Associate Vice President of Fiscal Affairs

Company Description:

Framingham State University is a vibrant comprehensive liberal arts institution located in the MetroWest suburbs of Boston, which integrates an academically challenging liberal arts education with workforce preparation programs. Founded in 1839, FSU enrolls about 4,000 undergraduates and 1,200 graduate and professional students. FSU offers 35 bachelor's degrees with 55 specialized concentrations, 63 minors, and 26 master's degree programs, in a highly personalized teaching environment. Our community takes pride in empowering student success by providing a superior education, leading research and innovation opportunities, and a strong first-year experience.

At FSU, we are deeply committed to inclusive excellence, encouraging a supportive, diverse and collaborative learning environment, and providing culturally relevant education. We are honored that our commitment earned FSU six Higher Education Excellence in Diversity (HEED) Awards from INSIGHT Into Diversity and that we are the only public institution in Massachusetts recognized in 2018, 2019, and 2020. FSU is designated as an emerging Hispanic-Serving Institution by the Hispanic Association of Colleges and Universities and also belongs to the Howard Hughes Medical Institute (HHMI) Inclusive Excellence community, providing national leadership in science education and exploring strategies that will lead to more inclusive science education. We encourage applications from those who share our commitment to promoting a diverse, welcoming, and inclusive community.

Our founding motto, LIVE TO THE TRUTH, was said at the end of each class by beloved first principal, Cyrus Peirce, who sought to discover and teach "truth in theory and principle...truth in spirit and motive...truth in manner and form...truth intellectual and truth moral." Principal Bagnall found this motto "speaks of sincerity of spirit...of intensity of effort, of resolution to succeed, of joy in achievement." LIVE TO THE TRUTH continues to guide our institution in practice and endeavor. If you share in this quest for truth and a commitment to living it fully, make the next chapter of your career the best chapter at Framingham State University.

Learn more about our career opportunities at www.framingham.edu/careers.

Job Description:

GENERAL STATEMENT OF DUTIES:

The Associate Vice President of Fiscal Affairs (AVP-FA) supports the CFO/Executive Vice President of Administration, Finance, & Technology in all aspects of the university's accounting, finance, budget, treasury / investment / banking, student accounts billing and collections, procurement / vendor contract management, financial reporting, audit, and financial internal control functions. This position plans, directs, and monitors each of these functional areas. It creates, approves, and/or implements financial policies and procedures to comply with federal and state laws, regulations, policies and practices and to ensure effective internal controls. The AVP-FA oversees and reviews the preparation of financial statements, audits, and other accounting or financial reporting data for the annual and other audits and various internal and external reporting requirements. This position manages the annual trust funds budget development and reporting processes. It acts as liaison to federal and state agencies, auditors, financial Institutions, and university departments and serves as the Department Security Officer (DSO), secondary Internal Control Officer, Single Audit Liaison, and MMARS (MA Management Accounting and Reporting System) Liaison to the Office of the State Comptroller (CTR).

SUPERVISION EXERCISED:

• 4 Direct Reports
  • Director of Accounting and Financial Reporting
  • Director of Budget and Treasury Services
  • Director of Procurement and Vendor Contracts
  • Director of Student Accounts/Bursar
• 25 Indirect Reports

SUPERVISION RECEIVED:

• CFO/Executive Vice President of Administration, Finance & Technology

EXAMPLES OF SPECIFIC DUTIES AND RESPONSIBILITIES:

1. Plan, direct, and monitor the accounting and financial service operations, controls, and reporting, as well as create and implement policies and procedures, ensuring compliance with all federal and state laws, regulations and policies, related to the following areas:
   • Procurement & Vendor Contracts Management - Manage university-wide, decentralized procurement of goods and services including requisitions, purchase orders, bid solicitations, contract review & signatory, vendor updates / W-9 acquisition / 1099 reporting, capital / maintenance projects procurement (Chapter 149 & 30B), procurement cards, employee travel encumbrances & travel and general reimbursement review and approval, training of university departments, management of university-wide vendor relationships, insurance portfolio, procurement related record retention requirements including document scanning, development, approval and issuance of policies, procedures, and forms internally & via the university portal. Ensure compliance with internal procurement solicitation thresholds and contract documentation requirements. Report annual abandoned property and performer tax withholding.
   • Budget & Treasury Services including Accounts Payable (AP) & Grants Financial Management - Manage university-wide, decentralized annual Trust fund budget development through Board of Trustees (BOT) approval, all subsequent budget change requests, & monthly variance reporting processes; Manage AP processes including vendor invoice processing and problem resolution, reconciliations, signatory approvals, department coordination, vendor contact, payment scheduling, utility record keeping, payments through Banner and / or MMARS, check processing, review & signatory approval for vendor payments and student refunds; Investment Account review / reconciliation; Federal / State / Private Grants - pre-application budget review and approval, grant set up and accounting in Banner, and post-award financial reporting and invoicing reviews as well as indirect cost allocation and status reporting to management; Capital Project financial monitoring, reporting / reconciliation reviews, oversight of critical repair funding & funding match requirements, year-end capitalization of GAAP Fixed Assets; ISA (Interdepartmental Service Agreements) review / approval / reconciliation; reconciliation of Banner vs. MMARS for all related accounts / appropriations.
   • General Accounting & Financial Reporting - Manage and oversee accounting and reconciliation activity of general and operating ledgers for over 50 federal, state and trust funds and their sub funds, fund reporting, account creation, cash management, bank statement reconciliation, Federal Title IV cash management, refunding and reporting, MMARS statutory reporting and reconciliation, petty cash distribution, cash advance processing / monitoring, department chargeback processing, financial audit requirements, fiscal year closing; Reviews and records bi-weekly payroll costs including adjustments for all university payroll expenses; Receives, processes, deposits, accounts for, and separately reconciles all university revenue including the online payment gateway, miscellaneous receipts including non-credit registration payment & admissions deposit systems, Advancement batches, & student account cashiering sessions; liaison with university bank, payment portal, credit card processing services re logistical matters & establishes user requests; reviews & approves bank transfers between FSU accounts; prepares & in some cases reviews numerous financial reports for external & internal use e.g. HEIRS, IPEDS, Tuition Remittance / Retention, etc. etc.
   • Student Accounts Billing & Collections - Oversees all student account functions, including student billing / tuition & fee assessment, automated billing of ancillary charges such as electronic book fees, parking, health insurance charges & waivers, etc., cashiering operations, disbursement of federal, state, & university financial aid & scholarship programs, applies waivers and exemptions; prepares timely requests of student refund payments; monitors & manages delinquent collection balances, liaison with external collection agencies and UAS re federal Perkins program, prepares state Intercept request files; manages third party vendors & third party billings, & the reconciliation of several student account-related financial activities; provides high quality customer service and communication through various means; sets billing deadlines, performs drop for non-payment and places AR holds on delinquent accounts.
   • Financial Controls & Reviews - The AVP-FA manages the development of Financial Control documentation, procedures, timelines, identification of review priorities, internal review follow up & monitoring, etc. etc.
     • In this area the AVP-FA is directly responsible for overseeing / approving user authorizations relating to Banner Finance or Student Accounts access; is designated as the department security officer (DSO) for all state applications and the review / approval of all Authorized Signatories (based upon the President's approval); is designated as a secondary Internal Controls Officer (subordinate to the CFO/EVP) re: coordinating, reviewing & maintaining the annual requirements related to the Internal Control Manual and the Internal Control Questionnaire.
2. In addition to the oversight and management of the above major university financial and procurement functions, the AVP-FA is directly responsible for the following activities:
   • Designated as the Single Audit Liaison and the GAAP Liaison to the office of the State Comptroller; Acts as the management liaison to the university's external audit firm; reviews, approves, and in some cases assists in the preparation of financial statements and accounting data for the annual independent financial audit, single audit, state auditor and comptroller audits.
   • Designated as the MMARS Liaison to the office of the State Comptroller; serves as the university representative re all MMARS operational issues, document processing, and staff training requirements; coordinates requests for financial & procurement / vendor contract document destruction or archiving with the Secretary of State or internal departments.
   • Designated as an Authorized Signatory for the purpose of executing Purchase Orders, Contracts / ISAs / Grants, check and other disbursements, authorizing bank or investment account transfers, etc.; personally reviews and approves purchase orders, contracts, and check disbursements over certain dollar thresholds; personally reviews and approves transfers from university accounts to external accounts;
   • Serves on numerous university committees including the President's Cabinet, Budget Planning Committee, Enrollment Management Planning Committee, Financial Aid Planning Committee, Information Security Committee, Emergency Preparedness Planning Committee, Administrative Systems Management & Information Systems (ASMIT), University Compliance, Audit and Risk Committee, high profile and high value vendor solicitation committees, etc.; Serves as an Advisor and resource to the following committees: Board of Trustees, Board of Trustees ? Finance Committee, Board of Trustees ? Compliance, Audit & Risk Committee, State University CFO group, Academic Affairs Governance Committee, etc.;
   • Acts as a liaison to various external and internal groups including university investment firms, state agencies and quasi-agencies, Office of the State Comptroller, Division VPs / Deans & Assistant or Associate VPs / Department Directors / Department chairs and Administrative Assistants etc.; Respond to numerous daily inquiries from state and federal agencies, financial institutions, other external businesses and university departments; Acts as primary university administrator for various federal and state processes and websites;
   • Reviews, analyzes, and interprets state finance laws, regulations, policies and procedures; Provides technical assistance / expertise to the above committees, faculty, staff and departments, vendors, etc. to ensure compliance with state laws, rules, and regulations; Drafts, reviews and approves finance, student account, procurement, and internal control policies in relationship to state laws, regulations, policies and procedures;
   • Analyzes financial data, contracts and agreements; reviews and approves Banner Master File requests (e.g. chart of account updates, Department / Organization Code updates, Restricted and unrestricted Funds, Detail Code updates, etc.).
   • Accountable for ensuring that affirmative action, equal opportunity, and diversity are integrally tied to all actions and decisions in areas of responsibility.
   • Perform other related duties as required.

WORKING CONDITIONS:

• Able to work extended hours during peak periods; Occasional travel required to attend meetings, trainings, etc.

Requirements:

MINIMUM QUALIFICATIONS:

• Bachelor's Degree in Accounting or Finance
• Minimum of 7-10 years of senior level Accounting or Finance management experience.
• Advanced knowledge of and experience in accounting, auditing, and investment principles, practices, procedures, and reporting.
• Knowledge of and experience in State and Federal laws, regulations, policies, procedures and applications (such as MMARS, HRCMS, LCM, Document Direct, Information Warehouse, Security, or similar systems)
• Extensive experience in accounting and general computer systems and overall data processing operations; Strong skills in Microsoft Window applications such as Excel, Word, Outlook, PowerPoint, etc.
• Strong interpersonal, conflict resolution, organizational, and planning skills

PREFERRED QUALIFICATIONS:

• Master's degree in Business Administration or Certified Public Accountant or 10+ years of senior level accounting / financial management experience, managing an organization of similar size or complexity.
• Strong accounting / financial management experience working in an institution of higher education, preferably a Massachusetts public higher education institution.

Additional Information:

This is a full-time, exempt, benefits-eligible, non-unit position. The salary range is $130,000-154,000.

It is the policy of Framingham State University that all employees be vaccinated against COVID-19 before they begin employment. Proof of the COVID-19 vaccine is required of all individuals hired by FSU, to be verified after a verbal offer of employment has been accepted, and before employment begins. Prospective employees may submit a request for a medical or religious exemption to the COVID-19 vaccination requirement to Human Resources. Furthermore, FSU employees must wear a mask inside campus buildings.

Framingham State University conducts criminal history and sexual offender record checks on recommended finalists prior to final employment for all positions.

Framingham State University is an equal opportunity/affirmative action employer.

Members of underrepresented groups, minorities, women, veterans, persons with disabilities, and all persons committed to diversity and inclusive excellence are strongly encouraged to apply.

Application Instructions:

Candidates must apply online by submitting:

• Cover Letter,
• Resume/CV,
• Equity and Inclusion Statement*,
• Names and contact information for three (3) professional references.

*The Equity and Inclusion Statement is an opportunity for candidates to discuss professional skills, experience and/or willingness to engage in activities that would enhance the university's efforts to promote a diverse, equitable, and inclusive community. Equity and inclusion statements will be considered as part of a transparent and comprehensive review of candidate application materials.

All applications received by December 5, 2021 will receive full consideration. The search committee may elect to continue to review applications received beyond this date and until the position is filled.

Framingham State University only accepts application materials through our online application system. We are unable to accept application materials through mail, email, fax, or hand delivery. If you experience technical issues with the online application process, please submit a helpdesk ticket.

Framingham State University understands that persons with specific disabilities may need assistance with the job application process and/or with the interview process. For confidential assistance, please contact the Human Resources Office at 508-626-4530 or humanresources@framingham.edu.

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