Budget and Operations Associate

  • Western University of Health Sciences
  • Pomona, CA, USA
  • Jan 31, 2024
Full time Business/Financial Affairs/Financial Aid

Job Description


Budget and Operations Associate

Posting Number: S01427
Position Status: Full time
Campus: Western University Campus-Pomona, CA
Department: 1501-Pharmacy Admin & Staff

Function: College of Pharmacy
Family: Operations
Classification Series Title: Budget Associate

Classification Pay Scale
In compliance with SB 1162, Western University of Health Sciences is providing a pay scale for this position. The pay scale reflects the minimum and maximum target for new hire salaries for this position. Within this range, the individual pay is determined by a variety of factors, including but not limited to job-related skills, experience, relevant education or training, and work location. Please note that the compensation details listed reflects the base salary only.

Full Salary Range
Minimum: $22.00
Maximum $24.12

Expected Pay Scale
Minimum: $22.00
Maximum: $24.12

Job Summary
The primary purpose of the Budget and Operations Associate is to enhance the effectiveness of the College of Pharmacy's Budget and Operations Office. This is accomplished by ensuring the day to day and weekly activities required to allow the College to function and meet its goals are completed in a timely and professional manner.

Knowledge, Skills and Abilities
Individuals must possess the knowledge, as well as the following skills and abilities or be able to perform the essential functions of the job, with or without reasonable accommodation, using some other combination of skills and abilities.

1. Excellent computer skills in order to proficiently use Windows, and MAC computers. Microsoft Office Suite. Must have a working knowledge of current computer connection formats, USB, HDMI, (and other commonly used computer inputs/outputs).

2. Other software frequently used by this position:

  • GOOGLE Applications
  • SharePoint
  • Adobe Acrobat
  • Banner and Banner Self Service
  • Zoom
  • MS Teams
  • Concur
  • Elixir procurement system

3. Strong math skills, including the ability to write and use standard formulas in MS Excel.

4. Strong verbal and written communication skills.

  • Ability to effectively communicate University and College Policies.
  • Communicate budget balances and account transactions in clear language with administration, faculty, staff, and students.

Required Qualifications
• Bachelor’s Degree or Associates Degree in business, accounting or related field.

• A combination of education, training, and experience that provides the required knowledge, skills, and abilities may be considered.

•1 years of budget operations or procurement operations support.

Preferred Qualifications

Posting Date: 01/29/2024
Closing Date:
Open Until Filled: Yes

Special Instructions to Applicants
If you are able to do so, please provide 3 professional or academic letters of recommendation with your application packet.

Essential Job Duties

Essential Job Duties

Job Duties

Review all payment requisition for accuracy and completeness prior to submission to the Fiscal Operations Manager.

1. Ensure all transactions are properly logged and have all required supporting documentation.

2. Ensure all transactions are scanned and filed by the end of each business day.

3. Follow up on submitted payment requisitions within 2 business days after submission. Report on the status of the payment requisitions to the Fiscal Operations Manager and the requestor.

4. Request additional supporting documentation as required.

5. Communicate the status of items to requestor as appropriate.

Percentage Of Time

Job Duties

Generate and submit for review all purchase orders for non-research related orders.

1. Serve as a backup for all research purchase orders.

2. Ensure all purchase orders are properly submitted, and logged by the end of each business day.

3. Follow up on submitted purchase orders within 2 business days after submission. Report the status of all purchase orders to the Fiscal Operations Manager and the requestor.

4. Log all received capital items in the appropriate capital inventory log noting who it was issued to.

Percentage Of Time

Job Duties

Prepare all deposits.

1. Deliver deposits to the appropriate office.

2. Log each deposit in the appropriate location updating balances.

Percentage Of Time

Job Duties

Prepare all invoices.

1. Log all invoices in the appropriate location.

2. Follow up on all invoices 10 business days after distribution

3. Deliver all invoices to the appropriate requestor.

Percentage Of Time

Job Duties

In collaboration with the Fiscal Operations Manager prepare monthly and quarterly account reconciliation and reporting of all funds.
Present reports to the Senior Director of Operations and Department Heads.

Percentage Of Time

Job Duties

Provide Administrative Assistant to assigned faculty members.

1. Schedule rooms

2. Coordinate and host meetings

3. Coordinate student active learning sessions

4. Process travel and other reimbursements

5. Prepare documents, tabulate data, prepare copies, communicate with students

6. Support their teaching efforts as needed

Percentage Of Time

Job Duties

Responds to all incoming department emails and ensures requests are addressed in a timely manner.

Percentage Of Time

Job Duties

Coordinates and serves as a reference to college faculty and staff regarding the college’s furniture, equipment, and office move and relocation operations.
Must be able to manage projects across multiple university support units and clearly communicate college needs to multiple departments

Percentage Of Time

Describe Work Environment
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be available to enable individuals with disabilities to perform the essential functions.
Duties are normally performed in a typical office setting. The noise level in this setting is typically low to moderate.

To apply, visit https://jobs.westernu.edu/postings/28567

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