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Director, Finance & Administration, Shiley-Marcos School of Engineering

Posting #: 4146

Department Description:
The University of San Diego's Shiley-Marcos School of Engineering does more than develop world-class engineers and computer scientists in a nationally recognized program. We help these bright minds develop into Changemakers with the global perspective, social awareness, and leadership skills to make a difference in the world.


University Description:
The University of San Diego, a contemporary and engaged Roman Catholic institution, was founded by the Diocese of San Diego and the Society of the Sacred Heart in 1949. Governed by an independent board of trustees since 1972, USD remains committed to a liberal arts education grounded in the Catholic intellectual tradition and the pursuit of truth, goodness and beauty. Inspired by this centuries old tradition of Catholic higher education, the University welcomes people of all faith traditions and any, or no, religious background. The future success of USD relies on the contributions of those who seek to foster the development of engaged global citizens and an earnest confrontation of humanitys urgent challenges.


Detailed Description:
The Director of Finance and Administration provides leadership and oversight for the Shiley-Marcos School of Engineering's (SMSE) academic resources including finance, human resources, and facilities to achieve mission-driven goals. The director reports to the Dean of the Shiley-Marcos School of Engineering, providing leadership and oversight of fiscal resources and reporting of the school, including budget, finance, and human resources, to enhance services and quality support of student learning and faculty achievement. Provides administrative expertise to the Dean, Associate Deans, and department chairs on a routine basis. Participates in long-term planning and policy setting and implements organizational strategies and policies. Researches, drafts, and produces reports. Proactively identifies issues and designs solutions for problems. Troubleshoots problems make recommendations and handle highly confidential matters and materials in a time-sensitive environment. Communicates with over 100 full and part-time faculty, staff, administrators, and students in the SMSE. Requires a general working knowledge of the university and a comprehensive working knowledge of the school. Works collaboratively with and is the school liaison to key administrators in campus departments including Provost's Office, Central Budget Office, Human Resources, Payroll, Accounting, Accounts Payable, Student Financial Services, Procurement, and Facilities Management offices. Interprets policies and assists in the short-range and long-term planning and development. Serve as an integral member of School's leadership team. Works under the general guidance of the Dean of the SMSE. Budget coordination of dean's office Executive Assistant II and two other EAs. Serves as a mentor and provides feedback on performance.
Roles and Responsibilities:
Finance and Budget

• Responsible for the development, administration, maintenance and reconciliation of SMSE operating budgets and year-end fiscal reporting. Works closely with the Finance division to conduct initial set-up, on-going maintenance, and closing procedures. Requests budget appropriations, facilitates expenditure corrections for invoice and salary coding errors, and prepares and updates budget monitoring reports.
• Independently maintains all records, generates reports, analyzes expenditures, and prioritizes allocations. Timely reconciling and submitting of the overload payments and stipend requests to Dean's EA, and correcting any errors/omissions while completing the reconciliation of the past items and setting up the system for moving forward.
• Monitors operating budgets monthly, and annually to ensure revenues and expenditures are within expected parameters. Provides regular budget updates and forecasts to the Dean. Conducts cost/benefit analysis for SMSE projects and budget categories. Researches, prepares recommendations and advises the Dean concerning funding allocations and expenditures as appropriate to achieve School's strategic objectives.
• Coordinates and trains executive assistants who process and record financial transactions to ensure timely and accurate financial information, to monitor accounts and resolve problems, to ensure compliance and to safeguard resources and reduce risk.
• Approves the forecast of funds needed for staffing, equipment, materials and supplies; approve expenditures and implement budgetary adjustments as appropriate and necessary.
• Manages the various large and complex operating budgets, endowments, sponsored programs, and accounts with multi subtasks. Monitors grant expenditures to ensure expenses are expended according to the University, federal, foundation, and/or institutional guidelines.
• Signature authority for all budget lines in the SMSE, including approximately $7 million in annual operating funds. Manages the various large and complex operating budgets, endowments, sponsored programs, and accounts with multi subtasks.
• Develops and oversees the implementation of new SMSE fiscal policies and procedures for all regular and special programs. Develops fiscal policies and procedures consistent with university accounting and fiscal guidelines.
• Participates in the new grant set up meetings with the Office of Sponsored Programs (OSP). In collaboration with the OSP and principal investigators, monitors, reconciles, and assists EAs with the post-award fiscal administration of grants.
• Designs and implements systems and processes to ensure proper coding and allocation of salary and operating expenses/budget items among SMSE accounts, with particular attention to allowable grant expenses (where appropriate).
• In collaboration with senior leadership and the Dean, prepares financial outlook to evaluate anticipated changes in SMSE enrollment, program offerings, staffing and discretionary budget forecasts.
• Develops business cases to articulate, justify and document changes to school programs, policies, processes, systems and staffing.
• Guides school personnel through the nuances of incentive-based budgeting and leads strategic planning meetings and focus-groups across the school.
• Identifies obstacles and risks to achieving goals and provides solutions and action plans Implements policies, procedures and processes to plan for future needs.

Faculty and Human Resources Administration

• Serves as the School's chief liaison to Human Resources on a variety of personnel matters; facilitates the review and approval process for related documentation. Reviews, corrects (as needed) and approves workflow items for HR requests in the ERP system. Works with unit administrators to provide recommendations, draft and submit new and revised position descriptions for Position Audit Committee review.
• Oversees all full and part-time faculty teaching contracts and monitors faculty salary budget. Oversees the creation, updates, and dissemination of contracts of full-time faculties including temporary (full time adjuncts, professor of practices and academic directors). Supervises detailed tracking of documentation through the process of obtaining appropriate signatures. Works with the Provost's office and Human Resources to resolve any issues or problems. Independently adjusts salary distribution for release time, sabbaticals, etc.
• With the Dean, establishes, implements and supervises the school's organizational strategies, business processes, policies, and procedures in order to ensure adherence to university policies and procedures.
• Reviews staffing structure and recommends needed changes in line with the school's mission, growth and structural needs.
• Addresses staffing issues and coordinates hiring of full time and temporary staff. Serves as a liaison to Human Resources for staffing matters.
• Communicates directly with the coordinators of all departments and programs to ensure adherence to university accounting policies and procedures, as well as internal guidelines. Resolves issues within these programs in collaboration with other campus departments on campus.
• Coordinates all staff, administrators and temporary faculties hiring, training, and trouble shooting.
• Oversees the annual performance review for staff and administrators and the merit process for all employees.
• In collaboration with the Human Resources office, ensures compliance by SMSE personnel of state and federal requirements with regards to sexual harassment training and FERPA training.

Strategic Planning

• In collaboration with senior leadership and the Dean, prepares financial outlook scenarios to evaluate anticipated changes in SMSE enrollment, tuition rate, program offerings, staffing and discretionary budget forecasts.
• Develops business cases to articulate, justify and document changes to school programs, policies, processes, systems and staffing.
• Links the mission-driven goals to the budget process and advocates for financial support from the university and/or redistributes existing resources to support strategic initiatives.
• Leads strategic planning meetings and focus-groups as they pertain to incentive-based budgeting, organizational structure and space planning.
• Proactively and strategically identifies ways to improve organizational culture and morale.
• Identifies obstacles and risks to achieving goals and provides solutions and action plans.
• Implements policies, procedures and processes to plan for future needs.

SMSE Facility Management

• Serves as USD Computer Lease Program liaison for SMSE personnel.
• Oversees and approves SMSE supplies, submits yearly Equipment and MCO orders to the Budget Office.
• Oversees SMSE facilities. Ensures facilities are properly kept, repairs/maintenance are scheduled as necessary/needed. Initiates and oversees facility improvements. Determines space allocation and oversees coordination of office relocations
• Serve as chief liaison with university Facilities Management and oversee space planning and allocation, capital projects, minor renovations, and ongoing repairs and maintenance in coordination with Facilities Management and other University departments.
• Manage the purchase, maintenance, and upgrade of furniture, audiovisual and other types of equipment, signage, and decor in coordination with Facilities Management, ITS, University Design, and Procurement.

Job Requirements:
Minimum Qualifications:

• Masters Degree from an accredited four-year college or university with at least one degree in finance, accounting, business administration or a closely related field; or a bachelors degree in one of the noted fields with an additional four years of related experience noted below.
• 4+ years of progressively responsible administrative and/or executive experience
• 7+ years experience in finance and operational roles
• Extensive experience in spreadsheet modeling, forecasting, financial analyses, budget development and cost control.
• Knowledge of and experience in personnel management including hiring of personnel, employee relations, staff employee performance management, corrective action, and voluntary and involuntary separations.
• General managerial and administrative experience with knowledge of university and grant accounting preferred.
• Proven ability to collaborate with individuals of diverse backgrounds.

Preferred Qualifications:

• Working knowledge of Workday and Hyperion preferred.
• 8+ years of professional management experience in strategic planning, organizational operations, budgets, and financial analysis in higher education.

Performance Expectations: Knowledge, Skills & Abilities

• Must demonstrate initiative and ability to organize and manage conflicting goals and agendas
• Strong leadership skills; able to lead groups of people through procedural changes
• Ability to establish and maintain cooperative working relationships with the leadership of the school and other departments on campus
• Ability to maintain a sound financial environment and good business practices in accordance with USD policies and procedures
• Computer fluency in spreadsheet software, word processing, database, internet and email tools. Experience in Hyperion and Workday is desirable.
• Demonstrated problem solving and analytical skills
• Ability to set priorities independently, work under pressure and work with interruptions, little supervision, and initiative
• Ability to maintain confidentiality, make independent decisions, and provide consultative services to administrative and academic personnel
• Ability to effectively complete high pressure, time-sensitive tasks
• Excellent communication and interpersonal skills
• Possess skills of tact, poise, diplomacy, and hospitality, with a diverse population, in a demanding environment
• Demonstrated ability to remain flexible and interested in working in a growing and changing organization
• Ability to foresee future needs and respond accordingly
• Ability to recognize the need for policy development and then develop and assist in the implementation of policies.

Special Conditions of Employment:

The University of San Diego is requiring all employees to follow our Covid-19 vaccine requirement process. https://www.sandiego.edu/onward/

Background check: Successful completion of a pre-employment background check.

Degree Verification Requirement: Persons offered employment in this position will be required to provide official education transcripts for degree verification purposes.


Posting Salary:
Commensurate with experience; Excellent Benefits

The University of San Diego offers a very competitive benefits package including; medical, dental, vision, a retirement contribution given to you by the University, and access to on-campus Fitness Centers. Please visit the benefits section of our website to view all of the perks and benefits that USD has to offer. USD: Human Resources: Benefits


Special Application Instructions:
Resume and Cover Letter Required
Click Apply Now to complete our online application. In addition, please upload a cover letter and resume to your application profile for the hiring managers review. If you have any questions or difficulties please contact the Employment Services Team at 619-260-6806, or email us at jobs@sandiego.edu


Additional Details:
Hours: 37.5 hours per week

Closing date: Open until filled

Note: External job postings will be up for at least five days. After that time, applications will be reviewed by the hiring manager/committee throughout the posting period. A candidate may be selected at any time which could then close this posting on a date earlier than listed.

The University of San Diego is an equal opportunity employer committed to diversity and inclusion and is especially interested in candidates who can contribute to the diversity and excellence of the campus community.

The University of San Diego is a smoking and tobacco-free campus. For more information, visit www.sandiego.edu/smokefree.


Advertised: July 05, 2022
Applications close: Open until filled

To apply, visit https://jobs.sandiego.edu/cw/en-us/job/495922/director-finance-administration-shileymarcos-school-of-engineering





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