Director of Administration – Finance & Operations DSS - UTK

University of Tennessee•Knoxville, TN

1d•Onsite

About The Position

Reporting to the Assistant Vice Provost and Chief Financial Officer, the Director of Administration will be responsible for the fiscal and budgetary management of the Division of Student Success's activities and initiatives. This includes financial planning and analysis for the Division's operating budget, encompassing income from student fees, restricted funds, gift funds, and capital budgets. The position is responsible for overseeing all fiscal and administrative transactions and for strategic planning to ensure timely initiation and processing of contracts, payroll, memorandums of understanding, and similar agreements. The Director will collaborate with DSS leadership, central administration, and other colleges and units to achieve positive outcomes, providing guidance to DSS directors as needed, and will represent the Division in financial, human resources, and administrative matters on campus. This position will lead a staff of two assistant directors and seven coordinators. Additionally, until the Director of Facilities is recruited, this position will assist with space and facility issues.

Requirements

Bachelor’s Degree in Business Administration, Higher Education Administration, or related field.
At least 10 years of progressively responsible experience with duties supporting fiscal operations and/or administration in a multi-department, complex organization; OR a Master’s degree in Business, Public Administration, Higher Education Administration or related field and 6 years of progressively responsible experience with duties supporting fiscal operations and/or administration in a multi-department, complex organization.
Knowledge of complex fiscal operations, procedures, and regulations.
Knowledge of faculty and/or staff hiring procedures.
Knowledge of business practices and procedures.
Skill to foster a cooperative work environment.
Strong interpersonal and communication skills and the ability to effectively work with a wide range of constituencies in a diverse community.
Ability to develop and prepare comprehensive analyses.
Applicants must be legally authorized to work in the United States on a full-time basis without need now or in the future for sponsorship for employment-based visa status.

Nice To Haves

Master’s Degree in Business Administration, Higher Education Administration, or related field.
At least 8 years of experience in business management or higher education administration in a public institution where work involved interactions with staff, faculty, students and progressively responsible fiscal management and reporting.
Excellent communication and collaboration skills.
Proficiency in ERP systems and Microsoft Excel.
Knowledge of public university business practices, procedures, and fund accounting.
Microsoft Office, especially Excel.
Effective collaboration skills.

Responsibilities

Develop strategic plans for spending and budget growth in collaboration with the AVP/CFO.
Oversee the day-to-day fiscal and administrative operations for the Division.
Oversee the annual budget process and year-end close process.
Oversee the operating funds, restricted funds, and gift funds for the Division.
Oversee the Division’s human resources activities including faculty appointments, staff appointments, and student appointments.
Work with the AVP/CFO to standardize and modernize financial and operational reporting.
Oversee and participate in monthly meetings with divisional directors to discuss ledger and fiscal reports and questions.
Oversee the appointment and operational onboarding of all faculty, staff, and students in the Division.
Ensure reappointments and calculations are accurate and timely.
Collaborate with staff and provide guidance related to searches, onboarding, and search committee responsibilities.
Ensure proper record keeping and related purging of documents.
Develop and maintain divisional guidance for search committees and collaborate with departments to ensure adherence.
Develop relevant reporting for divisional recruitments.
Oversee the work of the administrative shared services unit and provide services to the department that include calendaring, purchasing, travel support, event support, student employee supervision, and other similar services.
Recruit, retain, professionally develop, and evaluate qualified talent reporting to this position, and if necessary, take action up to and including termination.
Accomplish work through the Assistant Director of Fiscal Affairs and Assistant Director of Operations and their staff.
Safeguard the Division’s assets by researching and selecting the best software product for the division and ensuring that the assets are properly recorded and maintained, making additions and deletions as necessary.
Oversee the completion of annual certifications of assets and inventory as required by central administration.
Determine items suitable to be sent to Surplus and which items can be reassigned to divisional departments.
Serve as the Inventory/Asset Manager for the Division until and will cross-train a direct report to assume this function.
Develop reporting as necessary.
Manage facility and space requests in collaboration with the AVP/CFO until the Facilities Director is recruited.
Perform other duties as assigned.