Associate Director of Administrative Operations, Strategic Enrollment Management (SEM)
University of San Francisco
The Associate Director of Administrative Operations for Strategic Enrollment Management provides support and leadership for the division-wide management of its financial, operational and administrative management activities. The Associate Director reports to the Vice Provost of Strategic Enrollment Management.
The Associate Director works with department leadership within SEM and other key university members to carry out the daily financial, operational and administrative efforts of the division. While contributing to division level strategy and planning as a member of the SEM Leadership Team (consisting of the Vice Provost and Associate and Assistant Vice Provosts) the Associate Director also helps ensure that the University's Vision, Mission and Values Statement, and Strategic Initiatives are the foundation of decision-making and action within the division. Extensive collaboration with SEM staff will be necessary for planning, projects, certifications, as well as serving as the SEM representative to a host of external organizations specific to SEM operations.
Within the greater University the Associate Director represents the division of SEM and provides input to Budget and Administrative Operations Committee. This position works closely with the Office of Budget and Planning, Accounting and Business Services, Facilities, Purchasing, Development, Communications and Marketing, Human Resources and other University offices that impact financial, operational and administrative processes.
Accounting: Manage the day-to-day operations of financial transactions, revenue receiving, purchasing, accounts receivable, accounts payable, etc. in all university provided systems including Banner Finance Review and/or approve financial and administrative documents prior to approval as designated by the Vice Provost Provide ongoing support to all Concur users within the division for all financial transactions, University financial systems, policies, and procedures, and review monthly reconciliation progress for all departmental credit cards to ensure University procedures are upheld.
Budget and Planning: Assist division leadership in the preparation and forecast of annual budgets and planning. Work with all department leaders within the division of SEM to generate accurate and effective budgets that adequately support short and long term goals. Manage the annual budget of the SEM division including creating guidelines for budget request and approval process for an annual unrestricted and restricted budget of approximately $11.4 million. Monitor all budget/revenue accounts and perform analysis and variance updates in relation to the budget for the Vice Provost. Support Associate Directors in budget analysis, revenue and expenses estimation. . Prepare cost-benefit analysis for proposed projects, track actual project expenditures, and assess achievement of cost savings goals upon completion of projects. Prepare the analysis and interpretation of financial information and aid in the development of business operations plans, forecast of critical milestones, identification of potential obstacles and the evaluation of alternative courses of action. Assist department leadership to foster a culture that ensures appropriate department-wide financial control and fiduciary stewardship.
Administrative and Human Resources: Generate periodic payroll reports in order to report accuracy, salary salvage and student labor costs for Vice Provost and Associate Directors. Liaison with Human Resources to assist in the facilitation of staff development training, and employment policies. Gather and process required data for SEM staff hiring, including an updated onboarding process. Coordinate the annual performance appraisal and merit/salary increase processes and work with the Vice Provost to review, recommend and process the current performance management system for staff (e.g. reviews, salary compensation, merit increases and professional development) to encourage and recognize a high-performing organization aligned behind SEMs strategic priorities. EPAF: Process, maintain and analyze all payroll records and data for all new and existing SEM Staff and Students through EPAFs. Serve as administrative coordinator for Search Committee meetings and process in coordination with committee members, Office of the Provost and Human Resources
Operations Management and Facilities:
Act as the liaison with Facilities Management, Janitorial Services, Project Management, Catering and Public Safety for security, access and maintenance of department office space and classrooms overseen by the Registrars office. Oversee space planning and complex staff moves and interior construction projects in coordination with appropriate university resources, and to include: project management, budget, schedule coordination, furnishing, work-orders, computing and telecommunications issues. Maintain vehicles registration, schedule vehicle maintenance and retain service and insurance records, fuel and repair chargebacks from Accounting and Business Services. Approve purchase requisitions, follow up with vendor orders, reconcile products/service received and oversee invoice processing and payment to vendors Review all procurement requests prior to approval and work with purchasing department to process orders. As needed, coordinate with key partner USF departments in support of SEM operations including Business and Finance, Bon Appetit catering services, Events Management, Public Safety, Facilities Management, and ITS.
Communications Assist the Vice Provost with preparing and coordinating all documents and administrative details for University Committees. Manage agenda and coordinate weekly SEM Leadership meeting. Support bi-monthly SEM division-wide meetings, department retreats and other events. Other Responsibilities: The Vice Provost may assign additional areas of responsibility in general line with the nature of this position.
Masters degree or comparable graduate degree is strongly preferred; Bachelors degree required A minimum of 5 years of experience in similar or related position. Higher Education experience strongly preferred Must have strong financial planning, analytic and problem-solving skills as well as excellent communication skills; Solid understanding of budget development and management; accounting, billing operations, reimbursements, and financial contracts; Ability to professionally and diplomatically communicate and interact with a diverse group of internal and external callers, visitors, and contacts at all levels; Independent judgment, decision-making ability and resourcefulness are required to plan, prioritize and organize a diversified workload and to recommend changes in office practices, procedures and protocols; Ability to adapt communication style to address the needs of individuals at all levels throughout the University; Strong computer skills including, advanced use of Excel. Manage highly-sensitive, confidential information with the highest level of discretion and expediency; Ability to deal with highly confidential and sensitive material in a professional manner; Ability to manage multiple projects; Ability to work flexible hours, including some weekends; Excellent written and oral communication skills; Dedication to evidence-based decision-making and evaluation; Commitment to USFs Mission, Vision and Values.
Additional Knowledge, Skills, and Abilities:
For information on how to apply, please visit the following link:www.usfjobs.com
EEO Policy The University of San Francisco is an equal opportunity institution of higher education. As a matter of policy, the University does not discriminate in employment, educational services and academic programs on the basis of an individuals race, color, religion, religious creed, ancestry, national origin, age (except minors), sex, gender identity, sexual orientation, marital status, medical condition (cancer-related and genetic-related) and disability, and the other bases prohibited by law. The University reasonably accommodates qualified individuals with disabilities under the law.
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