Director of Finance & Business Operations

Job description

Vacancy Open to:

UNC Charlotte Employees Only

Employment Type:

Permanent - Full-time

Hours per week:

40

Months per year:

12

Position Number:

001021

NC Salary Grade Equivalency:

73

Classification Title:

Business Officer - Journey

Working Title:

Director of Finance & Business Operations

Salary Range:

$67,337

Anticipate Hiring Range:

$67,337

FLSA Status:

Exempt

Division:

Academic Affairs

Department:

Enrollment Management (Adm)

Work Unit:

Enrollment Management

Work Schedule:

8:00 am – 5:00 pm; Monday – Friday

Primary Purpose of Position:

The purpose of this position is to administer and manage the business and financial affairs of the unit, Enrollment Management, which consists of 7 departments: Undergraduate Admissions, Financial Aid, Office of the Registrar, Niner Central Student Services Center, Office of Adult Students & Evening Services University Scholarship Office, and Enrollment Communications while applying a broad knowledge of accounting, budget and business practices to perform a range of financial and business-related duties associated with accounting, budgeting, personnel, auditing, risk management, compliance, grant administration and special projects/initiatives for the Associate Provost for Enrollment Management.

Minimum Education/Experience:

Required Minimum Qualifications:

Bachelor’s degree in business administration, public administration, or related business area; or equivalent combination of training and experience. All degrees must be received from appropriately accredited institutions.

University Preferred Qualifications:

Graduation from a four-year college or university with a degree in Business Administration, Public Administration or related business area and two years of administration management or business management experience; or an equivalent combination of training and experience.

Essential Job Duties:

This executive level position administers and manages the business and financial affairs for the unit of Enrollment Management. Primary resource for 7 departments for budget and human resource management. Must have ability to budget plan/ project using accounting principles and best practices, report and analyze data for insight/recommendations to Associate Provost for decision making. Position manages an array of human resource functions including organizational design, performance and plan management, professional development and serves with delegated authority on behalf of the Associate Provost on HR management actions. Ability to manage strategic planning, goal alignment and metrics, project management to support business improvements with good planning and organizational skills. Must have good communication discipline with ability to build collaborative, high-performing teams and give constructive coaching and feedback.

Other Work Responsibilities:

Business Administration
Develop Enrollment Management annual operating budget; oversee and lead annual budget planning process with directors; monitors budget spending for seven (7) departments in the unit of Enrollment Management; develops funding strategy for all Enrollment Management funds working with directors to meet department and strategic goals; serve as EM’s internal controller and approver for budget management and business/HR processes; compliance oversight to ensure controls are in place and followed; fund management and oversight of state, trust, E&T fee, matriculation fee, grant, discretionary, foundation, Title IV, and scholarship funds; Oversight and training of 6 departmental budget administrators in a dotted-line reporting relationship;
Compliance and Risk Management: Provides oversight of federal and state Title IV funds of approx. $240M; Federal Direct Loans, SEOG funds, Pell grant funds, Federal Work Study funds and Administrative Cost Allowance funds, regularly pulling Banner reports to check disbursements and balances. Works with GCA and Financial Aid to troubleshoot and correct any balancing issues and ensure transfers and pulldowns of federal funds are correct. Works with year-end transfer of funds to balance financial aid funds working with the Budget Office. Develop transfer for Pell and Campus-Based Administrative Cost Allowance requiring interaction with Business Affairs Budget Office. Develop information for submission to Department of Education to maintain University’s Title III Designation. Oversight and maintenance of business continuity/disaster recovery planning for the unit working with the Business Continuity Office. Coordinate Academic Support Review for departments. Serve as Information Security Liaison (ISL) for EM Department. Coordinate in conjunction with the Associate Provost communication and administration of the Greater Charlotte Consortium, an external partnership with eight other higher ed institutions that allows registration of students from outside UNC Charlotte for continued progression to degree.

Financial Management
Oversees annual budget planning process with 7 directors; Serves as EM’s internal controller for budget management and business/HR process; Management and oversight of EM departmental operating, personnel salaries budgets including EHRA and SHRA salary budgets, salary reserves, and lapsed salaries, grant funds, discretionary, E&T fee, Trust, receipts, grant funds, federal funds, foundation funds, Financial Aid Title IV funds and scholarship funds totaling approximately $254.3M, each requiring individual and specific knowledge of spending regulations and requirements. Monitors unit/department budget spending, communicates with directors on any changes in budget, delegated authority for budget and HR management from Associate Provost. Develop and analyze budget reports as required internally.
Develops, reconciles and administers grant budgets providing required effort reporting and cost share documents, if necessary. Provides training to PI’s and necessary staff on grant budgeting and monitoring in compliance with GCA and state/federal regulations. Inputs grant proposals into the NORM system and works with GCA personnel on submission of proposal and any follow-up needed with grantor.
Maintains reports and provides financial data related to operating budgets, salary reserves, lapsed salaries, application fees, project budgets and other items needed by department Directors. Monitors and reports monthly to Associate Provost for EM on application fees to allow for accurate operating budget planning/reserves, 1x requests and support, and other ad hoc reports/projections needed by division management. Interprets and monitors UNC Charlotte financial management policies and communicates changes and/or provides training to directors and processing personnel. Recommends or provides training for personnel responsible for daily processing of department expenses and budget paperwork to facilitate and ensure the application of sound business practices.
Consolidate department input to develop the annual unit budget presentation to the Provost for Academic Affairs, creating, editing, reviewing, and strategically planning for budget requests for EM. Coordinates annual renewal of division MCD allowances and annual renewal of division Blanket Travel Authorizations. Communicates all fiscal year-end accounting/budget cut off dates and works with directors and/or their designees to ensure that accounting/budget processing is completed per financial management policies. Incumbent should become a recognized expert in and supervises application of financial management policies and guide management in adhering to established requirements.
Facilities coordination/planning: Assists management with planning/coordination of facilities utilization and/or renovations including related budget development and/or capital expense proposals. Coordinates and initiates annual space management review by all EM departments.

Human Resource Management
Oversees and provides training and or resources for directors regarding responsibilities for SHRA and EHRA recruitment and selection policies to ensure compliance. Coordinates periodic training/reviews for division managers regarding FMLA, employee complaint processing, interview/hiring regulations, etc. Assists management with personnel planning including market analysis, peer structure/utilization research, operational workflows, and job responsibility mapping. Serves as the Kronos Timekeeper Administrator for the EM division.
Serves as HR Liaison to all EM staff (120) on HR- and Payroll-related department goals, including staff and business continuity planning. Reviews and approves all HR processes for EM. Reviews all NinerTalent actions generated by the seven EM departments to ensure compliance, accuracy, funding availability and clarity of request. Oversees EM unit concerning recruitment and selection policies and procedures to ensure compliance. Serves as the Kronos Timekeeper Administrator for the EM division.
Serves as a resource to other supervisors and/or directors in the selection process, navigation of the NinerTalent system related to position management, performance management, and applicant tracking. Oversee the annual performance evaluation system process for all EM departments to ensure timely completion of required evaluations. Maintains and manages HR files. Work with HR as needed for SHRA and EHRA positions including review of CUPA data and/or banding classifications as appropriate. Delegated Authority for Personnel actions from Associate Provost. Interpret and monitor UNC Charlotte personnel administration/management policies and communicate changes and/or provide training to directors and processing personnel.

Information Analysis and Decision Making
Full budget and fiscal management delegated authority for EM. Oversees and leads annual budget planning process with 7 directors; review all budget requests prior to presentation to Associate Provost. Serves as EM’s internal controller for budget management and business/HR processes. Ability to understand how enrollment affects the overall funding model, the UNC System 12-cell funding matrix and the new proposed UNC System funding model. Provides projections of revenue to Associate Provost and Academic Affairs related to changes in the application fees and provides Associate Provost with recommendations on budget allocations and projected spending and commitments for future years.
Interpret University and State policies and procedures regarding budget and advises departmental personnel as well as advise the Associate Provost based on analyses of data from current and previous budget years on specific budget items. Participate and assist in short- and long-term strategic goals and planning. Researches information from current and previous years to prepare reports for the Associate Provost to use in preparing annual reports and presentations throughout the year. Incumbent independently analyzes issues that arise which require collaboration and information from internal campus partners to best resolve. Campus constituents include Legal, IR, ITS, AA, GCA, Office of Assessment and Accreditation, BA, and SA. Manages ad hoc projects identified by the Associate Provost or division directors, preparing reports and/or charts, which allow for recommendations and informed decision-making related to specified criteria. Anticipates issues and takes initiative to find solutions. Develops solutions for routine and non-routine financial and administrative operational needs. Backup building liaison for Cato 1st floor.
DoE Financial Aid Provisional Agreement status – Ability to understand compliance requirements of DoE regarding financial aid awarding and notifications of graduate certificates, new sites offering 50% or more of a program and loan servicing companies with full understanding of campus process, working with Academic Affairs, Assessment & Accreditation and the Financial Aid Director to ensure compliance of this requirement. University is currently on provisional status because of past failures in administrative oversight. Director of Business Operations is responsible for collaborating with other departments to ensure the University complies fully with all provisional requirements and successfully moves back to full status in two years. This requires the Director of Business Operations to have in-depth knowledge of DOE regulations and to provide analysis of financial aid funds spent at different site locations.

Communication
Incumbent is the sole author for the University’s Title III Status of the Higher Education Act application on behalf of the University. This is an annual eligibility application for the University to achieve status as a Title III institution from the Department Of Education. The eligibility requirements are extensive and requires complex reporting and written analysis of the data to provide evidence of continuing eligibility of the designation. This critical designation allows the university to waive thousands of dollars in matching funds for the Federal Financial Aid Programs and makes the university eligible to apply for specialized grants that are reserved for Title III Designated Institutions. Without the appropriately written application and analysis of data, the University could lose this annual designation, which would cost the institution thousands of dollars in aid. This application takes advanced knowledge of written communication and analysis skills.
Oversees two major grant processes for Enrollment Management, Preventing Stop-out Partway Home Grant and the APLU/IES (Institute of Education Sciences) Grant for the Completion Grant Program. . The incumbent performs the grant research, gathers the data needed for the grant and then actually writes the grant for proofing by the Associate Provost.
The incumbent reviews the seven departments Annual Reports for clarity and then determines which objectives and goals become part of the overall EM report. The incumbent prepares a draft of the EM Annual report for the Associate Provost. S/he also details in writing the overall EM projects that the Associate Provost handles for the Provost and Chancellor.
Incumbent attends UNCGA panel presentations and may serve as a panel presenter on behalf of Associate Provost in relation to Completion Grant Program and other initiatives.
Develops and/or edits written documents and/or reports with comprehensive and interpretative information in response to assigned interdepartmental and/or division projects and analytics. Draft reports can include but are not exclusive to Annual Reports, Academic Support Review, Business Continuity Plans, correspondence letters, etc. Communicates comprehensive and interpretative information regarding personnel, budget and business standards that spans across functional areas via training, email or hard copy distribution. Responds to non-routine inquiries from University personnel and students.

Departmental Preferred Experience, Skills, Training/Education:

Excellent written and verbal communication skills; strong problem-solving/analytical skills; excellent computer skills including Banner, Visio and Microsoft Office Suite; good organizational skills; the ability to work under pressure of deadlines; the use of independent judgment; and self-directed organization/work prioritization. Experience in Audit, Compliance, Project Management and Risk Management is preferred.

Work Location:

Cato 124

Posting date:

01/11/2021

Closing date:

01/17/2021

Proposed Hire Date:

02/01/2021

Special Notes to Applicants:

This position is for UNC Charlotte Permanent employees only.

  • Please do not apply for this position if you are not a current UNC Charlotte Permanent employee.
  • Your application will not be considered.

Please ensure your full range of knowledge, skills, abilities, experience and education are listed on your application.

  • Do not write ‘see resume’ on your application when completing the job duties section.

If you answer the questions at the end of the application, please ensure your application reflects the knowledge, skills, abilities and experiences to support your answers (see job duties section of previous employment).

  • Failure to answer the questions at the end of the application will not preclude your application from being considered but may result in your application not receiving full consideration of your knowledge, skills, and abilities.

Please submit a resume and cover letter with your application.

  • These documents will be used to evaluate your written communication skills as well as supporting documents of your knowledge, skills, abilities, education and professional experience.

 

 

 

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Job No:
Posted: 1/12/2021
Application Due: 1/17/2021
Work Type: Full Time
Salary: