General Information
| Payroll Title | DIR ASC | Title Code | 000256 | Grade/Step | 1 | Working Title | Senior Director Budget and Finance for Housing, Dining & Residential Services |
|---|---|---|---|---|---|---|---|
| Department Name | INACTIVE Housing Srvcs. Admin | Supervisor | Andrew S Plumley | Department Head | Andrew S Plumley |
Payroll Title of those supervised
| Title Code | Description | FTE |
|---|---|---|
| 7236 | ANL 3 | 1 |
| 7247 | ANL 3 SUPV | 3 |
Special Requirements and Conditions
| Critical Position |
| Overtime |
| Travel |
| Travel Outside of Normal Business Hours |
Level of Supervision Received
| General Direction |
Items Used
| Must be able to effectively use a personal desktop computer, computer printer, copier, scanner, fax machine, and calculator. |
Position Purpose
| Under the general direction of the Assistant Vice Chancellor for Housing, Dining & Residential Services, the Senior Director of Budget and Finance is a member of the Housing Cabinet Management Team with senior-level management responsibility for strategic planning, goal setting, organizational development, budget and financial management, policy development and implementations, payroll management and business processes.
Housing, Dining & Residential Services consists of over 2.3M gross square feet and 250 acres of university property, providing: -Housing services to over 6,200 student residents in 3 residence halls, 5 apartment complexes and a family housing complex; -Dining services to residents and the entire campus out of 2 large residential restaurants, 12 retail venues, and 5 convenience stores; and -Programs, activities, and support to a diverse residential community. The Management functions are highly complex and diverse due to the following factors: -Size of Budgets (Housing: $63.9M; Dining: $27.1M; Residential Parking: $1.0M) -Debt service of $11.3M. -Major maintenance budget of $5M to $7M annually -Staff of 400 career and 800 student employees. Budget and rate setting management includes annual budgeting and rate development for all HDRS operations with income in excess of $95 million; monitoring and reporting central, operating and major maintenance account activity; administering accounts payable; administering payroll; monitoring and verifying all income; administrating campus accounting policy and internal procedures and controls; managing the Business and Finance organization Structure; providing training and consultation support to department account managers. Oversight for policy implementation related to all Student Housing accounting activities. The Senior Director provides leadership and direction to a team of employees which is responsible for the day-to-day effective support which includes payroll, business processing, operational budgets, and strategic finances offices. |
Essential Functions
| Essential Function | % Time |
|---|---|
| Operating Budget Management | 25 |
| Develops and monitors operating budgets totaling $95M and a major maintenance budget of $5 to 7M per year. Responsible for management of the department current operating funds, including budgeting/allocation, forecasting, and monitoring. Responsible for the yearly process of opening and closing of budgets for all activities. Participates in strategic budgetary planning, provides budget parameters (internal campus and external market), develops financial management reporting systems, and establishes financial policies and procedures. Responsible for formulating and recommending general policy for fiscal planning and operating budget of the department in accordance with long-range objectives. Oversees the development of rates and pricing to support the operational needs. |
|
| Financial Management | 25 |
| Develops long range, short range, and strategic plans in order to achieve the mission of the department. Ensures integration of current year spending into long term financial planning and projections. Responsible for providing the monthly expense reports and financial statements (including ledger reconciliations) to the Assistant Vice Chancellor - Housing, Dining, and Residential Services. Provides key operational information required for analysis and decision making using various UC on-line systems software applications and other sources of information. Oversees the preparation of monthly and quarterly financial management report, variance reports, and other reports as needed. Oversees the internal HDRS Business and Finance Audits within our audit plan developed in accordance with established University standards and in coordination with the University Auditor's Office. Determines compliance with policies and procedures. Interprets UC, UCR, VCSA, and Departmental policies to assure appropriate purchases are being made. Ensures financial processes and transaction are complete, accurate, efficient, and effective. Ensures compliance with General Accepted Accounting Principles (GAAP) and university, state, and federal policies. Reviews transactions for appropriateness and reasonability. Conducts risk assessment and handles risk management of assigned units in HDRS in established timelines. Reviews the suitability of internal control designs and makes corrections as needed. Responsible for implementing campus-wide systems and enhances of the department level (e.g., eBuy, iTravel, and iReview). Oversees high and low value Purchasing with eBuy, recharges, and pro-card. Has signature authority for all operating accounts. Maintains a system of controls over accounting transactions. Oversees the fiscal closing process to ensure the accuracy of year-end data, emphasizing the appropriate accrual of all related expenses incurred prior to the end of the fiscal year. Oversees the processing and monitoring of department authorized purchase orders, purchase requisitions and blankets. Oversees the Cash Office verifying compliance with BUS49 and other internal policies and procedures (Estimated total income $4.8 million; $2.5 million cash and $2.3 million credit cards). Provides advice and assistance to staff on policies, procedures and internal controls in regards to financial operations. Ensures documentation is maintained in compliance with federal and state agencies, and university regulations, measures and supports the goals and objectives of Housing, Dining and Residential Services. Evaluates best practices of similar universities and incorporates them into long and short range planning. |
|
| Management/Supervision | 20 |
| As a member of the Senior Management Team, participates in discussions regarding the mission, direction, policies, programs, and organization of the department. Makes recommendations and offers solutions to short and long term plans, goals, and objectives. Manages the Budget and Finance Office to ensure operating budgets are up to date and maintained as required by UC and UCR policy and procedures. Some of the maintenance items are quarterly reports of staffing, monthly expense reports, profit and loss statements, and opening and closing of budgets. Institutes new ways to streamline or otherwise improve the financial processes of HDRS including ensuring segregation of duties for checks and balances. Manages the Business Process Center functions: Policies and Procedures, Ledger Reconciliation, travel, accounting, petty cash, and inventory control. Manages the Payroll Office functions: Policies and Procedures, monthly and bi-weekly payroll, KRONOS and TARS Timekeeping Systems, monthly payroll audit and PAN notifications. Coordinates all Business and Financial staff in HDRS units to ensure consistency of practice and process, high levels of knowledge to enable staff work, and a flow of information to and from financial staff in order to improve processes and deliver excellent service. Provides leadership and direction for all staff hires, evaluation, discipline, terminations, motivation and training for the employees within the Business and Finance operations. Delegates managerial responsibilities and authority to staff reporting to him/her. Provides guidance, training, direction and positive support to assist them in their success. Independently conducts performance evaluations and provides guidance on performance standards, University policy, and helps to develop Individual Development Plans. Makes recommendations for employee awards, merits, and reclassifications. Participates in department and university committees related to budget, purchasing and accounts payable, payroll, VCSA management team, and VCSA Finance team. Interacts and maintains working relationships with other offices, individuals, and outside agencies such as: Employee/Labor Relations, Resource planning and Budget, UC Office of the President, outside construction management, etc. Represents Housing, Dining, and Residential Services by following all policies, and models them for supervisees. Actively looks for opportunities to support the mission of the University and the campus community while fostering good will for the department. Performs special duties and management assignments as designated by the Assistant Vice Chancellor Housing, Dining, and Residential Services. |
|
| Payroll and Administration | 20 |
| Oversees the HDRS Payroll department, which is responsible for the compensation for 1,200 full and part time staff. Oversees the processing of payroll's automated system, ensuring appropriate internal controls are maintained. Oversees the development and management of major payroll process improvements. Leads the development and design of major systems, databases, and processes in the respective areas of responsibility. Establishes, refines and monitors appropriate business and process performance measurements. Monitors integrity of payroll records and data. Represents HDRS in campus workgroups and committees as required to develop policy and implementation strategies. Oversees the month-end and year-end payroll processes and reporting requirements according to campus requirements. Ensures UC requirements are implemented appropriately into the UC payroll system. Develops and enhances training programs for HDRS departmental staff. Leads efforts to develop written HDRS policies and procedures related to respective areas of responsibility. Provides guidance related to respective areas of responsibility to managers across HDRS. Develops, accumulates, and coordinates payroll performance measures for the department. Assists the AVC-HDRS with the development, establishment, and implementation of the HDRS payroll processes, controls, systems, policies and procedures that are effective, efficient, and compliant with UC policy. |
|
| Procurement Management | 5 |
| Oversees the satellite purchasing operation assigned to HDRS. Monitors contracts and agreements for purchase of major systems and services. Analyzes cost-effectiveness of capital purchases. Determines long range financial impact of purchases. Ensures resources are maintained to meet multi-year contractual commitments. Maintains a working knowledge of University and campus policies and procedures applicable to equipment management governing the inventory and disposal of property. Supervises the purchasing function in procuring goods and services for all of HDRS, ensuring adherence to professional purchasing standards, laws, and University policy. Oversees the HDRS Strategic Sourcing efforts in cooperation with Purchasing, the Campus, and UCOP. Oversees the maintenance of all appropriate records in accordance with University policy and procedures. Oversees the procurement of equipment and the annual verification and update of inventorial equipment, which includes the physical inventory of equipment once every two years. Responsible for ensuring all property owned by the department is properly identified, inventoried, and recorded in accordance with all applicable policies and procedures. Revise all transactions pertaining to equipment, disposal, acquisitions, and transfers and ensures that all assigned documents and reports are updated in a timely fashion. Maintains oversight for vehicles. Develops and oversees short and long term vehicle and equipment replacement. Establishes procedures and control of equipment needs. Analyzes various methodologies to determine economic life of equipment and planned replacement programs. Researches and compiles reports on inventory, maintenance costs, and procurement for department needs. Interprets, drafts, and implements policies and procedures for procurement. Advise staff on policies and procedures with a thorough understanding of UCR Policy and procedures manual and Business and Finance bulletins. |
|
| Internal Controls | 5 |
| Oversees the supervision of internal control functions for the department. Oversees the review of internal control procedures and practices, recommendations for revisions and changes to procedures and/or structures, and documentation of procedures. Oversees departmental interface with internal and external auditors. Oversees the implementation of auditors' recommended procedures and follows up on audit report findings. |
|
Minimum Requirements
| Minimum Requirement | Display Ranking |
|---|---|
| 1 | |
| 1. Bachelor's degree in Business Administration, Accounting or related field; or equivalent combination of education and experience. | |
| 2 | |
| 2. Demonstrated progressively responsible management experience in strategic planning, policy development, forecasting, resource analysis, and budgeting. Demonstrated experience in supervising a team in an office environment. Strong interpersonal skills and the ability to work as part of a team and/or serve as a team leader. | |
| 3 | |
| 3. Experience with automated financial systems, and accompanying query tools for data extraction which aid in preparing and monitoring operating budgets, and monthly profit and loss statements. | |
| 4 | |
| 4. Knowledge and experience with fund accounting principle and practices. Demonstrated knowledge of General Accepted Accounting Principles (GAAP), Government Accounting Standards, and federal and state regulations. | |
| 5 | |
| 5. Advanced expertise with windows-based software, including spreadsheets (Excel) | |
| 6 | |
| 6. Demonstrated experience overseeing an automated payroll process at the department level. Experience with payroll processes and designing and maintaining related internal control processes. | |
| 7 | |
| 7. Experience overseeing cash handling processes, and related internal controls. | |
| 8 | |
| 8. Experience in coordinating fiscal opening and closing at a department level. | |
| 9 | |
| 9. Ability to interact effectively with students, families of students, faculty, staff, university management, industry professionals, and UC System-wide professionals. | |
| 10 | |
| 10. Strong professional communication skills, including demonstrated written, oral and presentation skills. | |
Preferred Qualifications
| Preferred Qualification | Display Ranking |
|---|---|
| 1 | |
| 1. MBA/Masters degree in a related field. | |
| 2 | |
| 2. Experience working in an academic auxiliary enterprise. | |
| 3 | |
| 3. Knowledge of UC Riverside systems (PPS, HDRW, JDS, etc) | |
| 4 | |
| 4. Demonstrated knowledge of University policies, procedures, and practices, as well as familiarity with UCR's accounting system. | |
| 5 | |
| 5. General understanding of the UC wide budget planning and implementation process. | |
| 6 | |
| 6. Knowledge of or experience in working in housing, dining and/or residence life. | |
| Posted Position Purpose |
|---|
| Under the general direction of the Assistant Vice Chancellor for Housing, Dining & Residential Services, the Senior Director of Budget and Finance is a member of the Housing Cabinet Management Team with senior-level management responsibility for strategic planning, goal setting, organizational development, budget and financial management, policy development and implementations, payroll management and business processes.
Housing, Dining & Residential Services consists of over 1.5M gross square feet and 250 acres of university property, providing:
-Housing services to over 6,200 student residents in 3 residence halls, 5 apartment complexes and a family housing complex;
-Dining services to residents and the entire campus out of 2 large residential restaurants, 12 retail venues, and 5 convenience stores; and
-Programs, activities, and support to a diverse residential community.
The Management functions are highly complex and diverse due to the following factors:
-Size of Budgets (Housing: $63.9M; Dining: $27.1M; Residential Parking: $1.0M)
-Debt service of $11.3M.
-Major maintenance budget of $5M to $7M annually
-Staff of 400 career and 800 student employees.
Budget and rate setting management includes annual budgeting and rate development for all HDRS operations with income in excess of $95 million; monitoring and reporting central, operating and major maintenance account activity; administering accounts payable; administering payroll; monitoring and verifying all income; administrating campus accounting policy and internal procedures and controls; managing the Business and Finance organization Structure; providing training and consultation support to department account managers. Oversight for policy implementation related to all Student Housing accounting activities.
The Senior Director provides leadership and direction to a team of employees which is responsible for the day-to-day effective support which includes payroll, business processing, operational budgets, and strategic finances offices.
Salary will be commensurate with experience.
|
| Posted Minimum Requirements |
| 1. Bachelor's degree in Business Administration, Accounting or related field; or equivalent combination of education and experience.
2. Demonstrated progressively responsible management experience in strategic planning, policy development, forecasting, resource analysis, and budgeting. 3. Experience with automated financial systems, and accompanying query tools for data extraction which aid in preparing and monitoring operating budgets, and monthly profit and loss statements. 4. Knowledge and experience with fund accounting principle and practices. Demonstrated knowledge of General Accepted Accounting Principles (GAAP), Government Accounting Standards, and federal and state regulations. 5. Advances expertise with windows-based software, including spreadsheets (Excel). 6. Demonstrated experience overseeing an automated payroll process at the department level. Experience with payroll processes and designing and maintaining related internal control processes. 7. Experience overseeing cash handling processes, and related internal controls. 8. Experience in coordinating fiscal opening and closing at a department level. 9. Ability to interact effectively with students, families of students, faculty, staff, university management, industry professionals, and UC System-wide professionals. 10. Strong professional communication skills, including demonstrated written, oral and presentation skills. |
| Posted Preferred Qualifications |
| 1. MBA/Masters degree in a related field.
2. Experience working in an academic auxiliary enterprise. 3. Knowledge of UC Riverside systems (PPS, HDRW, JDS, etc). 4. Demonstrated knowledge of University policies, procedures, and practices, as well as familiarity with UCR's accounting system. 5. General understanding of the UC wide budget planning and implementation process. 6. Knowledge of or experience in working in housing, dining and/or residence life. |