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Executive Director, Facilities Finance

4 months ago

Coral Gables, United States InsideHigherEd Full time
Current Employees:

If you are a current Staff, Faculty or Temporary employee at the University of Miami, please click here to log in to Workday to use the internal application process. To learn how to apply for a faculty or staff position using the Career worklet, please review this tip sheet.

The University of Miami has a great opportunity for an Executive Director, Facilities Finance & Administration to work at the Coral Gables Campus.

The Executive Director of Facilities Finance and Administration provides financial and business operations support to the following divisions: Parking & Transportation, UM Police, Real Estate, Planning & Design, Emergency Management, Construction and Facilities & Operations. The executive director oversees and directs all financial activities within the Department, such as the multi-million operating budget, oversight and analysis of construction and deferred maintenance project budgets, cash outlay projections and contract payments, review and analyze department financial performance reports, and the preparation and review of productivity benchmarks. Moreover, the incumbent develops financial strategies that will ensure compliance with the budget parameters set by Executive Leadership and the University's Finance department for the Office of Facilities Operations and Planning.

CORE JOB FUNCTIONS

  • Oversees daily operations and sets long-term goals and objectives for the Finance management team and accounting staff.

  • Directs preparation of budgets, reviews budget proposals, and prepares necessary supporting documentation and justification in adherence to the University’s Budget Guidelines.

  • Participates in strategic long-range and tactical planning with departmental leadership, while providing key financial support and analysis to help drive and improve business performance.

  • Assists in preparation of business plans relating to assigned facility operations. Assists in the economic evaluation of new programs and equipment.

  • Oversees the evaluation and approvals of recommended capital expenditures; monitoring expenditures against budgets and preparing reports.

  • Monitors, summarizes and reports the status of all financial targets to the Vice President and to University Finance.

  • Plans and facilitates performance management initiatives / metrics for Finance.

  • Acts as a liaison between Facilities Operations and Planning to the University's Finance department.

  • Ensures internal control oversight and compliance with laws and regulations, safeguarding of assets, compliance with University policies and procedures, reliability of internal and external reporting, and efficiency and effectiveness of operations.

  • Creates an effective control environment, conducts risk assessment, implements and monitors controls.

  • Establishes and continuously assesses the effectiveness of the internal controls within the unit and compliance with University policies and procedures.

  • Ensures employees are trained on controls within the function and on University policy and procedures.

This list of duties and responsibilities is not intended to be all-inclusive and may be expanded to include other duties or responsibilities as necessary.

CORE QUALIFICATIONS

Education:

Master’s degree in relevant field required

Certification and Licensing:

N/A

Experience:

Minimum 15 years of relevant experience

Knowledge, Skills and Attitudes:

  • Ability to communicate effectively in both oral and written form.

  • Ability to maintain effective interpersonal relationships.

  • Ability to work independently and/or in a collaborative environment.

  • Ability to effectively plan, delegate and/or supervise the work of others.

  • Knowledge of generally accepted accounting procedures and principles.

  • Knowledge of budget control methods, policies, and procedures.

  • Ability to prepare financial and accounting records.

  • Ability to compile, organize, interpret, and communicate accounting data and results concisely.

Department Specific Functions

  • Responsible for coordinating with Financial Planning and Analysis and Facilities Construction and Design to development, prepare and implement an institutional, multi-million, 5-year capital plan, inclusive of Replacement and Renewal projects

  • Liaison between Facilities Operations & Planning and Financial Planning and Analysis, with a dotted line reporting to the Chief Accounting Officer, to ensure process, procedure and data are consistent with institutional-wide standards.

  • Develop, maintain, and report, on a quarterly basis, cashflow forecasts for all capital and replacement and renewal projects.

  • Directs financial team to produce accurate monthly balance sheet account reconciliations for: Facilities & Operations, Real Estate, Parking & Transportation, Emergency Management and UMPD.

  • Coordinates and oversees the preparation and development of the annual operating budget for Facilities Operations & Planning, Parking and Transportation, and UMPD.

  • Responsible for completing quarterly variances and projections in the current budget software as well as submitting monthly projections for certain units.

  • Meets monthly with Facilities Operations & Planning department leaders to review operational spend to date, review and update annual operating projections, and develop strategic initiatives to improve efficiency and/or save money.

  • Leads discussions with University Leadership (Executive Leadership, Deans, Vice Presidents, etc.) when necessary regarding financial projections, budget development, capital funding requirements, and process improvement.

  • Compiles and analyzes data for reporting on special initiatives such as but not limited to, Key Performance Indicators, Project Delta, Real Estate opportunities, construction project budget-to-actual updates.

  • Collaborates with end users and Financial Planning and Analysis to initiate Request for Service form to open and fund project accounts.

  • Develops and prepares of Board presentation materials and annual reports.

  • Provide ad hoc reports to Facilities Operations and Planning leaders such as but not limited to, overtime reports, account detail, project details, etc.

  • Updates construction project dashboards.

  • Assists Controller’s Office and Treasury with Real Estate transaction such as bank reconciling items, and wire transfers for real estate purchases.

  • Ensure monthly closes are in accordance with Generally Accepted Accounting Principles (i.e., accruals, including retainage, are recorded, deferred revenue is adjusted, prepaids amortized, etc.).

  • Manages all of the finance and accounting staff for the division.

  • Supports the Executive Vice President for University Operations and External Affairs team as needed with data compilation, running reports, analyzing schedules, etc.

  • Tracks and maintains Replacement and Renewal documents for reporting on facility conditions and deficiency costs by building.

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The University of Miami is an Equal Opportunity Employer - Females/Minorities/Protected Veterans/Individuals with Disabilities are encouraged to apply. Applicants and employees are protected from discrimination based on certain categories protected by Federal law. Click here for additional information.Job Status:Full timeEmployee Type:StaffPay Grade:A20