Associate Director, Facilities Business Operations

If you have any questions about the position or our application process, reach out to us at recruiting-u@smith.edu.

Facilities ManagementJob Description

Job Summary

The Associate Director, Facilities Business Operations & Budget provides strategic financial leadership and administrative oversight for the Campus Operations departments, including Facilities Management, Dining Services, Events Management, and Campus Safety. This role is responsible for developing, overseeing, and monitoring the division's capital renewal and replacement budgets in coordination with the College Finance Office. The Director will also forecast and manage the annual utility, rental properties, and operating budgets for Facilities & Operations (F&O) and oversee property, auto, and liability insurance coverages. The role emphasizes the importance of fostering an inclusive, collaborative, and service-oriented work environment that aligns with Smith College's mission and values.

Take appropriate actions to support a diverse workforce and participate in the College's efforts to create a respectful, inclusive, and welcoming work environment.

Essential Functions

Financial Leadership and Analysis (30%)

• Administer, monitor, analyze, and report on the financial results of Finance and Operations, managing capital, renewal, and operating fund budgets totaling multi-million dollars annually.
• Develop and implement quantitative and qualitative metrics to evaluate departmental finances, identifying opportunities for improvement and efficiencies.
• Collaborate with department administrators to prepare and develop annual operating, renewal, and replacement budgets for submission to the college budget office.
• Analyze and report monthly expenditures for the college's utility budgets, review energy consumption patterns, and execute the purchase of energy commodities to meet budgetary goals.
• Regularly communicate with the college finance offices to develop and maintain financially sound and efficient business practices.
• Direct budget transfers between departments or funds, ensuring the use of appropriate funding sources.
• Establish and implement strategic and long-range plans for F&O to achieve financial objectives that align with the college's strategic plan and commitment to diversity, equity, and inclusion.

People Management (25%)

• Oversee one or more direct reports in regular and/or fixed-term roles.
• Lead hiring, development, coaching, and performance-related decisions, in collaboration with Human Resources.
• Make informed decisions impacting the team and institution, including setting priorities, resource allocation, and problem-solving.
• Address team conflicts and challenges to promote a positive work environment.
• Communicate expectations effectively, provide feedback, and align team efforts with departmental goals.
• Foster a service-focused culture and promote positive labor relations in a union environment.
• Lead by example in employee relations and engagement, ensuring the workforce meets operational needs while maintaining an environment of dignity and respect.
• Lead, mentor, and manage the Business Operations team, including supervisors and skilled trades workers.
• Develop and implement budget policies, procedures, and best practices to ensure efficient and effective operations.
• Foster a culture of safety, continuous improvement, and accountability within the department.

Inventory Management (10%)

• Oversee the department's accounts payable processing, ensuring timely and accurate processing of departmental expenditures, billings, journal transfers, and account allocations.
• Collaborate with vendors, consultants, and college staff to enhance efficiencies in accounts payable and financial reporting processes, fostering strong relationships based on trust and mutual respect.
• Manage the accounts receivable process, ensuring timely and accurate financial transactions that align with the college's commitment to fiscal responsibility.
• Establish fund and renovation accounts in the college's financial record system, ensuring proper tracking and reporting to support transparency and accountability.

Risk Management and Compliance (10%)

• Serve as the primary contact for risk management issues, coordinating with the Five College Risk Management Office and managing insurance claims for reimbursement with a focus on compliance and risk mitigation.
• Train and assist department heads in interpreting budget reports, forecasts, and compliance with procedures and policies, ensuring a clear understanding across all levels of the department.
• Communicate new directives, policies, or procedures to managers and operations staff, ensuring alignment with the college's strategic goals and values.

Other Functions

Other (5%)

• Complete special projects in areas related to Facilities and Campus Operations as assigned by the Associate Vice President, contributing your expertise in a way that supports the college's mission and values.
• All employees are expected to participate in the College's efforts to create a respectful, inclusive, and welcoming work environment.

Minimum Qualifications (knowledge, skills, education, experience, certifications, licenses)

• Bachelor's degree in finance, accounting, business administration, or a related field; Master's degree preferred.
• At least 7-10 years of progressive financial and administrative leadership experience, preferably in a higher education or similarly complex environment.
• Strong understanding of financial management, budgeting, and analysis principles.
• Experience in managing multiple departments and leading teams.
• Excellent communication, interpersonal, and organizational skills.
• Ability to work collaboratively with diverse stakeholders and foster a positive working environment.

Skills

• Strong understanding of financial management, budgeting, and forecasting.
• Ability to analyze complex financial data, develop metrics, and create financial reports.
• Experience managing multi-million-dollar budgets, including capital, renewal, and operating funds.
• Proficiency in financial software and ERP systems for tracking and reporting.
• Ability to develop and implement long-term financial strategies aligned with institutional goals.
• Experience in capital renewal and replacement planning.
• Strong decision-making skills, especially in resource allocation and prioritization.
• Ability to assess financial operations for efficiency and recommend process improvements.
• Strong quantitative and qualitative analysis skills.
• Proven ability to manage and lead teams, including hiring, coaching, and performance management.
• Experience in fostering a positive and collaborative work environment, especially within a unionized setting.
• Ability to mentor and develop team members, promote accountability, and maintain high standards of service.
• Strong written and verbal communication skills for presenting complex financial data to a variety of stakeholders.
• Ability to establish and oversee effective inventory management and control procedures.
• Strong organizational skills for managing multiple projects, tasks, and deadlines simultaneously.

Please attach BOTH a current resume and a cover letter in order for your application to be considered for this position . Be sure you have provided all attachments before submitting your application. You will NOT be able to attach additional files after you have hit the Submit button.

Review of applications will begin

December 16, 2024

Position Type:

Regular

About Smith College

Located in Northampton, MA, Smith College is one of the largest women's colleges in the country and is dedicated to excellence in teaching and research across the liberal arts. A faculty of outstanding scholars interact with students in small classes, as advisors, and through student-faculty research projects. The College is a member of the Five College Consortium with Amherst, Hampshire and Mt. Holyoke Colleges, and the University of Massachusetts Amherst. Students cross-enroll and faculty cross-teach across the Five Colleges.

Consistent with the Americans with Disabilities Act (ADA) and Massachusetts General Law, Chapter 151B, it is the policy of Smith College to provide reasonable accommodation when requested by a qualified applicant or employee with a disability, unless such accommodation would cause an undue hardship. The policy regarding requests for reasonable accommodation applies to all aspects of employment, including the application process. If reasonable accommodation is needed, please contact our recruiting team at recruiting-u@smith.edu.

As set forth in our mission and values, Smith College is committed to promoting a culture of equity and inclusion among students, staff and faculty. The College will not discriminate in employment on the basis of age, race, color, ethnicity, national origin, creed, religion, sex, sexual orientation, gender identity, gender expression, pregnancy, genetic information, age, veteran status, physical or mental disability, or any other classification protected by law. Smith College is an equal opportunity employer and complies with all state and federal laws that prohibit discrimination.

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