Assistant Director of Finance and Operations

Job Summary

We are seeking an experienced and skilled Assistant Director of Finance and Operations to join our team at the University of Washington. This is a key role that will be responsible for managing all finances, procurement, facility operations, tenant relations, and reception team management for our 100,000 square foot facility.

Key Responsibilities

• Develop and execute processes that support all financial transactions at GIX, including procurement, tracking, recording, and reconciliation.
• Create and maintain systems to ensure fiscal transactions are submitted, tracked, and completed for the GIX team.
• Train staff, instructors, course assistants, and students on how to appropriately purchase items and obtain reimbursements.
• Review credit card (procard) purchases, requests for purchases, and travel requests for accuracy and completeness.
• Resolve issues, allocate purchases to the proper budget and category, and ensure compliance with policies, rules, and regulations.
• Maintain a tracking system to ensure all transactions are completed in a timely manner.
• Review expense and revenue transactions to ensure they are charged to appropriate budgets and reconciled in a timely manner.
• Maintain electronic filing systems and scanning procedures.
• Manage student purchasing processes; interact with students and teams to troubleshoot purchasing problems.
• Provide quarterly training and maintain tracking systems to ensure all purchases and reimbursements are completed by students.
• Manage accounting and deposits of revenue in the form of cash, checks, wire transactions, and credit card payments.
• Create invoices and process credit card payments to GIX.
• Establish and maintain systems for invoicing, billing, and tracking revenue.
• Track the distribution of research incentives for tax reporting.
• Manage and complete complex international travel arrangements for directors and occasional visitors.
• Prepare and submit travel expense reports.
• Ensure proper use and documentation of the CTA (Central Travel Account) card for GIX staff, instructors, students, or guests.
• Process administrative expenses, enter data into databases, coordinate expense approvals, resolve issues, and allocate purchases to the proper budget and category to ensure compliance.
• Develop and implement fiscal procedures to increase efficiencies.
• Serve as the financial point of contact for other University of Washington schools and departments for fiscal transactions, such as the transfer of funds.
• Track, execute, and keep records of these transactions.
• Lead quarterly budget meetings with program heads to report on spending compared to annual budget projections.
• Track and provide quarterly reports on revenue streams.
• Provide financial training to staff and program heads to ensure proper systems and processes are upheld.
• Organize quarterly budget meetings with program heads to analyze spending patterns and return on investment (ROI).

Facility Operations, Security, Safety, and Emergency Management & Tenant Liaison

• Serve as the primary administrative contact for all office and retail tenants, overseeing related functions.
• Implement processes for continuous improvement in efficiency, service quality, security, safety, and facility operations.
• Coordinate biweekly operations check-ins with staff to collect feedback, process improvements, and ensure communication.
• Ensure efficient kitchen operations by monitoring supplies, updating policies, and maintaining equipment.
• Coordinate biweekly orders for coffee and kitchen supplies, and ensure vending machines are stocked.
• Regularly review and update facility and parking garage signage for accuracy and relevance.
• Maintain access to building systems, working with central UW offices and the landlord to manage access levels and time schedules.
• Issue access cards and respond to access requests as needed.
• Serve as essential personnel and building safety manager by coordinating annual evacuation drills, training floor wardens, and maintaining up-to-date signage and safety gear.
• Prepare and manage the annual facilities budget and review transactions in a timely manner.
• Manage facility service contracts, security services, and tenant subcontracts.
• Oversee contract negotiation, execution, and compliance.
• Act as the first point of contact for maintenance issues, vendor inquiries, deliveries, and installations.
• Report building issues to the management company/engineer and ensure they are addressed.
• Support the Operations Director by working with real estate offices or commercial real estate providers on client tours, marketing, and space inquiries.
• Serve as the primary point of contact for tenants. Maintain the tenant onboarding process and ensure tenants are notified of important events, policies, or schedule changes.
• Coordinate with colleagues on tenant invitations to events and volunteer opportunities.
• Provide event support as needed.
• Represent GIX at biweekly meetings with the landlord's facility management company and other facility-related meetings.
• Manage garage access, security, usage, and operations.
• Plan for facility and operational needs in case of relocation to another site.
• Serve as the point of contact for UW departments or companies regularly using GIX facilities for courses.
• Oversee booking and tracking of conference room reservations for daily facility users.
• Develop and maintain an inventory system for GIX supplies, equipment, and furniture.
• Provide operational support for Prototyping Lab staff for visitor lab access onboarding.

Reception Team Supervision and Reception Desk Operations Management

• Supervise the reception desk, ensuring a welcoming, secure environment for building occupants and guests.
• Lead team efforts in large event coordination.
• Supervise up to three student workers to ensure professional front-desk service.
• Provide performance feedback, approve timesheets, and assign special projects when time permits.
• Hire and supervise the Administrative Services Coordinator (1 FTE) to assist with reception coverage, mail management, purchasing, travel arrangements, event support, and onboarding of employees, instructors, and teaching assistants.
• Generate reception desk staffing schedules to ensure full coverage during building hours.
• Provide backup for front desk coverage when needed and assist with large events.
• Oversee reception desk operations, ensuring attentiveness to guests and proper security protocol. Maintain manuals and procedures for the effective functioning of the reception desk.
• Ensure reception staff are trained to manage tenant inquiries and provide services to tenants and their guests.
• Provide logistical and procurement support for GIX programs, events, and visits.
• Coordinate the reception team's support for large events, including setting up event spaces, creating briefing documents, and post-event clean-up.
• Lead and provide administrative support for tours, meetings, and delegation visits, as needed.

Internal Communications and Operations Management

• Create and manage processes and tools for tracking fiscal transactions, processing revenue, and supporting internal communication.
• Create and maintain internal communications tools and processes, including onboarding and offboarding forms for staff, faculty, and students.
• Manage lists and methods of internal communication, develop content, and update relevant portions of the website and Teams channels.
• Add and update organization contracts and agreements for digital signature.
• Communicate to GIX staff and tenants any updates related to building closure due to holidays, inclement weather, or for any other reason.
• Serve as a backup to the Director of Finance and Operations and the Assistant Director of Technology Services.
• Perform other duties as assigned.

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