Assistant Director of Facilities Finance
Montclair State University, Montclair, NJ, United States
**IMPORTANT APPLICATION INSTRUCTIONS:****Job Description****SUMMARY:**Reporting to the Vice President for University Facilities, the Assistant Director of Facilities Finance manages the administration of fiscal and budget operations for the Division of University Facilities.
Representing the interests of University Facilities in all accounting and procurement matters, the Assistant Director monitors the implementation of all university Finance policies within the division, and ensures compliance with all applicable regulatory codes and standards.
**PRINCIPAL DUTIES AND RESPONSIBILITIES:*** In consultation with the Vice President, develop, evaluate, recommend, and implement financial management policies and standard operating procedures, and establish division goals and targets. Monitor and enforce division compliance with University Procurement policies and state regulations.* Serve as the division representative to the university community in financial matters.* Lead the annual budget development process and monitor budget activities for all division cost centers. Develop annual operating budgets, including review of personnel by department.
Monitor actual expenses against budget.
Initiate and/or approve budget transfers in operating and capital.
Meet monthly with division AVPs and quarterly with other department managers.* On behalf of the Vice President, ensure that all division personnel with finance responsibilities are compliant with all applicable laws, standards, and regulations- including university and division directives- and ensure the timely completion of all tasks, directives, and deliverables.* Support capital project creation, budget entries, capitalization review, and closing projects in the financial system.
Maintain communication with Controller’s Office regarding all funding entries.* Manage the Vice President’s auxiliary accounts and approve card transactions for AVPs.* Partner with the Energy Manager to manage campus utility billing, metering, reporting, and analysis activities.* Develop and recommend chargeback rates for maintenance and utilities expenses for revenue-generating cost centers outside of Facilities.* Oversee division's non-capital Board of Trustees waiver requests. Coordinate documentation submission to Procurement.* Supervise staff for all “procure to payment” processes in operating departments, including monthly vendor statement reconciliation.* Prepare and/or review 3rd party billings.* Approve requisitions, PCARD transactions, travel, and expense reports.
Prepare expense transfers and confirm entry.* Prepare monthly reports for review with the VP, AVPs, Directors, and Accounting; summarize expenditure reporting to Capstone for the Heights.* Review and track year-end accruals for operating departments to ensure accuracy.* Collaborate with internal and external stakeholders to ensure effective business operations and the responsive delivery of services.
Perform periodic review of service delivery to identify opportunities and make recommendations for improving customer service.* Supervise subordinate staff in resolving work issues.
Maintain open lines of communication and ensure that subordinate staff are aware of strategic goals.* Evaluate subordinate staff work performance.
Approve personnel actions, including hiring, promotions, and discipline, in accordance with established policies and regulations.* Review and maintain financial system access and security roles for division employees.* Authorize and coordinate finance-related training for division staff.* Perform other duties as assigned.* Management retains the right to add or change job duties at any time.**QUALIFICATIONS:****REQUIRED:*** A Bachelor’s Degree from an accredited college or university in Accounting, Business Administration, or Finance.* A minimum of five years of professional work experience in financial operations.* Experience with budget development and procure to pay processes.* Working familiarity with Generally Accepted Accounting Principles, auditing principles, risk management, procurement standards, and policies related to sound audit management.* Familiarity with financial accounting systems for procure to pay, budgeting, and reporting.* Above average proficiency in Microsoft Office programs, specifically Excel.**PREFERRED:*** A Master’s Degree in a related field.* Familiarity with construction processes and practices, and project accounting.* Familiarity with Workday Finance.**PROCEDURE FOR CANDIDACY**Applicants should include a resume and cover letter describing how their background, skills and education match the needs of the University. When applying, please take a moment to carefully read and follow the steps in the application instructions.**Salary Range**$90,000.00-$115,000.00 AnnuallyThe position may also be eligible for comprehensive benefits, including health insurance, retirement plans, and tuition assistance. For further details, please visit: Montclair State University considers factors such as, but not limited to, scope and responsibilities of the position, candidate’s relevant work experience, education, skills, and internal equity, when extending an offer.Salary offers for internal employees who are part of a collective bargaining unit (CBU) and are applying to a position that is within a CBU will be determined in accordance with contractual provisions.**Department**University Facilities**Position Type**Administrative**Contact Information:**For questions or concerns, please contact Human Resources' Workday Recruiting Support at **973-655-5000 (Option 2)**, or email talent@montclair.edu.**Inclusion Statement**Montclair State University values access and educational excellence. We are committed to an environment of diverse perspectives which ensures that graduates will be civically engaged, committed to democracy, and prepared to thrive as global citizens. We foster a community that promotes varied experiences and voices. We seek applicants who will contribute diverse ideas and perspectives and who value an environment that promotes educational growth and advancement for all.**EEO/AA Statement**Montclair State University is an Equal Opportunity/Affirmative Action institution with a strong commitment to diversity.Additional information can be found on the website at **Title IX and 34 C.F.R. 106 Policy**Montclair State is required by Title IX and 34 C.F.R. 106 not to discriminate on the basis of sex or gender, and does not discriminate on the basis of sex or gender in the operation of education programs and activities.
The requirement to not discriminate on the basis of sex or gender in the operation of education programs and activities extends to admission and employment. For further details, please visit:* **Upload Resume or Curriculum Vitae** for automatic population of information to the application.* The contact information, work experience, and education listed on your Resume/CV will be parsed and input into your Montclair application.* **Review information** and double-check all fields containing information that the system parsed – the software is intelligent, but you need to verify that the data is accurate.* In the **“My Experience”** section, you will find a Resume/CV upload option where you can submit your cover letter and all other supporting documents.**Note:** If you have an expansive CV, we recommend that you apply manually and only include the positions you have held in the last ten (10) years. You will then be able to attach your Resume/CV, as well as all other supporting documentation in the "My Experience" section of your application.Building on a distinguished history dating back to 1908, Montclair State University has evolved from an institution that was a recognized leader in teacher education to an R2 research institution ranked as one of the 100 best public doctoral universities in the nation. #J-18808-Ljbffr
Representing the interests of University Facilities in all accounting and procurement matters, the Assistant Director monitors the implementation of all university Finance policies within the division, and ensures compliance with all applicable regulatory codes and standards.
**PRINCIPAL DUTIES AND RESPONSIBILITIES:*** In consultation with the Vice President, develop, evaluate, recommend, and implement financial management policies and standard operating procedures, and establish division goals and targets. Monitor and enforce division compliance with University Procurement policies and state regulations.* Serve as the division representative to the university community in financial matters.* Lead the annual budget development process and monitor budget activities for all division cost centers. Develop annual operating budgets, including review of personnel by department.
Monitor actual expenses against budget.
Initiate and/or approve budget transfers in operating and capital.
Meet monthly with division AVPs and quarterly with other department managers.* On behalf of the Vice President, ensure that all division personnel with finance responsibilities are compliant with all applicable laws, standards, and regulations- including university and division directives- and ensure the timely completion of all tasks, directives, and deliverables.* Support capital project creation, budget entries, capitalization review, and closing projects in the financial system.
Maintain communication with Controller’s Office regarding all funding entries.* Manage the Vice President’s auxiliary accounts and approve card transactions for AVPs.* Partner with the Energy Manager to manage campus utility billing, metering, reporting, and analysis activities.* Develop and recommend chargeback rates for maintenance and utilities expenses for revenue-generating cost centers outside of Facilities.* Oversee division's non-capital Board of Trustees waiver requests. Coordinate documentation submission to Procurement.* Supervise staff for all “procure to payment” processes in operating departments, including monthly vendor statement reconciliation.* Prepare and/or review 3rd party billings.* Approve requisitions, PCARD transactions, travel, and expense reports.
Prepare expense transfers and confirm entry.* Prepare monthly reports for review with the VP, AVPs, Directors, and Accounting; summarize expenditure reporting to Capstone for the Heights.* Review and track year-end accruals for operating departments to ensure accuracy.* Collaborate with internal and external stakeholders to ensure effective business operations and the responsive delivery of services.
Perform periodic review of service delivery to identify opportunities and make recommendations for improving customer service.* Supervise subordinate staff in resolving work issues.
Maintain open lines of communication and ensure that subordinate staff are aware of strategic goals.* Evaluate subordinate staff work performance.
Approve personnel actions, including hiring, promotions, and discipline, in accordance with established policies and regulations.* Review and maintain financial system access and security roles for division employees.* Authorize and coordinate finance-related training for division staff.* Perform other duties as assigned.* Management retains the right to add or change job duties at any time.**QUALIFICATIONS:****REQUIRED:*** A Bachelor’s Degree from an accredited college or university in Accounting, Business Administration, or Finance.* A minimum of five years of professional work experience in financial operations.* Experience with budget development and procure to pay processes.* Working familiarity with Generally Accepted Accounting Principles, auditing principles, risk management, procurement standards, and policies related to sound audit management.* Familiarity with financial accounting systems for procure to pay, budgeting, and reporting.* Above average proficiency in Microsoft Office programs, specifically Excel.**PREFERRED:*** A Master’s Degree in a related field.* Familiarity with construction processes and practices, and project accounting.* Familiarity with Workday Finance.**PROCEDURE FOR CANDIDACY**Applicants should include a resume and cover letter describing how their background, skills and education match the needs of the University. When applying, please take a moment to carefully read and follow the steps in the application instructions.**Salary Range**$90,000.00-$115,000.00 AnnuallyThe position may also be eligible for comprehensive benefits, including health insurance, retirement plans, and tuition assistance. For further details, please visit: Montclair State University considers factors such as, but not limited to, scope and responsibilities of the position, candidate’s relevant work experience, education, skills, and internal equity, when extending an offer.Salary offers for internal employees who are part of a collective bargaining unit (CBU) and are applying to a position that is within a CBU will be determined in accordance with contractual provisions.**Department**University Facilities**Position Type**Administrative**Contact Information:**For questions or concerns, please contact Human Resources' Workday Recruiting Support at **973-655-5000 (Option 2)**, or email talent@montclair.edu.**Inclusion Statement**Montclair State University values access and educational excellence. We are committed to an environment of diverse perspectives which ensures that graduates will be civically engaged, committed to democracy, and prepared to thrive as global citizens. We foster a community that promotes varied experiences and voices. We seek applicants who will contribute diverse ideas and perspectives and who value an environment that promotes educational growth and advancement for all.**EEO/AA Statement**Montclair State University is an Equal Opportunity/Affirmative Action institution with a strong commitment to diversity.Additional information can be found on the website at **Title IX and 34 C.F.R. 106 Policy**Montclair State is required by Title IX and 34 C.F.R. 106 not to discriminate on the basis of sex or gender, and does not discriminate on the basis of sex or gender in the operation of education programs and activities.
The requirement to not discriminate on the basis of sex or gender in the operation of education programs and activities extends to admission and employment. For further details, please visit:* **Upload Resume or Curriculum Vitae** for automatic population of information to the application.* The contact information, work experience, and education listed on your Resume/CV will be parsed and input into your Montclair application.* **Review information** and double-check all fields containing information that the system parsed – the software is intelligent, but you need to verify that the data is accurate.* In the **“My Experience”** section, you will find a Resume/CV upload option where you can submit your cover letter and all other supporting documents.**Note:** If you have an expansive CV, we recommend that you apply manually and only include the positions you have held in the last ten (10) years. You will then be able to attach your Resume/CV, as well as all other supporting documentation in the "My Experience" section of your application.Building on a distinguished history dating back to 1908, Montclair State University has evolved from an institution that was a recognized leader in teacher education to an R2 research institution ranked as one of the 100 best public doctoral universities in the nation. #J-18808-Ljbffr