Business Officer III

999044

Business Officer III

Administration - Staff

EP - EHRA 12 mo leave earning

Located in North Carolina’s third largest city, UNC Greensboro is among the most diverse, learner-centered public research universities in the state, with nearly 18,000 students in eight colleges and schools pursuing more than 150 areas of undergraduate and over 200 areas of graduate study. UNCG continues to be recognized nationally for academic excellence, access, and affordability. UNCG is ranked No. 1 most affordable institution in North Carolina for net cost by the N.Y. Times and No. 1 in North Carolina for social mobility by The Wall Street Journal — helping first-generation and lower-income students find paths to prosperity. Designated an Innovation and Economic Prosperity University by the Association of Public and Land-grant Universities, UNCG is a community-engaged research institution with a portfolio of more than $67M in research and creative activity. The University’s 1,100 faculty and 1,700 staff help create an annual economic impact for the Piedmont Triad region in excess of $1B.

Facilities Operations has the responsibility of providing a wide range of services to all administrative departments, student programs, and all academic schools and departments. Services include all aspects of corrective and preventive maintenance, operations, grounds maintenance, housekeeping, utility infrastructure maintenance and operations, business operations, safety, regulatory compliance, project management, and renovations. These duties are conducted for a campus consisting of over 100 buildings totaling 6 million gross square feet on over 275 acres.

The primary purpose of this position is to manage the fiscal activities of Facilities Operations. This position is responsible for the majority of the financial orgs of the Facilities Division and manages 25+ funds from various funding sources. This position will proactively seek to determine the needs of the departmental units it supports, to provide effective and efficient customer service. This position will provide recommendations on financial issues based on projections for spending and the current/projected fiscal environment. Duties will include conducting regular budget reviews, and supervision of the department’s central business office functions including budgeting, accounting, billing, recruitment, and procurement. This position will manage the timekeeping function and the corresponding Banner Finance interface as well as the supervision of assigned staff. It is also responsible for management of the Facilities Operations Customer Service Center which is the service access portal for the entire campus for all services provided by Facilities Operations. These services include building maintenance, grounds maintenance, custodial services, signage, utility/energy management, surplus property management, and recycling/waste management. The budget is approximately $20+ million from multiple funding sources for a 250 FTE department that serves the entire campus. This position also supervises the University Capital Improvement Administrator that is responsible for fiscal management of the University’s Capital Improvement program. This position will drive a coordinated effort to recommend improvements and advancement of the department’s technological needs and assist with determining training needs for division personnel.

• Bachelor’s degree in business administration, public administration, or related business area and three years of administrative management or business management experience.

• An undergrad technical degree with a Master’s level Degree in Business Management or a related field is preferred. Prefer at least 5 years of administrative management or business management experience. Strong knowledge of Banner Finance and University accounting processes. Applicants should have excellent communication skills, both written and oral.
• Financial/budget management experience for a similar organization including budget analysis and reporting
• Three years or more of experience supervising full-time permanent employees
• Experience defining, creating, and documenting business processes
• Experience and aptitude with software used in financial management/accounting
• Experience with timekeeping and payroll systems
• Experience with computerized maintenance management systems
• Valid driver’s license

Commensurate with experience

Facilities Operations - 56404

06/07/2024

07/01/2024

Yes

1.000

Permanent

12

Exempt

50

Manage All Facilities Operations Budget Functions

• Manage a $20+ million budget for a 248 FTE department (personnel and non-personnel budgets). This consists of multiple budgets from various funding sources including state, student fee, athletics fee, and auxiliary. Advise the Director on budget matters.
• Work directly with Human Resources and the UNCG Budget Office to create and fund new positions. Initiate and complete permanent and temporary budget transfers for new positions and temporary positions.
• Analyze the state, Student Facilities Maintenance, Kaplan Center, Athletic Facilities Maintenance, Auxiliary, and Chancellor’s Residence (Fac Ops portion) budgets and provide budget forecasts for the next fiscal year on an annual basis.
• Prepare annual reports for Student Facilities Maintenance, Athletic Facilities Maintenance, and Kaplan Center budgets as required by Student Affairs and Athletics.
• For fee-funded budgets (student and athletics), collaborate with the UNCG Budget Office to accomplish budget transfers as needed during the fiscal year.
• Set up project accounts for year-end projects (state), Green Fund projects (student fee), and utility-savings carry-forward projects (state).
• Oversee the University Capital Improvement Administrator who is responsible for fiscal management of the University’s Capital Improvement program.
• Submit budget allocations annually to the UNCG Budget Office for all fee-supported budgets.
• Initiate and process salary-related Position Action Forms for all Facilities Operations positions.
• Approve departmental ePAFs as needed in the absence of or at request of the Director.
• Utilize manager input, university system building reserve model, and other resources to generate budget requests (personnel and other-than-personnel funding) for new and renovated buildings.
• Provide budget forecasting for the entire department as well as individual units (Utility Operations, Buildings & Trades, Grounds Maintenance, Facility Services, OWRR/Surplus Warehouse) for internal budget allocation.
• Review budgets on at least a monthly basis to facilitate budget execution. Provide more in-depth analysis as needed for proper fiscal year-end budget execution.
• Provide budget orientation and training for new Assistant Directors and managers as part of the onboarding process. Provide information to them on an ongoing basis as needed for them to manage their respective budgets.
• Manage financial functions associated with temporary positions for both UNCG temporary positions and personnel obtained from temporary labor agencies.
• Ensure that business processes are in place to ensure accurate billing to the proper budget for all Facilities Operations services provided.
• Review and submission of the annual APPA report for the Division.

20

Supervise Assigned Staff

• Supervise assigned accounting, timekeeping, recruitment, administrative, and Customer Service Center staff.
• Oversee the University Capital Improvement Administrator who is responsible for fiscal management of the University’s Capital Improvement program.
• Conduct performance management process per Human Resources policies and within established time frame.
• Recommend resolution of disciplinary matters as needed.
• Create staff training plans as appropriate to maintain skills and for career development in accordance with Facilities policy.
• Recruit and fill vacancies in a timely manner.
• Manage the provision of general administrative support for the Director and for Facilities Operations supervision.

10

Manage the Facilities Operations Customer Service Center (CSC)

• Ensure that work orders are received and processed by CSC staff in accordance with the Work Order SOP and CSC Telephone Protocol.
• Manage the operation of the computerized maintenance management system (CMMS). Make changes as needed to enhance business processes or efficiency.
• Analysis and review of department key performance indicators, presenting the data in monthly reporting. Generate and distribute weekly and monthly metrics reports to managers and to Facilities Operations staff.
• Manage the workflow process to facilitate financial accounting and proper billing.
• Draft new and revised procedures as needed to facilitate workflow, reporting, and billing needs.
• Participate and provide input on creating/revising other departmental policies and procedures as they impact the Customer Service Center.
• Manage the CMMS inventory process for supplies.
• Manage the solicitation of input from customers via surveys and periodic meetings. Compile, analyze, and present this information to appropriate Facilities Operations staff.

10

Management of the Departmental Personnel Functions

• Manage the Facilities Operations timekeeping, employee leave reconciliations, and personnel recruitment functions.
• Manage the Kronos timekeeping system and transfer of data to Banner. Work with the IT support staff as needed regarding user issues and system setup as needed to ensure accurate timekeeping.
• Work directly with UNCG Payroll department to resolve any payroll issues for Facilities Operations staff.
• Provide oversight of overtime and callback sheets to ensure proper budget billing.
• Supervise maintenance of departmental files and submittal of required forms and records to Human Resources.
• Supervise the Facilities Operations portion of the job search recruitment process.
• Communicate and collaborate with university centralized departments including Human Resources, Budget Office, Payroll, and others as needed to facilitate personnel functions associated with timekeeping, leave reporting, and recruitment.
• Manage the departmental uniform lease contract and oversee the uniform purchasing process for the entire department.

5

Manage departmental insurance coverage and the request, prioritization, and receiving process For New Facilities Operations Vehicles and Equipment

• Solicit input and make arrangements for insurance coverage as appropriate. Submit and coordinate insurance claims as needed. Serve as a point of contact for insurance claims that result from vehicular damage and/or property damage.
• Manage overall process related to placing new vehicles into service (insurance, license tags, title, issuance of keys, having preventive maintenance set up, surplussing of vehicles being replaced, etc.).
• Review vehicle and equipment requests (shared document) on a quarterly basis in compliance with Facilities Operations policy. Obtain information as needed to prioritize list based on justification and need.
• Present a prioritized vehicle and equipment list to the Director annually or as requested.

5

Management of Campus Fuel Depot

• Reconciliation of the Fuel Log to the FuelMaster program.
• Monthly review of fuel pricing relative to fuel purchases and market price fluctuations.
• Monthly Issuance of bills to Campus Departments.

Hand Movement-Repetitive Motions - F, Hand Movement-Grasping - F, Holding - F, Finger Dexterity - F, Vision-Skilled Trades - F, Reading - F, Writing - F, Eye-hand coordination - F, Vision-Color Distinction - F, Vision-Preparing/Analyzing figures - F, Vision-Visual inspection - F, Vision-Measuring/Assembling at distance close to eye - F, Hearing - C, Talking - F, Standing - O, Sitting - C, Walking - O, Lifting-0-30 lbs. - O, Pushing/Pulling - R, Climbing-Stairs - O, Bending - R, Squatting - R, Reaching - O

Driving - Car/Truck - R, Inside - C