| Posting Number: | 20243887S |
| Position Title: | Associate Director of Finance |
| Position Type: | Staff |
| Location: | Villanova, PA |
| Recruitment Type: | Internal/External Applicants |
| Work Schedule: | full-time/12-months |
| Avg Hours Week | |
| Department: | 201-Dean-Engineering |
| Position Summary: | Reporting to the College of Engineering Director of Finance and Administration, the Associate Director will manage the day-to-day financial operations of the College of Engineering. With an understanding of university policies, the Associate Director will provide support in the areas of budget management, financial projections, payroll management, journal entries, purchasing and financial transaction research for all College funds including the unrestricted, restricted, and entrepreneurial and grant budgets.
The position is responsible for providing leadership and oversight of the finances including but not limited to departmental operating budgets, policy interpretation, design and implementation of processes and internal controls, accounting accuracy, budgeting, reporting, and monitoring and reconciliations. This position is responsible for working with department staff to track and audit activity identifying material variances where applicable.
Villanova is a Catholic university sponsored by the Augustinian order. Diversity and inclusion have been and will continue to be an integral component of Villanova University’s mission. The University is an Equal Opportunity/Affirmative Action employer and seeks candidates who understand, respect and can contribute to the University’s mission and values. |
| Duties and Responsibilities: | Essential job functions are as follows: - Review and certify all expenditure and income transactions for the College; serve as certifying signature authority in the Director of Finance’s absence.
- Review and approve the reconciliation of financial records for the College; assist departmental staff with complex financial issues.
- Administer the budget for the Office of the Dean and supervise the reconciliation of the Dean’s indices.
- Assist with budget planning, hiring, payroll management, projections, and analysis; assist the Director with annual budget preparations for the College.
- Lead the College collaboration with Office of Grants and Contracts (OG&C), providing primary review and financial approval of grant proposals, pre- and post-awards.
- Lead budget creation for Cayuse grant submissions in instances where PI submission does not match OG&C protocol.
- Manage and train the department coordinators on financial reporting, including budget projections and analysis for the College and Centers.
- In conjunction with the Director of Finance and Administration prepare financial reports for the College including the design of templates to be used for PIs to check grant balances.
- Work with College’s Building Manager on tracking capital equipment, maintenance, and project charges, annual department allowances from Dean, and open commitments against purchases. Reconcile with departments and College staff on regular basis.
- Serve as principal manager of all indices in the College, regularly auditing activity and consolidating or closing where appropriate to keep up-to-date list.
- Provide training and support to departmental administration and staff regarding financial and budgetary matters.
- Monthly financial reporting lead for unrestricted, restricted, grant, and endowed funds.
- Review contracts for compliance with University policies and procedures for the College.
- Track College gifts by making sure the gifts hit the correct index and the departments are notified when new gifts are processed. Track endowment index balances in the College to make sure the funds are being spent appropriately.
- In collaboration with the Director of Finance and Administration, serve as the Dean’s Office liaison with the Controller’s Office, executing journal entries between indices, setting up indices. Serve as the principal College liaison providing Banner accesses.
- In collaboration with the Director of Finance and Administration, serve as the Dean’s Office liaison with Procurement ensuring Procurement policies and procedures are followed. Serve as the principal College liaison providing NovaBuy/NovaPay access.
- In collaboration with the Director of Finance and Administration, serves as the Dean’s Office liaison with the Bursar’s and Advancement Office overseeing petty cash, check deposits, etc.
- Oversee the accounts receivable function in the Dean’s Office including corporate sponsorship, industry collaboration contracts, event registration, etc.
- In conjunction with the Employment Operations Specialist, manage college position control by ensuring fully funded positions for adjuncts, grad assistants/students, staff, and faculty hires.
- With knowledge of University policies, manage the development and distribution of College financial related processes, procedures, and templates to drive efficient operations within the College, with an understanding of individual departmental needs to proactively seek areas for improved efficiencies.
- Support the Director of Finance & Administration and the College Employment Operations Specialist with the collection of data and metrics to drive decision-making.
- Collaborates with the Employment Operations Specialist to resolve discrepancies in funding, labor allocation, and overall personnel management through the lens of fiscal operations.
- Manage and supervise the Finance & Administration office student workers, including hiring, scheduling, approving timesheets, and confirming payroll.
- Assist the Director of Finance & Administration with the coordination, development, and presentation of learning and training opportunities designed to develop or enhance an employee’s knowledge.
- Ad Hoc Reporting.
- College lead for financial surveys including but not limited to ASEE, HERD, NSF, and internal Villanova data queries.
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| Minimum Qualifications: | - Bachelor’s degree is required.
Qualified candidates must exhibit the following: - 5 years of relevant experience, preferably in a higher-education environment or other nonprofit environment.
- Demonstrated ability to communicate with a diverse population at all levels of an organization.
- In-depth knowledge of principles and practices related to budget development and financial analysis, as well as familiarity with generally accepted accounting principles for not-for-profit higher education organizations.
- Ability to understand and solve complex problems which require extensive collaboration with both internal and external constituencies.
- Ability to analyze and understand problems from multiple perspectives, in order to understand the impact on multiple areas and determine the optimal solution.
- The individual must have excellent interpersonal, organizational, and planning skills and be an exceptional team player. Must have a proven ability to consistently maintain an outstanding level of professionalism with multiple interest groups. Must have a required understanding and effective use of confidentiality. Must have the ability to work independently in a fast-paced environment under general supervision. Attention to written and numerical detail required. The individual must have a deep commitment to the well-being of the college and the advancement of its mission, and to serving the needs of a diverse community. The individual must be upbeat, energetic self-starter who enjoys collaboration with a wide variety of people. The individual must have the ability to handle multiple projects with deadlines and a fast-paced environment.
- In-depth knowledge of and experience with Microsoft Office products, particularly Excel and Word. Significant experience working with enterprise-wide financial systems and budget development systems.
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| Preferred Qualifications: | Master’s degree is preferred. |
| Physical Requirements and/or Unusual Work Hours: | |
| Special Message to Applicants: | Ignite Your Career at Villanova University!
Whether undergraduate or graduate, faculty or staff, each community member brings with them a wealth of experiences that enrich our University and shift our perspectives. As a part of this community, your work will improve lives and ignite change!
Why work at Villanova? - Join a mission-driven organization.Since Villanova University’s founding in 1842, we have been inspired by the values of truth, unity, and love, and are a community dedicated to service to others.
- Villanova has been included among the nation’s best colleges and universities. VU’s inclusion again in U.S. News & World Report’s 2023 “Best Colleges” rankings is another indication of the University’s continued prominence and forward momentum.
- We believe that an inclusive community fosters an understanding and appreciation for diversity among our students, faculty, staff and administrators. The Office of Diversity, Equity and Inclusion works to address issues of equity and justice in a variety of ways including workshops, events and employee resource groups.
- Villanova’s most precious asset is our people. As an employee, you will receive a holistic benefits package, generous paid time off, a competitive retirement savings plan, flexible work options, wellness programs including gym membership, professional development, tuition assistance, and more .
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| Posting Date: | |
| Closing Date (11:59pm ET): | |
| Salary Posting Information: | Commensurate with experience. |
| Salary Band: | J |
| Job Classification: | exempt |