The finance and administration manager employs a high degree of independence and critical thinking in the execution of a range of functions that ensure the integrity and smooth operation of all administrative activities within the division of University Relations and Development. This position supports the director, vice president for development administration and strategic engagement, and the rest of the division's senior leadership team and oversees all administrative processes, and designs and implements new procedures.
The incumbent is responsible for the analysis and internal controls regarding the financial and human resources processes of the division of University Relations and Development. These processes include managing the annual budget and quarterly forecasts for the division. This position performs routine monthly reconciliations and financial reporting and authorizes all expenditures for the division. This position is the division's designated procurement buyer.
Appropriately dealing with highly sensitive and confidential information, the manager works with the director and the vice president for development administration and strategic engagement to understand, implement and ensure compliance with university policies related to financial and human resources management.
- Financial analysis: develop and implement reports, queries, and other analyses to be used in developing forecasts, budgets, and financial plans; solve issues and formulate strategies and process improvements; analyze spending patterns and problem areas; compare financial status with budget and provide variance analyses as needed; develop contribution margin analysis and return on investment analysis for current and potential programs, audit accounts and assess compliance with university policies. (20%)
- Salary accounting and analysis: monitor and analyze all salary distribution to ensure proper budget and forecasting;; maintain files for all supplemental pay adjustments; process time and labor adjustments as needed; monitors time approval by supervisors. Monitor all salary savings generated from open or altered positions and report against the current budget as well as forecast for subsequent fiscal years. (20%)
- Non-salary accounting and analysis: review and evaluate monthly budget performance of all departments; approve all purchase requisitions, requests for payment, and expense reimbursements; facilitate all procurement and distribution services for the division; manage reconciliation of the operating budget for the division; review and analyze monthly procurement card activity; create division-wide processes that improve operational efficiencies. (20%)
- Human Resources processes and analysis: ensure proper charging and accounting of all aspects of human resources in compliance with university policies; monitor timely completion of staff evaluations and orientation reviews; provide the director with HCM/Payroll updates; advise hiring managers on development of job descriptions, requisitions, and follow-up; represent the division at all university-wide human resources associate meetings, sharing and gathering best practices and lessons learned from other management centers; ensure all leaves of absences and terminations are processed correctly. (20%)
- Assistance to division-wide staff: lead training and compliance for all administrative staff, including training of newly hired staff; facilitate an administrative forum in consultation with the director. Serve as the division's primary department liaison for internal services (e.g., maintenance, information technology, telephone services) as well as external services (e.g., clients and suppliers). Plan and facilitate administrative services meetings with all division department assistants to assure consonant and effective administrative procedures. (7.5%)
- Assistance to the director and the vice president for development administration and strategic engagement: assure discreet handling of all departmental business and manage highly confidential information; support all of the division's administrative services as required and provide alternative guidance in his/her absence; recommend management action to improve efficiency, effectiveness and standard operating procedures of all administrative services. Perform administrative duties for the director and the vice president for development administration and strategic engagement, including but not limited to screening calls, making meeting arrangements, processing reimbursements, and preparing reports. Research and draft reports and presentations on behalf of the division leadership. Establish and maintain department files, database records and project archives. (7.5%)
- Field incoming requests from internal and external constituents, initiate projects and handle administrative services using independent judgment and consulting with the director and the vice president for development administration and strategic engagement when needed. (5%)
- Perform other duties and responsibilities as assigned. (1%)
Department: Frequent contact with the Senior Vice President, Associate Vice Presidents, Assistant Vice Presidents, Executive Directors and Directors of departments. Contact with staff as required to perform essential functions.
University: Contact with the President's Office, Vice Presidents, Deans, Trustees, Alumni, Directors of administrative departments, faculty and staff as required to perform essential functions.
External: Contact with vendors as required to perform essential functions.
Students: Infrequent contact with undergraduate, graduate, and professional students as required to perform essential functions.
No direct supervisory responsibility.
Experience/Education: Bachelor's degree and 3 years of professional experience, or high school diploma and 10 years of professional experience.
- Evidence of effective team building skills.
- Demonstrated effective communication (oral and written), interpersonal, and presentation skills with identifiable positive outcomes.
- Ability to identify problems and structure appropriate responses to complex communications issues.
- Ability to communicate with and satisfy multiple constituencies with differing and often opposing needs.
- Demonstrated analytic and quantitative analysis skills.
- Independent, mature judgment; excellent negotiation skills; professional image and attitude.
- Ability to meet consistent attendance.
- Must be able to work both independently and collaboratively with colleagues. Abilty to interact with coooealges supervisors, and customers face to face.
General office environment. Must be able work outside of regular office hours as needed.
This job has expired.