Senior Manager of Facilities Financial & Administrative Services

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Job Posting Title

Senior Manager of Facilities Financial & Administrative Services

Job Description Summary

Administrative Exempt

Job Description

Reporting to the Assistant Vice President (AVP) for Facilities Management and Planning (FM&P), the Senior Manager plays a critical role in managing the $34M operating budget and $120M capital budget of the college’s facilities division and assisting and advising the AVP and divisional leadership by providing information and analysis to facilitate decision-making.  The Senior Manager is primarily responsible for operating budget development and oversight and works closely and collaboratively with department managers on operating and capital budgets, long-term financial planning, and utility budgets/hedging strategies.  They also manage office operations, including administrative staff supervision, serve as the main liaison to the College’s Finance division and regularly interact with executive leadership and other campus stakeholders.  This position oversees FM&P’s accounting systems, policies, and processes in alignment with the College’s financial guidelines. 

Key Responsibilities

• Budget Development, Oversight and Analysis

• Monitor the FM&P budget to ensure expenses remain within allocated limits.

• Analyze data (e.g., labor costs, utilities, cash flow projections) and recommend actions  aimed at maximizing available resources, including restricted funding sources.

• Collaborate with the Office of Finance and Administration in budget development and year end close processes; represent the division during the capital budget process as a member of the Capital Budget Committee. 

Financial Transactions and Reporting

• Oversee financial transactions for the department (e.g., purchase orders, vendor invoices, timesheets), ensuring proper cost coding and smooth workflow processes.

• Prepare financial and budget-tracking reports for each shop or business unit, and review budgets monthly with managers and supervisors.

• Conduct periodic internal reviews to ensure capital projects adhere to budgets and College policies.

Procurement and Supply Management

• Oversee the purchasing and distribution of goods, ensuring cost-effectiveness and adherence to College purchasing policies.

• Develop processes to accurately account for supplies related to work orders and projects.

• Oversee the organization and maintenance of both paper and electronic financial records (e.g., POs, accounts payable/receivable, contracts).

Systems Integration & Improvement

• Coordinate and reconcile data integration across work order, project management, and financial management systems.

• Collaborate with Finance and Library & Technology Services (LTS) to ensure efficient and accurate financial reporting and workflows.

• Train and support managers and supervisors on system reporting.

Personnel and Office Management

• Direct general office operations; supervise four administrative staff and student assistants.

• Periodically serve as the 24/7 on-call manager for the department.

• Perform additional tasks or projects as assigned by the AVP for Facilities Management and Planning.

Required Qualifications

Education:

• Bachelor’s degree required

Experience:

• Minimum five years of experience in budgeting, financial analysis, accounting.

• Experience in the higher education setting is preferred; experience with maintenance and/or capital budgets is a plus.

• Management and supervisory experience is preferred.

Skills and Abilities

• Ability to navigate, communicate, develop and analyze complex budgets

• Ability to problem solve and