Job Title:

Associate Director of Administration and Financial Operations

Job Summary:

The Associate Director of Administration and Financial Operations primary responsibilities include developing, organizing and performing budget activities, data extraction and analysis, and internal and external reporting duties; ensuring compliance with budgeting processes and procedures; and implementing financial forecasting and modeling techniques. Assists the Director of Administrative Services with the proper functioning and smooth operation of day-to-day accounting services and financial planning. Works independently under limited supervision and trains and supervises the performance of assigned personnel and functions.

Full Job Description:

Responsibilities include:

• Oversee all aspects of the preparation, communication, maintenance, and analysis of the department’s annual operating budget. Identify opportunities to eliminate redundancies and create efficiencies
• Oversee Facilities front desk and reception functions and daily operations such as Work Order software system process control, work order database, work order process. Support stewardship and reinvestment data reporting and tracking
• Coordinate departmental and university-wide communication and collaboration with University faculty and staff to ensure satisfactory delivery of services
• Lead the budget and financial operations for the Facilities Management and Project Management departments; Oversee the proper submission and completion chronological of accounting transactions through the university e-procurement system
• Responsible for compliance of the university’s internal controls, procurement, and financial policies, while exhibiting a deep understanding of fiscal responsibility. Analyze existing processes, policies and procedures, in collaboration with department colleagues, to identify and propose improvements and/or new controls for better automation and standardization, leading to the best, most efficient use of time resources
• Supervise daily financial operations and business functions of Project and Facilities Management, including administering all purchasing, invoices, and payment processes, and office management, including requisition of office supplies and standard materials, and clerical support.
• Oversee the budget and expense tracking, analysis, and reporting; monitoring and analyzing of performance against budget for overall operating budget and key metric indicators
• Own the fiscal year-end close process in collaboration with Accounting and Business Services and Purchasing as needed
• Manage Concur expense reconciliation and approvals for all purchasing cards for Facilities and Project Management
• Coordinate Human Resources activities for direct reports and others in Administrative Services as requested including staff on-boarding, terminations, pay rate increases in accordance with Collective Bargaining Agreements
• Supervise and provide guidance for semi-monthly payroll in Local 39 and 1877 employee groups in accordance with Collective Bargaining Agreements
• Evaluate and provide feedback on stewardship and reinvestment data reporting and tracking; assist in the preparation of management reports for senior leadership;
• Coordinate paper and digital filing and related processes; ensure all departmental and university policies and procedures for documentation retention and destruction (among other policies) are carried out consistently and effectively
• Prepare reports for various internal and external sources within the college community and outside contacts as needed
• Provide support to Facilities staff as needed; Supervise the responsibilities of student workers and provide work direction as needed
• Facilitate departmental and university-wide communication and collaboration with University faculty and staff to ensure satisfactory delivery of services
• Act as Facilities representative to the Budget Managers group
• Supervise and train direct reports and other administrative staff as needed
• Other duties as assigned

Full-Time/Part-Time:

Full time

Pay Rate:

Salary