Associate Director, Business Operations

Associate Director, Business Operations

Florida Atlantic University is seeking an Associate Director, Business Operations. Boca Raton, FL.

Oversee all budget development, purchasing and accounts payable activities, and human resources recruitment for full-time staff for the Housing & Residence Education Department. Will establish practices and internal budget controls to ensure proper record keeping and tracking of all activities.

Summary of responsibilities :

• Prepare annual budgets with estimated revenues of approximately 44 million dollars and 18 million dollars in operating expenses for each fiscal year for all designated cost centers including but not limited to : forecasting revenue, forecasting expenditures, developing capital improvement budgets, etc
• Provide oversight for all purchasing and account payable activities including management of all requisitions, purchase orders, and oversight of department p-card purchasing.
• Responsible for human resource recruitment, selection, and on-boarding processes for all full-time staff
• Oversees and manages department functions of payroll.
• Provides strategic direction, accountability, and oversight for department accounts.
• Maintain policies and procedures to ensure proper guidelines are followed. This will include establishing internal controls to ensure compliance with university policies and procedures.
• Prepare all department budget reports as needed.
• Provide oversight for all Workday processes and Owl Central approval processes for related areas of budget development, accounts payable and human resources.
• Oversee all expenses / accounts payables including but not limited to : expense justification requests, purchase requisitions, payment requests, develops financial statements, prepare ad hoc reports, prepare journal entries, purchase requisitions, budget amendments, spend authorizations, payroll adjustments and expense reports
• Maintains accurate balances of departmental open / blanket purchase orders and analyzes invoices for accuracy.
• Review and oversight of all salaries and benefits and OPS encumbrances to ensure proper and accurate records and maintained.
• Collaborates with Contracts Specialist (Legal) and department staff to ensure that all contracts are completed prior to payment requests and requisitions before execution.
• Prepares and records journal entries monthly in Workday.
• Provide updates on revenue projections as needed.
• Evaluates and provides feedback / recommendations regarding departmental financial procedures and business processes as needed.
• Advise Executive Director on all financial forecasting in anticipation of budget tracking, monitoring profit & loss activity, positive cash flow and budget availability, etc
• Provide training to department staff as needed.
• Work with Division Finance Team members as needed.
• Serve on committees at university as needed.
• May represent the university on appropriate committee at the national, state, and university level.
• Performs job-related duties as required or deemed appropriate to the accomplishment of the responsibilities and functions of his / her area.