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Finance and Operations Manager

Job description

Employment Type: Full-time
Posted data: 2021-05-03
Req: R-1081


1143-NN - Finance/Budget Manager

Business Title:

Finance and Operations Manager


Employee Type:

Admin. Professional

Job Family:

Administrative Professional - Not OT Eligible

Position Details:

Summary of Duties:

Reporting to the Area Finance Officer (AFO), the incumbent will have substantial responsibility for budgeting and financial data analysis for College of Nursing (CON) academic units and administrative areas. The position support the AFO with administrative, fiscal, and management support. The Finance and Budget Manager supports the College and Business Office with budgeting, financial analysis, procurement, planning, inventory, and special projects.

Duties include managing annual budget allocations, accrual, projections and reconciliation management, business contract and agreement processing, property inventory management, development of consumable inventories, gift card reconciliations, procurement, course fees, service centers, travel, payable, receivables, space management, and process improvements. Duties also include supervising staff, backup to AFO, and managing fiscal support functions for the College and ensure adherence to University, State, and federal regulations.

Essential Duties:

Fiscal Management - 35%

  • Provides daily, ongoing support to the AFO with management of the business office.
  • Directs and supervises the day-to-day fiscal services for the College under the direction of the AFO. These duties include approval of revenue and expenditure processing, financial reporting, procurement, property and consumable inventory management, travel, contract processing, payables and receivables, equipment disposal, student course fees, scholarship, procurement card reconciliation, service centers, and space management.
  • Initiates standardized processes and efficiencies for the operation of the Business Office, develops written processes, and monitors adherence.
  • Oversees the approval and processing of revenue, expenditures, and other key financial control documents, ledger and/or account maintenance, and relevant data entry; ensures compliance with university, state and federal policies and regulations, while maintaining appropriate internal control safeguards.
  • Develops operating goals and objectives for the unit; recommends, implements, and administers methods and procedures to enhance operations, as appropriate to the unit.
  • Responds to inquiries, researches, and resolves problems related to transactions handled by the fiscal unit; serves as liaison with other constituencies in the resolution of day-to-day administrative and operational issues.
  • Implements and administers internal accounting system to track revenue and expenditures as well as internal and external audits for WSU, State, and other external reviews.
  • Ensures compliance with budgetary and financial policies of WSU of all funding types within the College.
  • Establishes and maintains effective accounting controls and integrity of financial records.
  • Transfers funds by accounting journals as specified by University policies.
  • Initiates standardized processes and efficiencies for the operation of the Business Office.

Analysis and Budgeting - 20%

  • Assists with developing a comprehensive budget plan for the College and reporting units.
  • Compiles and analyzes financial and personnel information for the College.
  • Prepares statistical reports and records for internal and external agencies.
  • Independently assigns funding sources and facilitates fund transfers according to University policies.
  • Provides guidance and expertise to faculty, staff and administrators regarding funding practices and processes, policies, rules, and regulations.
  • Collaborates with and assists budget managers and directors to prepare and adhere to annual operating budget and planning projections.
  • Develops and maintains accurate financial reports and records of fiscal commitments and administrates funding decisions.
  • Possesses appropriate knowledge and ensures the implementation of regulations, audit standards, projecting, and financial reporting requirements to ensure compliance.
  • Prepares and submits complex service center budgets. Advises service center managers of allowable costs, applicable indirect costs, equipment reserves, and budget restrictions.
  • Communicates with budget and administrative managers and directors consistently regarding budget expenditures, projections, adherence, and overall education of budget policies and processes to enhance their ability to meet their budget goals.
  • Participates in University committees, trainings, and networks with other budget and administrative managers to develop counterparts in the academic and administrative support areas.
  • Consistently leads and manages the achievement of current and long-term institutional plans for administrative services and fiscal affairs.
  • Establishes strong internal control policies and procedures for internal controls.

Procurement - 15%

  • Oversees and supervises the procurement of all materials, supplies, equipment, and services for the College.
  • Negotiates purchases, contracts, local pricing, and maintenance agreements with vendors and suppliers.
  • Prepares business contracts for review by the Contracts Office or Purchasing Department. Confirms that all terms and conditions are met.
  • Prepares formal bids and analyzes to recommend acceptance or denial.
  • Researches cooperative state contracting for optimal pricing to source supplies, equipment and services.
  • Performs cost analysis of equipment and supplies. Analyze lease versus purchase on equipment.
  • Establishes new accounts with vendors and supplier as needed to procure supplies and equipment. Complies with University approved vendors and suppliers.
  • Maintains master item list of supplies and equipment for reorder; to include manufacture, reorder supplier and number, packaging and pricing.
  • Communicates with vendors and suppliers to ensure contract pricing adherence and develops partnerships that will benefit the College.
  • Determines and prepares appropriate tool for procurement method (i.e. K-orders, blanket orders, contracts, invoices, etc.).
  • Coordinates with requestors on product sources, trial evaluations, and backorders.
  • Follows up on backorders, product changes, manufacturer recalls, and non-shipped orders.
  • Tracks and maintains transaction records of participant gift card distributions.
  • Ensures timely receipt of product.
  • Reviews procurement policies and procedures, develops processes, creates guidelines, implements new policies and processes, and interprets policy.
  • Provides training to increase knowledge of the procurement process within the Business Office and College.
  • Adheres to the University and College procurement processes, policies, and guidelines.

Supervision - 10%

  • Supervises Fiscal Specialist 1, approves leave requests, conducts performance evaluations and initiates corrective actions when required.
  • Provides formal annual performance evaluations to staff supervised. Mentors and encourages employee training and goals.
  • Hires, trains, schedules supervises and evaluates finance staff and hourly employees within the Business Office.
  • Ensure the efficient operation and completion of duties of subordinates. Assign and prioritize workload and assignments.

Special Projects and Support - 10%

  • Supports the needs of the College by providing expertise and assistance on special projects at the direction of the AFO.
  • Signature authority for approval of expenditures, contract review requests, purchase orders, deposits, travel, purchase card transactions reconciliations per University policies and procedures.
  • Develops and composes written Business Office processes.
  • Coordinates with college web officer to update online tools and forms for the Business Office. Maintains electronic revenue processes for college events, students required services and service centers.
  • Provide backup support of the AFO during absence or as requested.
  • Prepares reports for college leadership.
  • Serves on committees or attends on behalf of the AFO.

Inventory Management- 5%

  • Assesses inventory needs on a regular basis and prepares recommendations for replacement and/or on hand levels based on use.
  • Projects equipment replacement schedules.
  • Establish departmental inventory criteria and monitor adherence.
  • Record WSU property inventory based on University policy and procedures
  • Maintains all inventory databases for accuracy to include WASP and Workday. Ensure receipt in proper inventory site.
  • Conducts annual inventories audits and updates databases.
  • Documents equipment disposal to surplus to WSU Central Stores. Logs requests per record retention schedule.

Other - 5%

  • Other duties as assigned including but not limited to backup for other fiscal positions as necessary.

Required Qualifications:

Bachelor’s degree in a related field, and four (4) years of experience directly related to the duties and responsibilities specified which has included at least one (1) year of supervisory experience. Any combination of relevant education and experience may be substituted for the educational requirement on a year-for-year basis.

Additional Requirements:

• Bachelor’s degree in Accounting, Finance, or related field.
• Four (4) years of experience with fiscal management, budget management or other closely related experience.
• Experience in preparing and reviewing budgets.
• Experience in purchasing.
• Experience in inventory management.
• Exceptional skills with MS Office Excel, Word Outlook, PowerPoint.
• Ability to occasionally work a flexible schedule to include evenings and weekends.

Preferred Qualifications:

• Experience working in a university financial setting.
• Experience working with the Washington Administrative Code (WAC) specific to budgeting, purchasing, inventory, etc.
• Experience with Workday Enterprise Resource Systems

Additional Information:

Area/College: College of Nursing
Department Name: Finance and Administration
City, State, Zip: Spokane, WA 99202
Department Link: https://nursing.wsu.edu/

Monthly Salary: DOE
FTE: 100%
Permanent/Temporary/Project: Permanent
Screening Begin Date: May 18, 2021. The position will remain open until filled.
Background Check: This position has been designated by the department to require a background check.
Application Instructions: Applicants must attach the following documents to their online application: 1) resume and 2) cover letter. Application materials should clearly communicate how the applicant meets all required qualifications and additional requirements. Applicants are required to include contact information for at least three (3) professional references in the application.

Required Documents: Cover letter and Resume

Time Type:

Full time

Position Term:

12 Month

WASHINGTON STATE UNIVERSITY IS AN EQUAL OPPORTUNITY/AFFIRMATIVE ACTION EDUCATOR AND EMPLOYER. Members of ethnic minorities, women, special disabled veterans, veterans of the Vietnam-era, recently separated veterans, and other protected veteran, persons of disability and/or persons age 40 and over are encouraged to apply.

WSU employs only U.S. citizens and lawfully authorized non-U.S. citizens. All new employees must show employment eligibility verification as required by the U.S. Citizenship and Immigration Services.

WSU is committed to providing access and reasonable accommodation in its services, programs, activities, education and employment for individuals with disabilities. To request disability accommodation in the application process, contact Human Resource Services: 509-335-4521 (v), Washington State TDD Relay Service: Voice Callers: 1-800-833-6384; TDD Callers: 1-800-833-6388, 509-335-1259(f), or hrs@wsu.edu.




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Job No:
Posted: 5/4/2021
Application Due: 8/2/2021
Work Type: Full Time