Assistant Director and Budget Manager

Clayton State University•Morrow, GA

43d

About The Position

The Assistant Director and Budget Manager is responsible for several administrative tasks, including, but not limited to, providing support with budget keeping for each of the six budgets withing Facilities Management, including contract to pay processes, data and compliance related reporting duties on the campus, tracking utility expenses for campus buildings and coordinating bill payments, providing up to date audits of all demand work orders and PM work orders, training delegated employees in all aspects of Facilities administrative tasks, serves as HR and IT liaison, and assisting the Executive Director with all other assigned projects. Maintains budgets for Facilities Management, prepares contractor reports quarterly, A/E Monthly Reports to the Procurement Director, reconciles monthly purchasing card statements, requests purchase orders and pays invoices, prepares construction and services contracts, and maintains budget tracking. This position is responsible for ensuring contracts, purchase orders, and invoices follow state policies and procedures. Tracks and records all utility expenses and usage for campus buildings, including Laker Hall and Laker Village, and coordinates bill payments. Responsible for managing facilities data, floor plans, etc., in AutoCAD and in other formats, providing information and assistance to departmental personnel and consultants in all computing activities relating to projects. Also, the role is responsible for campus compliance reporting that will require working with all campus departments and employees to ensure compliance with campus policy and all federal, state, and local environmental regulations governing campus activities. The position is responsible for any other assigned data and compliance reporting duties on the campus. This position assists with small project management as assigned. The Assistant Director and Budget Manager is responsible for all signage on campus. Including office name/title signs, interior signage, and exterior signage. This position is held accountable for all Facilities campus communications, such as road closures, power outages, and project announcements. The responsibility of ensuring lease payments and contracts are up to date falls on this position (example: mail machine lease and updated equipment). This position is also in charge of keeping the website www.clayton.edu/facilities updated with the latest information regarding the department, projects, and team members. This position provides up-to-date audits of all demand work orders and PM work orders. Receives calls from the campus community for comfort, safety, and welfare (HVAC, fire alarms, temperature control, electrical emergencies, and other related issues) and directs information to the right department.

Requirements

Bachelor's degree in accounting (preferred), Finance, Business Administration, or another related field.
Minimum of three years of experience with PeopleSoft Financials or other similar financial reporting software.

Nice To Haves

Master's Degree or related field of study and several years of experience.

Responsibilities

Monitor annual budget and develop monthly reports, maintain standard reports showing recent expenditures and current balances available for upcoming operations; monitor and oversee budgets; oversee funding and spending compliance; work in conjunction with various Facilities Management department managers and department heads to ensure fiscal compliance with federal, state and Clayton State University policies and procedures; develop and implement policies and procedures to ensure compliance.
Including but not limited to, directing, administrating contract management, budget management, purchase order, invoice payments, record management, utility bill payment tracking.
Provide financial reports, forecasting, and analysis of financial trends to assist the Executive Director and the senior leadership team in making decisions and allocating resources.
Oversee budgetary planning and cost management to assure compliance and alignment with the Facilities Management goals and strategic priorities.
Promote a workplace where every individual feels valued and empowered. Foster an atmosphere that is collegial, and that promotes and encourages a work environment that is recognized for the respect and support shown toward faculty and staff.
Responsible for coordinating various Facilities Management Department functions.
Other related duties as assigned.
Microsoft Suite, facilities-related software (AUTOCAD & ServiceNow/work order management software).
Assist as needed in managing small projects and addressing campus furniture needs.
Coordinate various rebates preapproval applications as needed for building operations.
Must know AutoCAD in good standing.
Coordinate project schedules and send communications to campus regarding projects, road closings, new access, etc.
Update project list and status, and keep the project requesters updated.
Assign fuel cards to new Public Safety employees using Holman Insights.
Distribute annual vehicle insurance cards.
Maintains fuel usage log
Other related duties as assigned.