Pay Grade
EEO Code
Budget Specialist and Assistant to the Vice President for Administration and Finance

Budget Specialist and Assistant to the VPAF provides fiscal and budget support, employing generally accepted accounting principles and methods within established policies and procedures of the university to promote fiscal best practices, and financial sustainability.  Provides administrative support to the Vice President for Administration and Finance and the Office of Budget and Management that involves planning, organizing and performing a variety of complex technical, clerical, accounting, and administrative duties.  The successful candidate will demonstrate strong organizational skills and judgement within a rapidly changing work environment.  This position works under the supervision of the Director of Budget and Strategic Financial Planning, and within a team environment.


Budget/Accounting:  Assists Office of Budget and Strategic Financial Planning in preparation and development of the annual operating and capital budgets, along with financial projections and analysis throughout the year.  Monitors available budget for DPVs and Travel Vouchers. Responsible to monitor and contact departmental managers when budget is unavailable or overcommitted. Reviews requests for budget transfers to ensure compliance with university policies and procedures, verifies availability of funds, and then posts the entries after they are approved. Completes monthly encumbrance liquidations for fringe and longevity.  Creates and maintains position control numbers for part-time, student, and adjunct faculty.  Maintains monthly salary savings data. Maintains files, fiscal records, and confidential and restricted information.  Serves as back-up for the Budget Analyst, as needed.

Administrative:  Coordinates and manages meetings, activities and/or work within the Administration and Finance Division, Budget Oversight Committee, and other events hosted by the vice president.  Manages the calendar of the Vice President for Administration and Finance, makes appropriate travel arrangements and prepares travel reimbursements documents.  Handles student inquiries and prepares financial appeals for the Vice President to review. Performs specialized tasks requiring high level of keyboarding and Microsoft Office software skills, computer operation, preparing reports and special research projects as assigned. Handles routine and confidential correspondence and screens visitors of the office. Maintains the Office of Budget and Strategic Financial Planning and the Administration and Finance webpages.  Maintain confidentiality in all matters related to the division, including organizational plans and human resources matters.  Open, sort and distribute mail.  Performs other duties as assigned.

Physical Condition

Accounting, banking, bookkeeping, and/or related business experience required. Must demonstrate progressive and responsible experience in business practices and procedures, including office and administrative work. Working knowledge of generally accepted accounting principles required. Word processing/PC experience is required.  High level of quality service in meeting with various constituencies of the university and promoting prompt assistance in support of the Administration and Finance Division. Self-motivated and takes initiative to manage the office and projects.


Excellent written and oral communication required. Experience in proofing and editing documents.  Knowledge of accounting terminology, principles, and financial reporting. Ability to independently research, collect, organize and analyze information and independently produce accurate, complex reports, correspondence, tables, slide presentations, charts and spreadsheets.  Thorough knowledge of modern office practices, procedures, and equipment. Excellent computer skills and knowledge of software technology generally applicable to accounting and budgeting; Access, Word, Excel, PowerPoint, and Publisher. Knowledge of Banner is desirable.


Associate degree from an accredited institution required. Bachelor's degree preferred.

Additional Requirements

Requires the ability to work well with diverse populations and maintain positive working relationships with students, faculty, staff, and the community. Employees are expected to embody and promote the five core values of Midwestern State University: People-Centered, Community, Integrity, Visionary, and Connections, in their day-to-day work and interactions as members of the university community.  Ability to work independently to complete difficult or complex assignments with high degree of accuracy and professionalism. Ability to prepare financial reports in a clear and professional manner. Must be able to understand, interpret, explain, and apply pertinent university policies and procedures clearly and accurately. Excellent communication and interpersonal skills. Ability to work collaboratively and respectfully within a diverse work environment. Must be able to handle situations with diplomacy and tact, and to maintain pleasant, polite and effective working relationships within the department, with students and all members of the university community. Ensures confidentiality and security of all information resources. Personal cell phone usage may be required to complete position duties, including multi-function authentication requirements.*Regular reliable attendance is required. *Typing test required. *This position is designated as security sensitive (Mod) and requires a criminal background check.

Last Updated 09-26-2022