Assistant Director, Finance, Summer Session

Department

College Summer Session

About the Department

The College, Summer Session

Job Summary

This role manages a team of professionals responsible for planning, administration, and operation of international study programs. Reviews study abroad operations, curricula, and excursions to ensure alignment program goals and strategies. Develops strategy for new study abroad opportunities.

Responsibilities

• Manages budgeting and accounting functions in Summer Session, including accounts payable, accounts receivable, and reconciliation and closing activities. Ensures Summer practices are followed in accordance with University and College policies and practices.
• Oversees the accounts payable cycle for vendor payments, stipends, and non-payroll payments to individuals, including employee reimbursements. Consults on vendor and independent contractor set-up and advises staff on procurement best practices. Manages and audits the employee credit card program and out-of-pocket expense reimbursements.
• Oversees the accounts receivable cycle for funds owed to Summer Session, including internal billing, fund transfers, third party payments, and refunds. Advises staff on receivables best practices.
• Coordinates the month-end and fiscal year-end closing processes for Summer Session. Cooperates with the College and University partners to accurately capture transaction activity in Oracle Financials. Investigates and resolves any reconciling items.
• Meets with Executive Director (ED) for overall vision, and works with other summer staff leads to develop budget proposals, provide guidance for proposal development, and assist with complex calculations, as needed.
• Monitors disbursement activity and provides regular financial reports to the Executive Director.
• Collaborates with University partners and external entities on revenue share agreements.
• Analyzes monthly, quarterly, and annual financial planning cycles for Summer Session. Works closely with the ED of Summer, the College, and the Budget Office to plan and forecast. Helps develop short- and long-term financial goals, business strategies/plans, and financial models for major programs and initiatives.
• Monitors budget variances by reviewing reports and accounting records to determine if allocated funds have been spent and connect with ED and summer staff to identify underlying business drivers and potential issues.
• Represents the Summer Session Office in periodic meetings to examine budget forecasts and variances.
• Presides as the Slate and Stripe Merchant Account Owner.
• Updates forecast information in Oracle Financials and presents consolidated view to Executive Director on a monthly basis.
• Identifies, communicates, and addresses necessary mid-year budget adjustments or corrections in Oracle Financials.
• Manages instructional and temporary payroll functions in Summer Session, ensuring accuracy and timely payment of salaries. Works closely with the office of the Provost and the Dean’s Office in the College to maintain the integrity of the system.
• Leads the Summer Quarter payroll system, including an upcoming transformation process in collaboration with staff in the Provost Office, the College Dean’s Office, and College IT.
• Enhances overall business-based efficiency, consistency, and effectiveness to build on Summer Quarter’s reputation for superior service.
• Ensures compliance with university policies and procedures across all relevant areas.
• Synthesizes and communicates financial information to summer staff and engages with College and University stakeholders to standardize and document business processes and protocols.
• Develops and maintains key performance indicator reports/dashboards in strategic areas. Prepares and deploys periodic status reports to key users, providing meaningful information on projects, budgets and budget variances, statistics and productivity.
• Consults, advises, and answers inquiries by providing data analysis and relevant information, assists with financial improvement action plans, and completes various financial analysis projects as needed.
• Engages with Summer staff to create/revise business processes and protocols, store in a central repository, and review on a periodic basis to enhance transparency and promote accountability across the office.
• Communicates policies, projects, and expectations to faculty, staff, and students.
• Provides relevant training and acts as a resource to faculty and staff.
• Directs the Summer team to ensure accuracy and completeness for all budgeting, forecasting, monthly reconciliations, and reporting.
• Administers the PCI-DSS Security Awareness Training program for Summer Quarter. Ensures staff is compliant with annual training requirements.<