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Manager, Budget and Client Services

Department: Finance Effective Date: April 2010
Grade: USG 12 Reports to: Director, Finance

General Accountability

The Manager, Budget and Client Services is accountable to the Director of Finance for the safekeeping and control of financial data within the general ledger through security administration and management of the University’s Chart of Accounts. The incumbent participates in the development and maintenance of the annual operating budget and provides guidance and reporting to account holders on matters relating to the management of their financial data.

Nature and Scope

Other positions reporting to the Manager, Budget and Client Services include:

The university’s financial data is tracked through the Oracle Financial system. Safekeeping and control of this financial data is required by controlled access and security rules. This is achieved through the establishment of user profiles and responsibilities. It is the incumbent’s responsibility to ensure a framework is in place, tested and security requirements have been met. Through the systems administration function, the manager is responsible for application support to the users, imports of financial data from interfacing systems and for all month end reporting activities.  Prompt resolution of system problems and failures is critical to minimize  business interruption. The Financial Online Reporting Environment (FORE) is UW's web-based financial reporting package. Cognos is the business intelligence tool used for reporting and analysis. The incumbent must possess a good working knowledge of these systems and software as he/she is also responsible for designing, developing, preparing and producing financial reports to respond to financial reporting requirements. He/she is also responsible for creating and maintaining user classes in FORE to provide users on-line viewing of their assigned/ approved accounts.

The Manager is responsible for preparing the operating budget documents that go the Board of Governors for approval. The incumbent must initiate and coordinate the flow of information from other units to Finance for the preparation of the budget, analyze the information received and determine the reasonableness of inclusion in the budget. He/she is responsible for managing the Peoplesoft Budgets system that tracks all salary positions, budgets, and encumbrances. Information from this system is used in the preparation of the operating budget and salaries comprise over 70% of the overall budget expenses. The overall annual budgeting approval process involves many discussions and meetings amongst senior management and with several committees. This process is driven by many strict and sometimes short deadlines. To support this process, the timely and accurate preparation of information is critical in meeting targeted deadlines.

The university operates in a decentralized financial environment and units have some freedom to structure their accounts and allocate their funding in ways that help them achieve their goals, while working within some established parameters. The university follows generally accepted accounting principles in all cases. Units and individual account holders will seek advice from the incumbent on a variety of financial matters. The Manager must understand the business of the various units to provide that advice and to exercise sound judgment in situations where a policy, procedure or process may not be in place to deal with the particular issue. 


Client Services processes many of the accounting transaction to the general ledger including those from departments across campus. The Manager provides leadership in his/her areas of responsibility to ensure effective internal control procedures are in place and ensures transactions are authorized, complete, accurate, valid, and subject to minimum error. He/she must possess a good understanding of generally accepted accounting principles to ensure they are appropriately applied in the recording and reporting of all related financial activity.

 

As part of the management team in Finance, the incumbent must have the ability to share information in a collaborative manner, effectively interact with coworkers, respond to change, be creative and recommend improvements. As a financial subject matter expert, the incumbent is expected to work on university wide initiatives and cross functional teams with quick or immediate impact. Finance is a service department and as such, the incumbent must be responsive to the needs of the entire university community and be comfortable dealing with senior management, faculty chairs, deans and administrative staff, and academic support department heads.

Statistical Data

Annual operating budget           

$437million

Total operating salary budget    

$263million

Total salary encumbrances (all funds)

$260million

# of operating salary budget positions  

2,800

Individual active general ledger accounts         

156,600

Number of budget centres

130

Specific Accountabilities

 

Working Conditions