Description
POSITION OBJECTIVE
Auxiliary Services is a dynamic, revenue driven department within Campus Services of Case Western Reserve University with approximately 20+ million dollars in total revenue each year. Working with a high degree of independence and under general direction, the assistant director is responsible for shaping strategic financial decisions in partnership with the Director of Auxiliary Services, managing forecasting process, internal controls, and managing data to support the department¿s reports and metrics.; identify and recommend opportunities to enhance revenue generation, efficiency and effectiveness in the financial operations; assistant director will actively work towards centralizing, optimizing, and consistently communicating key reports regarding finance and operations and make recommendations for data management, tracking, and necessary enhancements.
ESSENTIAL FUNCTIONS
Manage and execute the following processes: annual budget, annual year-end close documentation of financial assumptions, 3- and/or 5-year forecasts, and quarterly operating forecast updates. Partner with the director of auxiliary services in planning and management of processes, decisions and outcomes. Direct the preparation of the annual budget and monthly income/expense forecasts for all areas in auxiliary services. Analyze and forecast budgetary implications of vendor agreements and revenue structures such as meal plan distribution. Draft key points for executive summaries related to major financial deliverables. Develop and implement reports, queries, and other analyses to be used in developing forecasts, budgets and financial plans. Maintain all records, work papers and details. (15%)
Coordinate with contracted vendors to prepare monthly financial reports for individual locations, establishing benchmarks for budgetary review. Review analysis of staffing expenses, non-salary expense projections and annual funding to ensure effective management of their locations. Works closely with all members of the administrative team to assure financial operations are in full compliance of university policies and GAAP. (10%)
Collaborate in strategy discussions and, in conjunction with the director and other leaders, develop and document financial assumptions for planning and forecasting. Create, maintain and manage large and high-level reports such as detail breakdowns on the strategic budget, forecast to actual reports as well as the quarterly variance to budget reports plus other income detail reports (15%)
Take the lead on interfacing with multiple database repositories to prepare custom analytical reports and detailed analyses for the director and other stakeholders. Build and communicate on reporting services. To recommend, develop, and help to implement changes to department policies and practices based on analysis of the data. Create and track annual and monthly reporting metrics on revenue, expenses, and other ad-hoc reporting including departmental dashboard metrics. Oversee the productivity analysis for over 20 locations using custom reports and synthesizing the data into decision making plans of action. Collaborate with appropriate stakeholders and work closely with a variety of leadership teams for metric interpretation and analysis of on-going operational plans. (10%)
Work closely with University Technology to coordinate internal ticketing systems with wider university resources for maximum labor efficiency, prioritization, and consistency in data management & transactional services. Identify and evaluate appropriate software and hardware systems to maintain the necessary level of operations and reporting capabilities for leadership as well as other stakeholder needs. Ensure stability of POS transactional IT environment meets IT and Financial requirements such as PCI. Identify and manage necessary IT projects that drive operational, service, and procedural enhancements in collaboration with UTech and other stakeholders. (15%)
Design, create and manage the strategic metrics collection and reporting process to support leadership in all aspects of dining program operations. This includes monitoring of financial and transactional processing, account management and financial auditing. Communicate and develop long-range financial planning models tailored to varying program assumptions to be used in executive decision-making. Partnering with the director to identify key financial tools required for business decision support, such as program contribution margin analysis, location volume, plan utilization/distribution and pricing models. Lead the development and management of the support tools in partnership with stakeholders. Integrate new decision support tools with existing processes, tools and analysis. (10%)
Design and build single-resource and multi-dimensional modeling tools to be used for forecasting and decision making at the divisional level. Provide validation that various data repositories within the division utilized in the reporting structure are consistent and reliable. Support projects that are in need of data analysis for process improvement decision making. (10%)
Oversee and manage a variety of financial administrative activities. Provide guidance and counsel to internal clients/vendors to support business operations while ensuring appropriate compliance and financial control. Investigate allegations of fraud and financial compliance questions/issues using available resources such as technological systems and financial tools, university policies and procedures, and the network of informed individuals such as the location management, operations manager, business manager, regional director, and external corporate central leadership. Formulate recommendations. Provide guidance on a wide range of financial requests and inquiries. Approve purchase requisitions, requests for payment and expense reimbursements, and procurement card activities. Maintain appropriate records. Create and maintain accurate documentation for current and proposed reporting processes and data management systems. Document procedures and potential solutions as it relates to enhancing reporting services for the department. (10%)
NONESSENTIAL FUNCITONS
Take part in training seminars or classes as assigned, such as management and software professional development seminars and national certifications programs such as NACUFS Financial Mgmt. Keep up to date with relevant POS computer/IT developments (2%)
External Reporting: Use data analytics to support required aspects of external reporting requirements and benchmarking needs, including NACUFS, NACAS, and any others as directed (2%)
Perform other duties and responsibilities as assigned. (1%)
CONTACTS
Department: Regular contact with members of Campus Services, most closely with the director of Auxiliary Services and the Director Budgets and Administration, offering expertise and ideas to and collaborate to improve reporting and data for project and process improvement.
University: Daily to weekly contact with General Accounting; Purchasing and Accounts Payable, University Controller¿s office; director and staff in the office of Housing, Director, and staff in Utech; Director and staff in the office of Student Affairs, Human Resources; Student Employment office and other department administrators, faculty and staff as needed.
External: Daily to weekly contact with University Vendor senior level administration and finance managers; Cost & Budget department; General Accounting office.
Students: Occasional contact with students to provide technical and informational support as needed.
SUPERVISORY RESPONSIBILITIES
May supervise student employees.
QUALIFICAITONS
Experience: 4 to 7 years of related experience.
Education: Bachelor¿s degree required; Master¿s in Business Administration or Accounting preferred.
REQUIRED SKILLS
Experience with filtering and joining datasets in MS Excel, PeopleSoft, or similar tools.
Experience in analyzing complex data sets for trends, identifying outliers, descriptive reporting. Advanced Excel experience in data filtering, pivoting and graphing is highly preferred.
PeopleSoft experience preferred.
Advanced computing skills and sound analytic reasoning.
Strong financial and accounting acumen.
Highly organized and possesses a high level of initiative with a demonstrated ability to work with little or no supervision. Must be detail oriented.
Ability to work with sensitive data and maintain confidentiality.
Must display sound, independent judgment, diplomacy, and tact in working with a variety of individuals at all levels in the school.
Strong written and verbal communication skills. Ability to interact with colleagues, supervisors, and customers face to face.
Able to handle the pressure of a heavy workload, and juggle multiple priorities simultaneously.
Strong interpersonal skills and ability to work effectively independently or on a team.
Ability to plan, sequence and integrate individual tasks with those of others.
Knowledge and understanding of a host of data management, reporting and computer issues that will allow him/her to anticipate needs, respond to questions, address issues as the arise and carry out his/her functions most effectively.
Proficiency in SQL database programming and queries is highly desirable.
Demonstrated history of successful support, education, and advocacy for all students, aligned with the values, mission, and messaging of the university, while adhering to the staff policy on conflict of commitment and interest.
Ability to meet consistent attendance.
WORKING CONDITIONS
General office environment. Limited manual dexterity required. The employee will perform repetitive motion using computer mouse and keyboard to type. Work requires negligible physical exertion. Little or no exposure to hazards. Willingness to work evenings and weekends as needed.
Requirements
QUALIFICAITONS
Experience: 4 to 7 years of related experience.
Education: Bachelor¿s degree required; Master¿s in Business Administration or Accounting preferred.
