Assistant Director of Facilities Finance

Montclair State University • Montclair, NJ

7d • $90,000 - $115,000

About The Position

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.

Requirements

• 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.

Nice To Haves

• A Master’s Degree in a related field.
• Familiarity with construction processes and practices, and project accounting.
• Familiarity with Workday Finance.

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.

Benefits

• The position may also be eligible for comprehensive benefits, including health insurance, retirement plans, and tuition assistance.
• For further details, please visit: https://www.montclair.edu/human-resources/benefits/

What This Job Offers

• Job Type: Full-time
• Career Level: Director
• Number of Employees: 501-1,000 employees