Operations Manager and Accounting Assistant, University Finance Office

Position Title:

Operations Manager and Accounting Assistant, University Finance Office

Position Type:

Regular

Hiring Range:

$28.03 - $33.65 per hour; Compensation will be based on education, experience, skills relevant to the role, and internal equity.

Pay Frequency:

Hourly

POSITION PURPOSE
 

This position serves two primary roles, each comprising approximately 50% of the person’s time. As Operations Manager for the University Finance Office (UFO), this person provides administrative and project support for the UFO infrastructure, operations, and staff. The incumbent reports directly and provides administrative support to the Associate Vice President for Finance. As the Accounting Assistant, this person is to provide high-level accounting support and process University cashiering transactions in a timely and accurate manner. The multifaceted nature of this position requires flexibility, efficiency, attention to detail, thoroughness, and the ability to prioritize tasks and meet deadlines for a wide variety of assignments.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Operations Manager –

1. University Finance Office Operations

• Establish and govern the department's record-keeping, correspondence, and filing systems; administer the off-site storage account and retention/destruction protocols.
• Oversee and process financial administrative transactions, including supplier invoice requests, requisitions, expense transfers, and budget submissions in the ERP system.
• Organize team events, retreats, and outings: coordinate timelines, communication, invitations and RSVPs, menu, budget, facilities set up, catering, and post-event follow-up.
• Organize staff meetings: assist with planning content, oversee the logistics, coordinate onsite support and media services, secure speakers, materials preparation, and follow-up.
• Send office announcements and reminders to keep the office informed of important business-related items and facilities/technology issues of impact.
• Work closely with managers and manage the administrative onboarding of new employees, including but not limited to submitting Access Requests to University Operations for new employees, contractors, and student workers, requesting new employee copier codes, and updating shared calendars and email groups to include new hires.
• Serve as the primary Facilities Coordinator, managing all office maintenance, custodial services, and staff move logistics in close collaboration with the building manager.
• Act as the IT Liaison, providing first-line technical support to staff and managing the coordination of all advanced technical support issues with the University IT department.
• Maintain office equipment and supplies; purchase mission-critical supplies in coordination with SCU Purchasing as needed.
• Track department equipment and replacements; update UFO PC replacement log after hardware changes.
• Interact responsively, intelligently, and provide support as needed for all members of the University Finance Office, which includes the Budget, Bursar, Controller, Procurement, and Risk Management Offices
• Be a consistent presence in and a friendly face of the University Finance Office department.

2. Assistant to the Associate Vice President for Finance

• Work closely with the AVP to manage and coordinate all aspects of unit initiatives, including formal cross-functional events, team-building meetings, calendars, and travel.
• Develop, draft, and finalize high-quality agendas, meeting slide decks, and strategic reports for the AVP and other leadership.
• Document and distribute official minutes for key leadership meetings and events, ensuring accuracy and accountability for follow-up items.
• Handle confidential and sensitive information.
• Assist the AVP with special strategic projects and coordinate special projects as assigned.
• As part of the budgeting process, submit and reconcile expenses for the AVP in Workday, according to university policies and procedures.

3. Customer Service and Community Support

• Oversee reception area and guest intake, directing inquiries to the proper staff for handling.
• Serve as the first point of contact for the University Finance Office phone line; respond to caller questions and inquiries, and direct callers to the appropriate UFO staff member as needed.
• Direct faculty, staff, and students to appropriate resources based on a broad knowledge of support services offered by the University Finance Office.
• Interact with internal and external personnel for scheduling and