This position is responsible for providing professional level accounting, budgeting and administrative services to the School of Law. Responsibilities include the management and coordination of all fiscal and facility operations and independently developing and managing budgets, including planning, assessing, forecasting, consulting and reporting for all fiscal accounts within the School of Law. Fiscal management encompasses state-funded, auxiliary, designated accounts, Foundation endowments and quasi-endowments, scholarship funds, annually contributed funds, as well as all departmental grants and contracts, and includes providing both direct and indirect supervision and oversight to School of Law administrative support personnel.

Responsible for managing, coordinating and verifying all vendor and independent contractor services and contracts within School of Law, including facilities maintenance and supply, event services and speakers, and assessing budgets for appropriate funds. Acts as the coordinator and contact person for Continuing Legal Education presenters and participants and prepares independent contracts for Tax Institute speakers, Trial Program attorneys and assessors, Advanced Trial Advocacy program speakers, as well as other guest lecture speakers.

Responsible for organizing, compiling and preparing annual ABA questionnaire (using specialized software), consisting of six sections (general, enrollment, library, financial aid, faculty profiles and fiscal reports). Coordinate data collection with Law School library staff, Admissions and Career Services offices, Associate Dean, University Business Services, University Office of Planning & Budget Analysis, and UM Foundation. Coordinate and compile complex data and information for 7-year ABA accreditation of Law School, in consultation with the Dean, Associate Dean & Self-Study Committee.

Coordinate several major event planning activities with Dean, including Law Week, Supreme Court hearings, graduation and lectures.

Responsible for personnel services including supervision of several classified staff members and student employees within the School of Law. Serve as liaison between School of Law and Human Resource Services. Responsible for faculty, staff, T.A., graduate research assistant and work study compensation information.

Responsible for management and implementation of scholarship and graduation award process in consultation with Scholarship Committee, as well as counseling students regarding financial aid matters.

Act as financial advisor and manager to 17+ student groups, as well as advising student groups regarding guest speakers and conferences.

REQUIREMENTS OF POSITION:

FISCAL MANAGEMENT AND PLANNING

Independently and effectively develops and manages all budgets, budget forecasts, operating plans, and reports across all departments within the Law School, including those for grants, contracts, new programs, auxiliary programs, designated accounts, and UM foundation accounts.

Create and maintain multiple accurate and timely spreadsheets, graphs, and databases utilizing complex formulas and spreadsheets or database software such as Microsoft Excel and Access for purposes of tracking and managing fiscal accounts and trends.

Accurately conduct complex analysis and interpretation and present accounting/budgeting information, spreadsheets, and reports to the Dean, Associate Dean, and other Law School administrators for decision-making purposes.

Ensure compliance with federal, state, and university policies/procedures relating to all accounting and fiscal activities, including grants.

Utilizing excellent written and verbal skills, provides accurate and timely fiscal reports and forecasts to the Dean and Associate Dean on a regular basis.

Consults with the Dean, Associate Dean and other Law School administrators to create budgets and analyze fiscal information to inform strategic priorities and achieve financial targets within the School.

Track and provide faculty contract/salary amounts and budget status assessments in order to facilitate bargaining session strategies.

Monitor, analyze, and assess purchasing and personnel transactions for fiscal impact, and independently initiate appropriate action in response to needs, such as budget modifications, revenue reallocations, reports, cost transfers, payment transactions, and personnel forms.

Develop, implement, and maintain effective and compliant accounting controls, and purchasing and personnel policies and procedures for the School.

ADMINISTRATIVE MANAGEMENT AND SKILLS

Act as contact person for and coordinate Continuing Legal Education presenters and participants, and manage the CLE credit reporting required by the State Bar of Montana.

Manages the fiscal activities of, and directly and indirectly supervises, administrative personnel within the School, including verifying and providing oversight of fiscal and facility operations.

Manage and prioritize multiple complex tasks independently and efficiently so that work is completed accurately and deadlines are met in a timely manner.

Implement and manage special projects as required by the Dean and/or administration and see them through to completion.

Use sound judgment, accurate information, discretion to find solutions and make decisions as required in the absence of the Dean and Associate Dean.

Resolve conflict and troubleshoot problems, and handle sensitive situations with tact and discretion.

Develop, implement, and enforce internal policies and procedures.

Create and maintain complete, accurate, and confidential fiscal, personnel, and student files.

Establish and maintain productive working relationships and act as a liaison for and positively represent the School of Law Dean’s Office through effective interaction with the public, campus administrators, faculty, staff and students.

Design effective and efficient processes.

Identify relevant staff training opportunities on- or off-campus.

Provide oversight and training in University and School of Law policies and procedures.

Develop and maintain effective accounting controls.

PERSONNEL MANAGEMENT

Have a demonstrated knowledge of policies and procedures related to recruitment.

Have experience in a collective bargaining work environment.

Serve as liaison between School of Law and Human Resource Services.

Prepare accurate personnel forms and hiring documents for faculty, staff, and student employees.

Supervise several classified staff and student employees.

Process accurate and timely payroll documents for faculty, staff and student employees.

EVENT PLANNING AND COORDINATION

Assist Dean with planning major events, including but not limited to Supreme Court Hearings, graduation, lectures and continuing legal education programs.

Professionally interact with University Catering, Facilities Services, University Theatre and off-campus venues in order to present successful events.

FACILITIES AND EQUIPMENT MANAGEMENT

Utilize excellent written and verbal communication skills to initiate, coordinate, verify, and manage all vendor and independent contractor services within the School of Law, including facilities maintenance/supply, and event services/speakers.

Initiate, interpret, and manage all internal and outside contracts, assess budgets for appropriate funds, and ensure that contract deadlines are met to specification and on time.

Ensure compliance with and follow federal, state, and university policies/procedures for all contractual agreements and services.

Create and maintain multiple accurate and timely spreadsheets, graphs, and databases utilizing complex formulas and spreadsheet or database software such as Microsoft Excel and Access for purposes of tracking and managing School equipment, supplies, and facilities needs.

Coordinate and cooperate with internal and external auditor efforts regarding building security and implement auditor recommendations.

Utilize excellent written and verbal communication skills to prepare, implement, and manage successful proposals and requests for funds to support equipment purchases or facility remodeling.

Productively and professionally interact with Facilities Services and other campus offices to solve problems, address issues, request assistance, and initiate change.

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES

Bachelor’s degree in Business Administration or Accounting (or equivalent education and work experience), including accounting coursework, and 3-4 years job-related experience in office management in a supervisory capacity, with experience in performing accounting functions and computer output.

Advanced knowledge of the principles and practices of accounting, financial planning and forecasting, reconciliation, and budgeting. Accuracy and attention to detail required.

Advanced knowledge of office management techniques, administrative practices and procedures, business terminology, and Business English.

Advanced knowledge in the use of computer software programs for word processing (MSWord), database management (MS Access), spreadsheets, formulas, and graphs (MS Excel), desk-top publishing, computerized calendars (MS Outlook), Internet access and e-mail.

Excellent organizational, interpersonal and crisis management skills, positive attitude, ability to work independently or as part of a team, to remain calm and professional in all situations, and to work independently, efficiently, and accurately in stressful situations with frequent interruptions.

Excellent oral and written communication skills, including ability to write and present fiscal information and reports.

Excellent skill in event planning and promotion.

Excellent supervisory and problem-solving skills.

Ability to learn State Bar of Montana CLE requirements and other continuing education requirements as needed.

Advanced knowledge of standard office equipment, including fax machines, copiers, scanners, printers, and multiline phones.

PREFERRED QUALIFICATIONS

Masters in Business Administration or Accounting (or equivalent education and work experience), including accounting coursework, and 3-4 years job-related experience in office management in a supervisory capacity, with experience in performing accounting functions and computer output.

Knowledge of University personnel policies and procedures, including faculty and staff collective bargaining agreements.

Knowledge of University policies/procedures related to accounting/fiscal activities and accountability.

Knowledge of University databases and payment systems such as Banner, UMDW, and ProCard.

Knowledge of University travel, contract, and purchasing policies and procedures, including capital equipment purchasing.

Experience with grant management and federal policy and procedure.