Assistant Director Of Facilities - Business Manager

This position requires the chosen individual to work closely with the Facilities Services leadership team in liaison with the finance department. This will include accurately reporting budget, forecast, and financial operations of the department and providing operational business task support to the department.

Position Purpose: A member of the Facilities Services leadership team that works closely with the finance department.  Manages all financial processes and reporting for Facilities in order to accurately report budget, forecast and financial operations of the department.

Essential Responsibilities and Duties:

• Financial Reporting and Budgeting:  Coordinate monthly with the Financial Planning and Analysis Department, providing data regarding Facilities budgets for analysis and forecasting such as utility data, departmental wage and OT tracking. Assist the Director with monthly utility uploads to energy software and prepare reports to aid in energy forecasting for the department. Assist Finance with year-end close; forecast with accruals, final projections working with cost center managers, status of annual and project Purchase Orders. Monitor and collaborate with department managers and supervisors on internal controls, individual/department spend, and processes within Facilities Services (inclusive of conducting meetings to ensure financial transparency on independent budgets). Recommend operational improvements and modifications to enhance efficiencies to the Director of Facilities Services.

• Procurement and Departmental Collaboration: Manage and generate contracts and purchase orders as required for projects and tasks within Facilities Services. Collaborate with Directors, Project Team, and contract employees at the college to ensure alignment with policies. Verify all invoices/receipts and review for accuracy against purchase orders for price quoted when ordered; authorize invoices for payment. Tracks Purchase Orders, contracts (project and maintenance), insurances, and all business relationships within Facilities Services. Utilize project management software (Projecto) for cost tracking on projects and collaborate with department managers to develop to develop reports for distribution. Collaborate and execute purchases within Facilities Services relating to Operational and Capital Purchases. Review department ledgers for accurate postings to all Facilities Services accounts. Modify Pos based on change orders; confirm via detail report; track, close out and reconcile with billings. Prepare and track departmental billings for projects, utility usage, etc.; work with energy platform (EnergyCAP) to bill utility usage to various accounts on campus. Work with Residence Life to track vandalism costs for student billing.

• Administrative Reporting and Management: Hires, supervises, and coaches team members (Business Coordinator and Stockroom Manager). Seeks out, applies, and shares knowledge of business functions and acts as a mentor for development of employees. Direct reports include Stockroom Supervisor (oversight includes monthly inventory control, strategizing business decisions, and maintaining inventory that is meaningful to the department’s success. Monitor stockroom tracking in/out with accurate reporting in work order system with monthly reconciliation of inventory within Workday), Business Coordinator (oversight of coordinator responsible for driving processes and workflows for the Facilities services department, including financial transactions, procurement of equipment and supplies, and other office and house operations and activities).

• Leadership, Collaboration and Reporting: Provide leadership, guidance, and strategic direction to the Facilities Department, employing best business practices and implementing effective measures to ensure robust support for organizational objectives. Monitor/discuss Purchasing, Budget allocations and Cross-department cost allocations. Increase Financial Understanding and Accountability among Department Leads through consistent reporting and regular conversations. Assist the Director of Facilities & Campus Development, and the VP of Administration and Finance with Trustee Communications, Trustee Reporting, and related Committee meetings. Manage the procurement of all campus vehicles through diligent processing and tracking, collaborate across departments (vehicle maintenance shop) to ensure compliance with insurance, DMV, and other regulations. Support fleet planning, purchasing, and financing decisions in conjunction with the Director of Facilities & Campus Development and the VP of Finance and Administration. Ensure insurance and bond compliance by assisting purchasing with maintaining a log of all contractors working on campus and the insurance status, and by collaborating with finance to manage and