Assistant Director for Business Operations

Summary


Finance Specialists perform entry-level professional work requiring an in-depth knowledge of one or more specialized functional areas which may include finance, accounting, procurement, budget, or treasury. Their work involves initiating and maintaining accounting records and files pertinent to the receipt and disbursement of authorized funds; supplying accounting information and reports to a supervisor and/or executive management team; providing monthly reports and information for all accounts concerning allowed expenditures, commitments and balances; preparing and/or reviewing procurement, travel, petty cash, deposits, and other fiscal documents; monitoring budgets to determine trends or needs for adjustment; and assisting faculty in the development and preparation of budgets for funding proposals. This position will assist in providing financial and accounting support to the Department of Intercollegiate Athletics.

Typical Duties

Purchasing

•Responsible for the management and processing of purchase requisitions for supplies and services that includes management of purchases totaling approximately 16 million dollars per year with hundreds of purchases to manage each month that are often greater than $10,000 each. Works closely with University Procurement to create and issue BVAs and/or RFPs and to analyze and award contracts based on University and state procurement regulations. Interacts with staff and vendors to resolve concerns and advise about procurement requirements.
•Responsible for a university-issued Purchasing Card, ensuring timely reconciliation and compliance with procurement policies. Assists department staff Purchasing Card holders with any questions related to reconciliation of monthly Purchasing Card statements.

Business Office Education Materials

•Coordinate Business Office orientation for new employees, which includes: presenting Business Office policies and procedures, training staff on Chrome River and having up to-date knowledge of VCU and State travel and purchasing policies and procedures.
•Assisting Assistant AD with the creation and implementation of Business Office Educational materials (i.e Business Office Policy Manual, News Letter, Standard Operating Procedures, other training manuals and presentations).

Fiscal Administration

•Works closely with Assistant AD for Business Services to provide monthly operating budget reports in an accurate and timely manner, including reconciling revenues and
expenses, initiating journal vouchers, budget adjustments and encumbrance removals;
•Reconciles payroll expenses in Banner, including identifying and correcting any inconsistencies; and
•Completes various analytical functions to include financial projects and analysis.

Travel & Reimbursement

•Responsible for comprehensive understanding of Chrome River (VCU Travel Management System) and acting as department point of contact for Chrome River processes, including understanding of University and NCAA travel policies and procedures;
•Process reimbursements for all non-VCU employees and VCU student-athletes in a timely and accurate manner;
•Oversight of moving & relocation expense process for new employees, including possessing in-depth knowledge of University and state moving and relocation policies and procedures, communicating these policies and procedures effectively both orally and in writing to new staff members, and assisting new staff members with reimbursement of moving expenses;
•Assist with A10 and NCAA travel reimbursement process; and
•Create and maintain all documentation/files for all travel processed, with responsibility for adherence to the records retention policy as it relates to documents.

Accounts Receivable

•Manages Accounts Receivable process for VCU Athletic fundraising events in conjunction with the Athletic Development Office. Responsible for creating, submitting and tracking of invoices related to Fundraising events. Responsible for creating and submitting monthly Accounts Receivable report, ensuring accuracy.

Risk Management

•Demonstrates a commitment to risk assessment (considering cost, benefit, and impact); Utilizes identified internal control mechanism;
•Practices routine verification of the accuracy of data; Processes travel & procurement; and

•Special reports.

Minimum Qualifications

Bachelor's degree or an equivalent combination of professional level training and experience;
Two (2) years of applicable work experience.

Preferred Qualifications
Bachelor's or Master's degree in accounting, finance or related business discipline;
Experience with Banner, RealSource, Chrome River and Microsoft Office;
Experience working in a collegiate setting.

Job Specific Physical and Cognitive Requirements

Physical Demands and Activities:
Light lifting ( Pushing/pulling - Essential
Standing - Essential
Sitting - Essential
Repetitive motion - Essential
Emotional Demands :
Fast pace - Essential
Average pace - Essential
Multiple stimuli - Essential
Frequent change - Essential
Intense customer interaction - Essential
Mental/Sensory Demands:
Memory - Essential
Reasoning - Essential
Hearing - Essential
Reading - Essential
Analyzing - Essential
Logic - Essential
Verbal communication - Essential
Written communication - Essential

Not ORP Eligible

Job Family - Financial Services, Job Title Financial Specialist (18211)