ADMINISTRATIVE FACULTY JOB DESCRIPTION
APPROVED POSITION INFORMATION
(to be completed by HR)
Effective: 7/1/2015
Title
Range
JCC
4
67187
Fiscal Officer
Essential Function: Sedentary WorkSedentary Work
Description: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force
frequently to lift, carry, push, pull, or otherwise move objects, including the human body. Sedentary
work involves sitting most of the time, but may involve walking or standing for brief periods of time.
1. Summary Statement: State the major function(s) of the position, the role in the
university, and the supervisor’s title.* (This section is used for advertisement of the
position.)
The Fiscal Officer is responsible for financial management, budgetary oversight, and human
resources for the College of Engineering. The incumbent has signature authority on all
accounts within the College. This position oversees the human resource function for the college.
In the Dean’s absence, the individual is the recommending authority for faculty and the
appointing authority for classified staff. The incumbent directly supervises a Personnel Analyst I
position and provides direction to other office staff in the Dean’s office as well as administrative
assistants in five departments. The position reports to the Dean, College of Engineering.
* Attach an organizational chart with positions, ranges, and names for the division.
2. List the major responsibilities, including percentage of time devoted to each. Provide
enough detail to enable a person outside the department to understand the job
(percentage first with heading and then bulleted information). If line of progression,
define for each range as above.
50% - Fiscal Administration, Budget Development and Management
 Develop, implement and manage budgets for the College of Engineering (COE)
including state, self-supporting and gift funds; budgets include several sources of
revenue including state funds, fiscal and administrative (F&A) recovery, special course
fees, donor gifts, recharge centers and sponsored research match
 Develop and maintain budget forecast, distribute and monitor funding for COE growth
plan, including approval of and modification to departmental plans
 Administer the Differential Fee program including initiation of new accounts,
development of funding distribution processes, allocation of funds and continuous
monitoring of funds for appropriate usage
 Work directly with the Vice President of Research (VPR) to establish start-up fund
availability for vacant positions; forecast funding availability at the college level based
upon preliminary start up package requests/requirements from candidate selected for
vacant position; negotiate with department chairs the departmental budget forecast and
negotiate departmental contributions to the package; in the event funding request can’t
be met, suggest alternative plans to accommodate candidate; finalize final funding
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Fiscal Officer
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structure over multiple years ensuring VPR match requirements are met upon package
completion; and monitor expenditures to ensure match requirements remain fulfilled
Prepare, review, and approve financial reports and budget information for the Strategic
Plan and for Accreditation Board for Engineering and Technology (ABET) accreditation
Compile and analyze data, determine needs, make projections and recommendations to
the Dean to effectively and efficiently utilize fiscal resources available to the college
Review and approve special course fee requests submitted by departments before
submission to Budget; monitor expenses for appropriate usage
Coordinate, prepare and review letter of appointment (LOA) and graduate teaching
assistant (GTA) funding requests from departments and monitor funding for appropriate
usage
Oversee annual state funded budgets for the college and monitor expenditure
compliance
Approve effort reporting/cost transfer
Manage and oversee maintenance of position control for all College of Engineering
positions, including state and soft funded positions
Establish and maintain procedures and provide indirect supervision for classified staff in
each academic department for employees who are responsible for preparation of fiscal
documents
Serve as College resource for faculty and staff for on financial and budgetary matters
Review and approve travel requests and claims for all college personnel in the Dean’s
absence
20% - Human Resource Administration
 Oversee college human resource matters including personally handling complex or
sensitive issues
 Directly supervise a Personnel Analyst I as well as manage and train the other Dean’s
Office staff including an Executive Assistant, an Administrative Assistant III and 3
student workers; indirectly supervise classified office personnel in five departments;
coordinate activities of other administrative faculty and LOA personnel in the office as
needed. In absence of chair/department head serve as direct supervisor for classified
staff. Provide input on classified staff evaluations regarding fiscal functions
 Prepare and compile reports for academic salary surveys
15% - Compliance, Signature Authority and Financial Overview
 Signature authority for all College of Engineering accounts, personnel actions and
expenditures
 Recommending authority on faculty, graduate assistant and other personnel contracts;
appointing authority on classified personnel documents and financial transactions
requiring Dean’s signature
 Prepare, monitor and approve transactions such as payroll transfers, purchase orders,
budget set ups and revisions, journal vouchers, voluntary transfers and travel requests
and claims on all funding sources
 Monitor transactions for compliance with University, state and system policies
15% - Service and Administrative Activities
 Represent the college on fiscal and personnel issues and serve on committees formed
to improve campus processes, providing input and expertise from a college perspective
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Assist other campus offices with development and implementation of new campus
processes, such as Special Course Fee and Differential Fee programs through the
Budget Office
Consult with the Dean and department chairs to implement new, innovate ways to attract
and maximize use of funding, increase growth potential of the college, manage financial,
human and tangible resources, and operate the college in a more efficient manner under
limited resource conditions
3. Describe the types of decisions the position(s) makes independently as part of the core
responsibilities. Provide examples. If a line of progression, describe the decisions made
at the highest level.
The Fiscal Officer is responsible for managing the financial solvency of the college. Both daily
activity and financial planning and forecasting are managed independently, but not without
conversation with the Dean. The position is expected to ensure compliance with all fiscal and
HR policies and maintains delegated signature authority. The incumbent will oversee HR
activities and will facilitate resolutions in preliminary employee relations matters and facilitate
resolution to HR matters through collaboration with HR in more difficult cases. The incumbent is
expected to manage daily operations with little oversight.
4. Describe the types of problems, issues, action, communications this position typically
takes to the supervisor for resolution and/or consultation. Provide examples. If a line of
progression, describe the supervisory consultation at the highest level.
Decisions and judgments on large new projects, expenditures and sensitive human resource
issues are generally in consultation with the Dean, Department Chairs, Provost’s Office,
Controller’s Office, Purchasing, Office of Sponsored Projects Administration (OSPA), and the
Human Resources Offices to maximize the potential outcome of the decision. The incumbent
must maintain continuous strategic communication with the Dean so the Dean is well advised
and informed to make business decisions. The position collaborates with the Dean to ensure
financial and human resources are managed strategically.
5. Select the applicable competencies required to successfully perform the job. The
selected competencies will be evaluated within the Administrative Faculty evaluation as
Competencies for Success.
Competency
Required
Adaptability
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Analytical Thinking
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Communication
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Diversity and Inclusion
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Financial Responsibilities
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Human Resource Responsibilities
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Fiscal Officer
Leadership
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Program/Project/Functional Knowledge
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Resource Responsibilities
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Serving Constituents
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Teamwork
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Other (specify)
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6. Minimum requirements of the position. Minimum requirements should be consistent
with the Job Evaluation Model. If Line of Progression, minimum requirements must be
defined for each range.
Education
Experience
Bachelor’s Degree
Five years of related professional work
Master’s Degree
Three year of related professional work
Relevant Experience: In accounting, financial analysis, personnel management,
supervision, methods of internal control or administration
Certification and Licensure:
 Bondable under State guidelines
Schedule or Travel Requirements: None
Optional Addendum: Describe the knowledge, skills, and abilities required to successful
performance of this job (in bullet format).
Knowledge of:
 Generally accepted accounting principles and practices relating to fund and
governmental accounting and budgeting; sound financial and personnel management
principles, policies and practices
 Inventory and purchasing as related to college budget
 University and State regulations that affect fiscal and personnel decisions
 Position classification and performance evaluation processes
 Human resources hiring practices, salary parameters, qualification standards
 Higher education budget procedures, guidelines and processes
Skills:
 Proficiency in use of a personal computer and current software applications including but
not limited to Microsoft Office Suite (Word, Access, Excel, PowerPoint, and email)
Ability to:
 Interact effectively with administrators, department chairs, faculty, administrative staff,
students and other employees at all levels of responsibility
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Manage, prioritize and complete multiple projects/tasks in an efficient and timely manner
while maintaining focus on organizational goals
Analyze procedures, develop and implement changes to improve efficiency, provide
information and follow through with processes to achieve desired goals
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