Assistant Manager, Shared Services

The Office of Finance & Treasury is seeking an Assistant Manager in the Financial Shared Services department.

The Assistant Manager serves as the financial and business manager for a diverse portfolio of departments, programs, and centers that participate in the University’s financial shared services program. The financial shared services program provides proactive, responsive, and effective service for over 30 departments, programs, and centers with budgets exceeding $100 million. Assistant managers collaborate with the managers of the units they support to ensure the effective management of financial processes and serve as a key liaison between the units and the Office of Finance and Treasury.

The Assistant Manager facilitates, monitors, and approves all expenditures and ensures compliance with university policies and procedures. The Assistant Manager collaborates with faculty, staff, and students to track budget allocations and fund balances and to ensure expenditures are allowable, within budget, and appropriate for the funding source. The Assistant Manager provides financial trainings, in small and large settings, on policy and best practices as needed for faculty, staff, and students.

The ability to provide timely and accurate financial reporting and other financial information is an essential responsibility for this position.

Additionally, the Assistant Manager serves as a consultant to other departments outside of the shared services program to help streamline and improve financial processes and procedures and to train on best practices. These engagements will vary in size and scope depending on the specific need. Assistant managers will also provide feedback on the effectiveness of financial processes and systems and will help pilot and test new functionality before it is distributed broadly to campus.

Provides proactive support and approval for all financial transactions

• Provides service-oriented support for the following:
  • Non-Purchase Order payments to domestic and foreign suppliers, including honoraria, limited engagements, and guest reimbursements
  • Purchase Orders to domestic and foreign suppliers, including payments for goods, equipment, services, independent contractors, and entertainers
  • Expense reports, including expense reimbursements, credit card transactions, and cash advances
  • Departmental Purchasing Card statement reports
  • Journal entries
  • Onboarding suppliers
  • Access to financial systems
  • University credit card requests
  • Stop payment requests
  • Supports other financial transactions as necessary.

Manages effective, efficient, and compliant financial operations for assigned departments

• Communicates regularly with faculty, staff, and students and ensures adequate training on financial policy, procedures, and best practices.
• Ensures compliance with all financial transactions, including transactions related to sponsored research and restricted funds.
• Provides regular and proactive financial reporting; leveraging existing financial reports and creating ad hoc analyses.
• Coordinates with department staff to provide data and support for budgeting, financial planning, year-end close, and other key financial activities.

Consults on projects with other departments outside of Shared Services

• Consults on best practices, financial processes, access and authorization, and business process redesign as needed.
• Provides financial management services to units outside of Shared Services, including consulting support to help streamline and improve financial processes and procedures.

Assists the Office of Finance and Treasury with new processes and systems

• Provides feedback, testing, and other support to new initiatives, processes, and systems.
• Pilots new technology and processes as needed.
• Collaborates on the development and delivery of training programs.

• Bachelor's degree, or 3-5 years of experience in a customer service or finance role.
• Outstanding organizational, prioritization, and multi-tasking skills, working in a fast-paced environment with frequent interruptions.
• Excellent oral and written communication skills.
• High level of competency with desktop computing tools such as Word, Excel, and PowerPoint, and with system applications such as People Soft and Concur.
• Strong customer-service focus with an emphasis on proactive outreach to departments; listens to and understands the unique needs of each department.
• Ability to present information and trainings to small and large groups of people.
• Ability to work…