Director for Financial and Administrative Services, Facilities
Location: Wellesley, Massachusetts
Internal Number: R0002623_1663096589
The Director of Financial and Administrative Services is a key member of the Facilities team. The Director responsible for managing the department's accounting systems, policies, and processes within the context of Wellesley College's financial policies and procedures. The Director is responsible for working with department managers to create and monitor operating budgets, managing recruitment and on-boarding of talent, and managing office operations. The Director draws on both technical expertise and exemplary communication skills to fulfill the business management needs of the Department. The Director reports to the Assistant Vice President for Facilities Management and Planning and has frequent communication with the executive leadership and key constituencies within Wellesley College. The Director serves as the primary liaison with the College's Finance and Human Resources offices, and works closely with the AVP for Budget and AVP for Finance and Controller as a key contributor to the institution's financial management.
Primary Position Responsibilities
Manages all financial transactions for the Department. Processes purchase orders, vendor invoices, time-sheets, etc., assigns appropriate cost codes, and ensures work-flow processes flow smoothly.
Monitors the FM&P budget in whole and per area to ensure it is within budget limits and/or fiscal practices are followed. This includes allocations, expenditures, fund balances and related financial activities.
Analyzes financial information (e.g. labor and non-labor expenditures, utility expenses, cash management, cost projections, etc.) to provide direction, support, and recommendations to key administrators at the College. The goal is to maximize the effective use of funds, and/or ensure overall operations are within budget.
Prepares financial and budget tracking reports for each shop and/or business units. Reviews the budget status monthly with managers and shop supervisors and provides direction and advice regarding strategies to stay on-budget.
Works with Finance and Technology Services as part of organization-wide efforts to re-engineer systems, processes and procedures to improve financial reporting and streamline workflows. Facilitates the integration of data from work-order management, project management and financial management systems. Works with managers and supervisors to facilitate their use of new reporting capabilities.
Oversees effective and efficient maintenance of paper and electronic fiscal information, files and records (e.g. purchase orders, accounts payable, accounts receivable, contracts, etc.) for the purpose of providing easily accessible and up-to-date reference and audit trail.
Conducts periodic internal audits to ensure capital projects are within budget and in accordance with College's fiscal and administrative practices.
Assists department managers regarding personnel functions (e.g. job posting, interviewing, evaluating, on-boarding, etc.) for the purpose of maintaining adequate staffing in the department, and enhancing productivity of personnel.
Directs office operations, and/or processes, to include the management of administrative staff, in support of organizational objectives and ensures compliance with risk management, legal, financial requirements within established timeframes.
Manage priorities, creating clear direction and follow through to ensure achievement and accountability in the face of competing demands.
Periodically, serves as on-call manager for the Department (available 24/7 for a week).
Performs other related duties as assigned.
Error-free financial management and reporting.
Creative and analytical thinking regarding how to maximize the value of the budget.
Removing road-blocks and optimizing processes to assist the department in getting the job done with minimal obstruction.
Effective leadership of staff, including the ability to set expectations.
Administrative Staff (2-3 FTEs) and student assistants
Bachelor's Degree in Finance, Accounting, Business, or similar
Minimum of 5 years of experience in accounting, budget and financial analysis and management is required.
Experience in construction or maintenance industry strongly preferred.
Experience in higher education setting preferred.
Management and supervisory experience preferred.
Skills and Abilities Required
Demonstrated experience in operating financial management system (Workday, PeopleSoft, or similar).
Strong financial accounting and auditing skills.
Advanced Excel skills required, with the ability to import and export data from various reporting systems.
Familiarity with work order management system (TMA or similar) and project management system (ProCore or similar) preferred.
Experience with and knowledge of benchmarking, best practices related to design and construction departments preferred.
Strong leadership skills and a collaborative, service-oriented approach to work.
Excellent communication and interpersonal skills for engagement at all institutional levels and with a variety of constituencies.
All employees hired after August 2, 2021 are required to upload proof of vaccination and booster against COVID‐19, subject to approved medical or religious exemptions or disability accommodations.
Wellesley is known for the excellence of its education, the beauty of its setting, its gifted faculty, and the uniqueness of its campus culture. But most of all, Wellesley is known for the thousands of accomplished, thoughtful women it has sent out into the world for over 100 years women who are committed to making a difference. Every year, some 2,400 of the world's top undergraduate women are challenged to exceed their own highest personal and intellectual expectations. The mastery Wellesley graduates demonstrate across the professional and vocational spectrum, and the influence they wield, whether in their own communities or on the world stage is testament to a singularly empowering undergraduate experience. Wellesley's lively academic community places a high value on rigorous, probing inquiry, and creative, cross-discipline thinking. Its collaborative approach to scholarship encourages students to question, debate, and refine their points of view, not only with each other, but with our world-class faculty, often by working directly with them on groundbreaking projects. A Wellesley education fosters the highest standard of readiness for the real world in its graduates, in terms... of ability to think, act, and contribute meaningfully and effectively in their chosen areas of interest.