity to manage work well in a diverse, fast paced, and collaborative team environment.

About Harvey Mudd College:

Located in the heart of Claremont, California, 35 miles east of Los Angeles, Harvey Mudd College is a highly selective undergraduate liberal arts college offering degrees in science, technology, engineering, and mathematics. HMC enrolls about 800 students and is a member of The Claremont Colleges, which comprises five undergraduate colleges and two graduate institutions. According to students, professors, and alumni, what makes Harvey Mudd distinctive is its collaborative, cross-disciplinary nature. The working environment is built on collaborative relationships between and among all members of the campus community and a deep commitment to the College’s mission to educate students “so that they may assume leadership in their fields with a clear understanding of the impact of their work on society.”

Duties and Responsibilities:

Duties and responsibilities assigned and directed by the ATFA and/or the VP-COO.

• Support and partner with the ATFA and/or VP-COO on special projects and strategic initiatives.
• Support and partner with the ATFA and/or VP-COO on preparation of IC and CPPC meeting materials.
• Develop, create, and maintain customized Workday FIN and HCM Reports.
• Develop, create, and maintain complex spreadsheets.
• Streamline processes and offer technical solutions to increase integrity and efficiency.
• Analyze and confirm various reports and spreadsheets developed by others to confirm accuracy, summarize relevant information and present information to relevant parties.
• Prepare quarterly summary of President’s purchase card transactions to be shared with VP-COO and chair of the Board of trustees.
• Proof/edit documents.
• Assist with other duties and special projects.

Administrative Duties for the Office of Financial Affairs

• Oversee and manage requests for College-issued purchase cards, issue guidance to departments regarding proper use of purchase cards.
• Manage and keep current content on OFA website utilizing WordPress.
• Process invoices, cash receipts, expense reports, and journal entries into Workday for approval.
• Process Planned Giving consultant company chargebacks.
• Collect and distribute department mail and/or pick up mail between colleges and TCCS.
• Perform other administrative duties as assigned.
• Performs other duties as assigned.

Required Knowledge, Skills and Abilities:

• Detail-oriented, organized, flexible and able to prioritize and manage multiple projects and assignments with competing deadlines.
• Demonstrated ability to retrieve data from databases and information systems and organize it for review and analysis.
• Excellent analytical, reasoning, and problem-solving skills.
• Ability to analyze data from various reports, draw conclusions, and make recommendations concerning the effectiveness of solutions.
• Effective communication and presentation skills; ability to write clearly and concisely.
• Ability to function in a team environment and to work independently.
• Highly organized with the ability to handle confidential material with discretion.
• Aptitude to learn new technology, methods, and procedures.
• Ability to establish effective working relationships and interact effectively with people of different levels of education and experience.
• Must have the ability to learn advanced functions of Workday and programming/report writing language.
• Must possess or have ability to develop advanced skills in excel (e.g. macros, v-lookup, etc.)

Required Qualifications:

Education: Bachelor’s degree in business administration, finance, accounting, data analytics, or a related field.

Experience: Minimum of two years as an Analyst (e.g., experience with Workday or other Cloud/ERP Systems) or experience that includes data compilation and analysis. Minimum of two years of experience with reporting on general ledger accounting data

Preferred Qualifications:

• Experience working in higher education or a non-profit environment is preferred.
• Experience with Workday FIN or HCM or other ERP, especially in the area of reporting. 

Physical Requirements:

While performing the duties of this job, the staff member is regularly required to sit; stand use hands and fingers and talk or hear. The employee is occasionally required to reach with hands and arms. The individual must regularly lift and/or carry up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Classification:

This is an exempt, full-time, benefits-eligible position.

Salary

The anticipated starting salary is $64,480-$66,500/year. Salary will be commensurate with qualifications, and experience.

Reporting:

Reports to the Assistant Treasurer and Financial Analyst (ATFA).

Application Process:

Please visit www.hmc.edu/employment to view a complete job description for this position and obtain information on how to submit an application. Information about HMC’s competitive benefits package is available at www.hmc.edu/hrbenefits.

Deadline to apply:

Position will remain open until filled.

Additional Information:

All faculty and staff (including contract workers) who are employed at HMC and for whom the COVID-19 vaccine is approved/authorized by the FDA, must be vaccinated against COVID-19, including the COVID-19 vaccine booster and provide proof of vaccination and booster, unless an exemption from this policy has been granted as an accommodation or otherwise.

This job description defines the essential job duties of the position. Harvey Mudd College expects that employees hired for this position can perform the essential functions of the job without imposing risk of substantial harm to the health or safety of themselves or others. It may also include marginal functions, generally defined within Title I of the Americans with Disabilities Act.

Regular employment at the College is for no specified period; conditions and status of employment (hours, pay, title, duties, etc.) are subject to change at any time. Employment is at-will and employees, and likewise the College, are free to end the employment relationship at any time, for any reason, with or without notice or cause, unless otherwise prohibited by law

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