Director of Financial Operations

Job Title: Director Financial Operations

Located in the heart of the Mount Vernon community, The Peabody Institute's main campus spans across an entire city block consisting of +400,000 sqft (+300,00 gross sqft), 9 buildings including 6 performance halls, research labs, a rehabilitation clinic, and on-site student housing facilities. In addition, Peabody's Preparatory serves as Baltimore's premier community school for performing arts and services K-12 students and adult learners has 5 satellite campuses across Baltimore County. The Peabody Conservatory currently has the largest class size in the history of ~850 students, with 13 academic departments and new programs such as Choral Conducting and Hip-Hop. Additionally, Peabody is embarking on a transformational change with its Campus Master plan focusing on improvements in programmatic space, overall space utilization, and student housing and dining.

Job Summary:

We are seeking a Director of Financial Operations who will be primarily responsible for oversight of the Institute's Finance Office and Business Office functions (procurement, student accounts, and research administration) for the Peabody Institute. Reporting to and in close collaboration with the Associate Dean, Finance and Administration (ADF&A), this position is responsible for monitoring, reporting, and recommending fiscal and operational management for these two functional areas, and for creating and interpreting complex financial activity, developing operation policies and procedures, and preparing financial reports for both internal and external stakeholders. Additional duties include periodic committee work, both within Peabody and University-wide and University-wide policy and procedure development and implementation.

Key Responsibilities:

• Leads all phases of the school's financial, capital, and operational budgets as aligned with the University and Dean's goals ($50 million annually).
• Analyzes financial data to ensure efficient use of resources.
• Performs comprehensive analysis and projections relating to industry trends.
• Develops and oversees all Trustee reporting for 5-year Budget Plan ($250 million over 5 years).
• Supports the Dean and Associate Dean, Finance & Administration in strategic financial planning, prepare 5-year budget plan for the University to include supporting schedules, compensation, leases, debt, reserves, F&A projections, and capital plan.
• Prepares monthly operational statements and quarterly GAAP financial reports to include analysis, forecasts, risk assessments, and changing strategies.
• Calculates and provides recommended financial assumptions to the Institute's Executive Leadership Team for personnel, non-personnel increases and department budget amounts.
• Develops a detailed 5-year Capital Plan to include funding sources, proforma financial statements, and recommendations on debt funding opportunities.
• Forecasts and preserves Peabody's working capital (cash balances).
• Develops policies and procedures on the use of working capital.
• Reviews quarterly financial activity to include (but not limited to) restricted gift spending, separately invested endowments and endowment reports, compensation, headcount, research, tuition, debt, plant expenditures.
• On a regular and continuous basis, exercises administrative judgment and assume responsibility for decisions, consequences, and results having an impact on people, costs, and/or quality of service within the functional area.
• Serves as a workgroup member to develop best practices across the divisions on budgeting processes and allocations.
• Develops reporting tools and assist in educating the Institute on the institute's financial status, issues, and opportunities.
• Provides business and financial support to the Institute's academic and administrative departments.
• Maintains proper accounting procedures.

Business Office:

Research Administration

• Oversees and assists in preparing, administering, and executing external and internal contracts and grants. Provide Peabody administrative staff and faculty guidance and support for both pre- and post-award activities including Principal Investigator (PI) effort certification.
• Assists in proposal development, budget preparation, and sign-off through the university Grant's Management system, FIBI.
• Sets up financial administration and management from award through closeout and final financial reporting.
• Serves as the primary liaison between Peabody and the Johns Hopkins University Research Administration (JHURA) office on financial management matters.
• Acts as sponsored liaison between Peabody departments, JHURA, Financial Operations, Legal, Provost Office, Controller's Office and External Sponsors, as needed.
• Represents division in meetings with JHTV, JHHS, legal and JHURA on corporate-sponsored engagements.
• Ensures University-level research administration policies are implemented within Peabody.
• Oversees divisional compliance with sponsor and university policies.

Procurement Operations:

Oversees Peabody's procurement card program, including the Central Bill Travel Card and Tremendous programs.

• Oversees the workflow of Peabody's Business Office ticketing system for activity including purchase orders, vendor payments, non-employee travel reimbursements, and service contracts.
• Maintains approval workflow for the institution in both SAP and Concur.
• In coordination with Peabody stakeholders, responsible for develops and maintains Peabody's service center and rate schedules for venue rentals, instrument rentals, and recording services.
• Supports the Associate Dean, Finance & Administration with the execution of external Performance Agreements.

Student Accounts:

In collaboration with Peabody's Student Affairs Office and SEAM, responsible for recommending, overseeing, and updating Peabody Conservatory student housing and dining rates.

• Oversees Conservatory and Preparatory Tuition & Fee schedule updates and implementation to student accounts.
• Provides support for escalated Conservatory student billing inquiries from SEAM and students.
• Oversees the collections process and approval of student account write-offs for inactive students.

Staff Management and Development:

Responsible for direct supervision of two Finance Managers and their 5 financial and business office staff.

• Responsible for developing and promoting ongoing learning and development for all unit staff.
• Responsible for developing, implementing, and yearly updates to the unit's succession and replacement plan.

Relationship Management:

Develops strong relationships with the University's financial, facilities, and operational leadership in the central administration, including Controller, Office of Strategic Planning and Budgeting, Audit, General Counsel, Student Services, and Treasury.

• Serves as a financial and business partner to the Associate Dean of Finance & Administration and other direct reports and Peabody's Executive Leadership Team.
• Serves as a member of Peabody's Staff Council, Enrollment Management Committee and Management Team.
• Builds collegial, collaborative partnerships and effective channels of communication with the faculty, students, and administrative personnel at all levels.
• Actively mentors and develops financial and operational talent within Peabody, encouraging teamwork and open, transparent communication.
• Builds relationships with vendors to ensure consistent, cost-effective services.

Oversight:

Financial oversight of $50 million annual division expenditures.

• Financial oversight of $250 million in annual 5-year Budget Plan.
• Development and financial oversight of a 5-year Capital Plan.

Knowledge, Skills & Abilities:

• Advanced knowledge of School and University practices, policies and procedures, especially related to Finance and Administrative (F&A costs, financial reporting and compliance issues).
• Knowledge of current financial accounting theory and practice with particular emphasis on fund, revenue, and expenditure accounting.
• Oracle planning and budgeting software experience.
• Knowledge of audit procedures and requirements.
• Knowledge of university business and financial procedures.
• Excellent interpersonal skills.
• Customer service oriented.
• Strong oral and written communication skills.
• JHU Policies and Procedures, University Administration (Controller's Office).
• JHU Financial Systems.
• JHU Internal Control Procedures.
• Tax Law for Non-Profits.
• Project Management.
• Budget Management.
• Divisional Policy and Procedures.
• HR Processes.
• Cost Accounting.
• Financial Analysis: Theory and Practice.
• Problem Solving Skills.
• Interpersonal Skills.
• Communication Skills, Oral and Written.
• Organizational Skills.
• Time Management Skills.

Minimum Qualifications:

• Bachelor's Degree in Business, Finance, or other related field.
• Seven years progressively responsible professional level experience, including 2 years supervisory experience.
• Additional education may take the place of some experience to the extent permitted by the JHU equivalency formula.

Preferred Qualifications:

• Proven skills and experience in managing the financial affairs, operations, and facilities of a complex organization, including budget and resource planning, forecasting, financial analysis, and reporting.
• Experience with Microsoft applications (PowerPoint, Word, Project, Teams, SharePoint) and advanced Excel skills, including formulas, modeling, and graphing/charting.
• ERP system experience: SAP and/or Workday.

Classified Title: Director Financial Operations
Role/Level/Range: L/04/LF
Starting Salary Range: $98,200 - $171,900 Annually ($150,000 targeted; Commensurate with experience)
Employee group: Full Time
Schedule: Monday - Friday
Exempt Status: Exempt
Location: Remote
Department name: Office of Finance & Administration
Personnel area: Peabody

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