Director of Business Operations & Budgets
- Employer
- Smith College
- Location
- Massachusetts, United States
- Salary
- Salary Not Specified
- Date posted
- May 19, 2021
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Facilities Management Job Description
Job Summary
Provide fiscal leadership (budgets, reporting, analysis) for the Campus Operations departments (Facilities Management, Capital Projects, Dining Services, Events Management and Campus Safety) and in coordination with the college Finance Office, develop, oversee and monitor the college’s capital renewal and replacement budgets. Forecast and develop the annual college utility, rental properties and operating budgets for Facilities & Operations (F&O). Direct and provide leadership and administrative oversight of the college rental properties portfolio. In coordination with Five College Risk Management Office, manage and evaluate the property, auto and liability insurance coverages and associated claims processing for the college. Assess and conduct research to develop, update and modernize F&O policies and procedures. Manage the accounts payable and accounts receivable processing for the departments. Focus on developing and monitoring a set of key performance indicators, and metrics, for each department of F&O, in partnership with the leader of those departments and the Associate VP for Facilities & Operations.
Take appropriate actions to support a diverse workforce and participate in the College's efforts to create a respectful, inclusive, and welcoming work environment.
Essential Functions
Financial Analysis (35%)
Administer, monitor, analyze, and report financial results of Finance and Operations capital, renewal and operating fund budgets totaling multi-million dollars annually. Establish quantitative and qualitative metrics, guidelines, and standards by which the departments’ finances can be evaluated; identify opportunities for improvement and efficiencies. Inform administrators of expenditures in relation to budget goals. Consult with department administrators to develop and prepare the annual operating, renewal and replacement budgets for the college budget office and monitor capital project expenditures; review organizational expenses with department heads to ensure budget compliance. Analyze and report monthly expenditures for the college’s utility budgets, review energy consumption patterns and execute the purchase of energy commodities to meet college utility budgets. Frequently communicate with the college finance offices in order to develop and maintain financially sound and efficient business practices. In consultation with the Associate VP for Facilities & Operations authorize budget expenditures, determine funding source and direct budget transfers between departments or funds. Assist the Associate VP for Facilities & Operations in establishing and implementing strategic and long-range plans for F&O to achieve financial objectives and which comply with and enhance the college strategic plan.
Accounts Payable & Receivable Management (20%)
Manage the department’s accounts payable processing, departmental expenditures, billings, journal transfers and account allocations. Determine funding source and establish fund and renovation accounts in the college’s financial record system. Work with vendors, consultants, and college staff to develop efficiencies in the accounts payable and financial reporting processes for the college. Determine processes and policies for timely collection of F&O revenue.
Real Estate Portfolios (20%)
Supervise outside managers of the college real estate holdings, etc. Meet regularly with staff and communicate needs of the college. Partner with the Associate VP to develop and execute strategic plans regarding real estate holdings.
Utility Analysis & Procurement (15%)
Manage the college’s energy procurement function, reviews contracts and pricing. Collaborate and advise Associate VP for Facilities & Operations, Assistant VP for Facilities and Grounds and Chief Engineer on commodity usage strategies. Develop reports and analyzes monthly utility usage data for the college.
Other Functions
Risk Management and Other Duties (10%)
Serve as primary contact for risk management issues and communicate insurance issues to the Five College Risk Management Office and document insurance claims for reimbursement. Train and assist department heads in interpreting budget reports, forecasts and communicate procedures and policies. Communicate new directives, policies, or procedures to managers and operations staff as necessary. Represent F&O departments on various college committee assignments and attend professional development seminars and conferences to enhance professional skills. Provide leadership in policy development and interpretation for F&O and analyze departmental staffing structures and work processes, identify opportunities and recommend effective solutions to better allocate resources for improved productivity, and workflow. Initiate and ensure best practices are followed to meet departmental goals. Work closely and collaboratively with college Controller’s Office and Purchasing Office in conducting organizational audits. Complete special projects in a wide range of possible areas involving Facilities and Campus Operations, as assigned by the Associate VP. It is possible other small functional units or functions may be added to the positions oversight responsibility.
All employees are expected to participate in the College's efforts to create a respectful, inclusive, and welcoming work environment.
Minimum Qualifications (knowledge, skills, education, experience, certifications, licenses)
Bachelor’s degree and 5 to 10 years of relevant experience and or a combination of education and experience.
Experience working with individuals from diverse backgrounds.
Preferred Qualifications
Master’s degree in business is preferred.
Skills
Must be highly organized, detail oriented, efficient and effective. Demonstrated ability to communicate clearly and concisely, both orally and in writing; to exercise effective and independent professional judgment; to establish and maintain collaborative working relationships with faculty, staff, and external vendors.
Experience in budget monitoring and development. Previous procurement experience, which includes bidding and specification development. Demonstrated ability to operate with the highest degree of integrity and confidentiality and to creatively identify and implement solutions. Ability to interact with people at all levels of the organization. A working knowledge of software applications including MS Office suite and computerized financial records systems is required. Experience with tracking and utilizing key performance indicators to drive organizational efficiency and improvement.
Please attach BOTH a current resume and a cover letter in order for your application to be considered for this position . You may combine your resume and cover letter into a single file or attach multiple files to your application, but BE SURE you have provided all attachments BEFORE SUBMITTING your application. You will NOT be able to attach additional files after you have hit the Submit button.
Review of applications will begin
May 25, 2021
Compensation Grade:
Grade G
Position Type:
Regular
About Smith College
Located in Northampton, MA, Smith College is one of the largest women’s colleges in the country and is dedicated to excellence in teaching and research across the liberal arts. A faculty of outstanding scholars interact with students in small classes, as advisors, and through student-faculty research projects. The College is a member of the Five College Consortium with Amherst, Hampshire and Mt. Holyoke Colleges, and the University of Massachusetts Amherst. Students cross-enroll and faculty cross-teach across the Five Colleges.
Smith College is an Affirmative Action/Equal Opportunity employer and does not discriminate on the basis of race, gender, age, color, religion, national origin, disability, sexual orientation, gender identity and expression or veteran status in the recruitment and employment of faculty and staff, and the operation of any of its programs and activities, as specified by all applicable laws and regulations. Women, minorities, veterans and individuals with disabilities are encouraged to apply.
Job Summary
Provide fiscal leadership (budgets, reporting, analysis) for the Campus Operations departments (Facilities Management, Capital Projects, Dining Services, Events Management and Campus Safety) and in coordination with the college Finance Office, develop, oversee and monitor the college’s capital renewal and replacement budgets. Forecast and develop the annual college utility, rental properties and operating budgets for Facilities & Operations (F&O). Direct and provide leadership and administrative oversight of the college rental properties portfolio. In coordination with Five College Risk Management Office, manage and evaluate the property, auto and liability insurance coverages and associated claims processing for the college. Assess and conduct research to develop, update and modernize F&O policies and procedures. Manage the accounts payable and accounts receivable processing for the departments. Focus on developing and monitoring a set of key performance indicators, and metrics, for each department of F&O, in partnership with the leader of those departments and the Associate VP for Facilities & Operations.
Take appropriate actions to support a diverse workforce and participate in the College's efforts to create a respectful, inclusive, and welcoming work environment.
Essential Functions
Financial Analysis (35%)
Administer, monitor, analyze, and report financial results of Finance and Operations capital, renewal and operating fund budgets totaling multi-million dollars annually. Establish quantitative and qualitative metrics, guidelines, and standards by which the departments’ finances can be evaluated; identify opportunities for improvement and efficiencies. Inform administrators of expenditures in relation to budget goals. Consult with department administrators to develop and prepare the annual operating, renewal and replacement budgets for the college budget office and monitor capital project expenditures; review organizational expenses with department heads to ensure budget compliance. Analyze and report monthly expenditures for the college’s utility budgets, review energy consumption patterns and execute the purchase of energy commodities to meet college utility budgets. Frequently communicate with the college finance offices in order to develop and maintain financially sound and efficient business practices. In consultation with the Associate VP for Facilities & Operations authorize budget expenditures, determine funding source and direct budget transfers between departments or funds. Assist the Associate VP for Facilities & Operations in establishing and implementing strategic and long-range plans for F&O to achieve financial objectives and which comply with and enhance the college strategic plan.
Accounts Payable & Receivable Management (20%)
Manage the department’s accounts payable processing, departmental expenditures, billings, journal transfers and account allocations. Determine funding source and establish fund and renovation accounts in the college’s financial record system. Work with vendors, consultants, and college staff to develop efficiencies in the accounts payable and financial reporting processes for the college. Determine processes and policies for timely collection of F&O revenue.
Real Estate Portfolios (20%)
Supervise outside managers of the college real estate holdings, etc. Meet regularly with staff and communicate needs of the college. Partner with the Associate VP to develop and execute strategic plans regarding real estate holdings.
Utility Analysis & Procurement (15%)
Manage the college’s energy procurement function, reviews contracts and pricing. Collaborate and advise Associate VP for Facilities & Operations, Assistant VP for Facilities and Grounds and Chief Engineer on commodity usage strategies. Develop reports and analyzes monthly utility usage data for the college.
Other Functions
Risk Management and Other Duties (10%)
Serve as primary contact for risk management issues and communicate insurance issues to the Five College Risk Management Office and document insurance claims for reimbursement. Train and assist department heads in interpreting budget reports, forecasts and communicate procedures and policies. Communicate new directives, policies, or procedures to managers and operations staff as necessary. Represent F&O departments on various college committee assignments and attend professional development seminars and conferences to enhance professional skills. Provide leadership in policy development and interpretation for F&O and analyze departmental staffing structures and work processes, identify opportunities and recommend effective solutions to better allocate resources for improved productivity, and workflow. Initiate and ensure best practices are followed to meet departmental goals. Work closely and collaboratively with college Controller’s Office and Purchasing Office in conducting organizational audits. Complete special projects in a wide range of possible areas involving Facilities and Campus Operations, as assigned by the Associate VP. It is possible other small functional units or functions may be added to the positions oversight responsibility.
All employees are expected to participate in the College's efforts to create a respectful, inclusive, and welcoming work environment.
Minimum Qualifications (knowledge, skills, education, experience, certifications, licenses)
Bachelor’s degree and 5 to 10 years of relevant experience and or a combination of education and experience.
Experience working with individuals from diverse backgrounds.
Preferred Qualifications
Master’s degree in business is preferred.
Skills
Must be highly organized, detail oriented, efficient and effective. Demonstrated ability to communicate clearly and concisely, both orally and in writing; to exercise effective and independent professional judgment; to establish and maintain collaborative working relationships with faculty, staff, and external vendors.
Experience in budget monitoring and development. Previous procurement experience, which includes bidding and specification development. Demonstrated ability to operate with the highest degree of integrity and confidentiality and to creatively identify and implement solutions. Ability to interact with people at all levels of the organization. A working knowledge of software applications including MS Office suite and computerized financial records systems is required. Experience with tracking and utilizing key performance indicators to drive organizational efficiency and improvement.
Please attach BOTH a current resume and a cover letter in order for your application to be considered for this position . You may combine your resume and cover letter into a single file or attach multiple files to your application, but BE SURE you have provided all attachments BEFORE SUBMITTING your application. You will NOT be able to attach additional files after you have hit the Submit button.
Review of applications will begin
May 25, 2021
Compensation Grade:
Grade G
Position Type:
Regular
About Smith College
Located in Northampton, MA, Smith College is one of the largest women’s colleges in the country and is dedicated to excellence in teaching and research across the liberal arts. A faculty of outstanding scholars interact with students in small classes, as advisors, and through student-faculty research projects. The College is a member of the Five College Consortium with Amherst, Hampshire and Mt. Holyoke Colleges, and the University of Massachusetts Amherst. Students cross-enroll and faculty cross-teach across the Five Colleges.
Smith College is an Affirmative Action/Equal Opportunity employer and does not discriminate on the basis of race, gender, age, color, religion, national origin, disability, sexual orientation, gender identity and expression or veteran status in the recruitment and employment of faculty and staff, and the operation of any of its programs and activities, as specified by all applicable laws and regulations. Women, minorities, veterans and individuals with disabilities are encouraged to apply.
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