Assistant Director Of Operations

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Department:

Finance & Administration

Time Type:

Full time

Work Modality:

Hybrid 01 (On Campus 3-4 Days/Week)

Union:

Excluded

Job Description:

Summary:

The Assistant Director of Operations (ADO) is responsible for the day-to-day financial and administrative functions of various Vice Provost Units managed centrally by the Office of the Provost. Under the supervision of the Senior Director of Finance and Administration, the ADO provides comprehensive financial, budgetary, and HR support to the assigned unit. The support includes but is not limited to data analysis and reporting, managing procurement and accounts payable processes, ensuring that units comply with all university policies and procedures, and serving as the units' human resources partner. The ADO serves as a Liaison between the VP units and the university financial offices

Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

1.Financial and Budget Management:

• Works in conjunction with the Senior Director in managing budgetary activities throughout the year and provides assistance and/or guidance to the assigned VP units in promoting fiscal responsibility and balanced budgets. Assists in managing the two-year budget cycle processes for the assigned units.

• The ADO is responsible for preparing monthly, quarterly and year-end, and variance reports on the performance of all assigned units and other units under the Provost as requested by the Senior Director, Provost office leadership and VPs for the assigned units.

• This position manages the assigned VP units' expenditures budgets and processes and tracks budget amendments, journal entries/accounting adjustments, and other financial activities as required. The incumbent also provides financial guidance to the assigned VP units to ensure best practices and effective use of annual permanent and temporary budgets.

• The incumbent collaborates with vendors and outside organizations and works closely with Procurement and Contracts to create requisitions and PO and develop service agreements that comply with university policy. The ADO reviews and submits invoices to the university's Accounts Payable Office, helps with employees' reimbursements, student award payments, and other AP processes, and makes sure payments to partners and suppliers are processed timely. This position is also responsible for reviewing and approving Corporate Purchasing Card transactions for at least 8-to-10-unit managers.

• Under the supervision of the Senior Director helps manage contractual agreements, oversees forecasts, monitoring, and tracking of revenue and expenditures and billing processes for online program partnerships and other partnerships and initiatives within the assigned units.
  2.Human Resources Management:

• The ADO serves as the primary contact for all personnel-related matters for the assigned VP units and provides guidance on AU policies regarding personnel, financial, and administrative matters as needed. Reviews and approves posting of positions for searches. Assists with salary analysis to ensure adequate funding, participates in hiring committees, and processes HR personnel actions, such as position postings, hires, terminations, promotions, stipends, and awards.

• The incumbent keeps abreast of changes to the organizational structure and reviews position action forms to reflect the structural changes. Assists the Senior Director with assigned unit's reorganization paperwork. Helps organize merit documents/data for the implementation of staff merit increases for assigned units. Maintains record of faculty payments related to administrative appointments/contracts coordinated by the Provost Office and VP units and ensures all payments are approved and processed correctly and on time.

• Works with Compensation to obtain current copies of position descriptions when necessary and collaborates with supervisors to draft preliminary functions and required qualifications. Works with Compensation to answer any questions and provide additional information, when necessary. Ensures that all internal records are up to date and provides supervisors with final copies of such position descriptions once approved by Compensation. Submits position changes through Workday and tracks the progress to ensure timely implementation of all personnel requests. Works closely with HR in coordinating the transition of employees to NextSource. Assists the Provost's Office with data requests related to Labor Relations projects as needed.
  3.Technical Function & Training:

• Using high-level quantitative, analytical, and computer skills, this position develops and maintains information and records to support the management of the assigned units.

• Provides financial training as well as policy and procedural guidance to units under the Provost.

• Provides general technological support and training in the different financial and all other university systems.
  4.Other Duties as assigned

• This position assists the Senior Director in managing a variety of short- and long-term projects aimed at optimizing initiatives related to the overall success of the Provost's priorities.

Competencies:

• Championing Customer Needs.

• Evaluating and Implementing Ideas.

• Developing Plans.

• Making Accurate Judgments and Decisions.

• Building and Supporting Teams.

• Managing Talent.

Position Type/Expected Hours of Work:

• Full-Time.

Salary Range:

• Commensurate with experience.

Required Education and Experience:

• Bachelor's degree or equivalent.

• 4-6 years of relevant experience.

• Must have advanced functionality in Microsoft Office Suite of software.

Preferred Education and Experience:

• Master's degree or equivalent.

• Knowledge of academic affairs and issues confronting higher education is preferred.

• Knowledge of Workday ERP is preferred.

Additional Eligibility Qualifications:

• Ability to use high-level discretion and maintain confidential information.

• Demonstrated commitment to cultural diversity and ability to work with individuals/groups with diverse backgrounds.

• Strong research, writing, data analysis, and reporting skills.

• Strong project management, organizational, interpersonal communication, and service skills.

• Ability to work well under pressure, take initiative, prioritize, and follow through on multiple tasks while maintaining a high degree of accuracy.

• Knowledge of staff hiring procedures.

• Knowledge of business practices and procedures.

• Ability to foster a cooperative work environment.

• Knowledge of budget preparation, cost estimating, monitoring, and fiscal management principles and procedures.

• Knowledge of management principles and practices.

Benefits

AU offers a competitive benefits package including a 200% matching retirement plan, tuition benefits for full-time staff and their families, several leadership development certificates, and has been recognized by the American Heart Association as a fit-friendly worksite. Click here to learn about American University's unique benefit options.

Other Details

• Hiring offers for this position are contingent on successful completion of a background check.

• Employees in staff positions at American University must deliver their services to the university from either the District of Columbia, Maryland, or Virginia, or perform work on-site at the university.

• Please note this job announcement is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

• American University is an E-Verify employer.

Current American University Employees

American University current employees must apply through their employee Workday account. If you are a current employee at American University, please log into Workday and select the Find Jobs report which will take you to our internal career listings.

Contact Us

For more information or assistance with the American University careers site, email theworkline@american.edu.

American University is an equal opportunity, affirmative action institution that operates in compliance with applicable laws and regulations. The university does not discriminate on the basis of race, color, national origin, religion, sex (including pregnancy), age, sexual orientation, disability, marital status, personal appearance, gender identity and expression, family responsibilities, political affiliation, source of income, veteran status, an individual's genetic information or any other bases under federal or local laws (collectively "Protected Bases") in its programs and activities.