Assistant Director, Finance and Business Operations, Department of Campus Recreation
Company: Wake Forest University
Location: Winston Salem
Posted on: January 23, 2023
Job Description:
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Workday. Click on the Career Worklet and select Find Jobs. Locate
the position and click Apply. Update your Education and Job
History.** Cover letter required for all positions and optional for
facilities, campus services, and hospitality positions unless
otherwise specified.Job Description SummaryThe Assistant Director
for Finance & Business Operations works with minimal supervision to
oversee the budget, financial and administrative management of the
department of Campus Recreation and the WF Wellbeing Center. The
Assistant Director works closely with the Executive Director,
Campus Fitness & Recreation on a variety of financial, human
resources, strategic planning, and administrative duties. This
position supervises the Financial Operations Coordinator, while
directing revenue generation, member services and employee wellness
outreach for the Wake Forest Wellbeing Center.Job
DescriptionEssential Functions:Budget & Financial Management
- Directs the financial management for Campus Recreation and WF
Wellbeing Center. Includes responsibility for preparation,
submission, variance analysis, and forecasting budgets to include
five-year projections, capital planning, and reporting financial
results for fee-generated budget in excess of $2.5M.
- Develops and implements a planning and budget process that
allows the Executive Director and program coordinators to build
comprehensive, multi-year plans.
- Facilitates annual budget preparation and overall departmental
spend to ensure fiscal responsibility. Works with program directors
to establish fees for service for all revenue generating programs
within the department.
- Develops, reviews and implements goals, objectives, policies,
operating procedures, financial budgets, and financial
projections.
- Directs and makes recommendations with the Executive Director
for contingency and capital spend.
- Serves as financial manager for student-fee allocated budgets,
agency funds, and gift funds for club sports programs. Partners
with the Student Organization Finance Office to ensure compliance
in spend and tracking analysis.
- Oversees all capital project budgets, reserve and gift
accounts.
- Provides ongoing analysis of existing accounting policies and
procedures, recommends changes and develops new systems to increase
effectiveness of departmental financial operations.
- Negotiates and reviews contracts for goods and services.
Coordinates with WFU Procurement, and WFU Legal Department,
Information Systems and Security to engage and maintain such
contracts.
- Serves as departmental asset manager.
- Performs ad-hoc, non-routinefinancialanalysis as needed.
- Acts as the main point of contact for addressing any inquiries
and questions related to budget and financial operations within the
department.
- Represents the department as a university business
administrator, attending quarterly meetings.Business Operations
- Develops, implements, and directs business processes related to
electronic point of sale and payment systems utilized in the
Wellbeing Center retail environment, including reconciliations,
assessment, and oversight of PCI and information security.
- Directs training for employees who are engaging in cash
handling operations throughout the department. Ensures compliance
and fiscal responsibility that align with university policies and
procedures.
- Reviews, evaluates, identifies gaps, and makes recommendations
for business processes ensuring they align with Campus Life/Campus
Recreation strategic directions and goals.
- Oversees procurement, accounts payable and accounts receivable
activities across all program areas.Human Resources
- Serves as Human Resources liaison for professional, part-time,
temporary, and student staff.
- Directs and consults with department managers, including
knowledge of recruitment, hiring, onboarding, employee development,
performance management, and succession in partnership with
Director, Campus Life Talent Management and Student Employment
Program Coordinator.
- Partners with Financial Aid, Human Resources and Payroll to
ensure policy adherence across the department for the onboarding of
temporary and part time staff, as well as federal work-study and
non-federal work-study students and graduate assistants.
- Works with Associate Director, Facilities to effectively
recruit, onboard, and train student staff employees.Member Services
& Employee Wellness
- Leads, manages, and administers, in partnership with the
Financial Operations Coordinator, a comprehensive membership
management, marketing and outreach program with the goal of
increasing membership and membership retention, driving revenue for
fee-based programs and services within the Wellbeing Center, and
identifying underserved populations of faculty, staff, retirees and
affiliates on campus.
- Develops, implements and directs policies and procedures
governing member and wellness services.
- Directs and manages membership, program, and service operations
with the use of Fusion software.
- Attends orientations, health and wellbeing fairs, and a variety
of university events to promote recreation & wellness for faculty,
staff, retirees and affiliates.
- Directs the collection and assessment of membership data.
Develops reporting structure to best assess utilization, retention
and renewals of Wellbeing Center memberships, programs and
services.
- Creates infrastructure designed to ensure a positive customer
and member experience.
- Builds and maintains Member Services website, ensuring accuracy
with policy and eligibility types.
- Champions Fusion membership management/point of sale system as
well as FreedomPay payment processing software/hardware and the
FusionGo mobile application. Ensures accuracy with data records
imported from University systems into Fusion.Project Management &
Strategic Planning
- Establishes, reviews, and implements departmental and
division-wide goals, objectives, policies, operating procedures,
and strategic plans.
- Acting as Project Manager, provides guidance and structure for
high priority projects and initiatives. Oversees the management of
project details and ensures timely completion.
- Serves as liaison for university system integrations and
implementations (i.e. Workday, Adaptive Insights).Other Functions:
- Organizes and prioritizes critical issues and required
information for the Executive Director to facilitate efficient
decision-making
- Serves as the primary point of administrative contact between
Campus Recreation and a wide range of individuals and
constituencies in a dynamic and diverse community. Represents the
department on business affairs, reflecting departmental priorities
and objectives, as needed.
- Prepares timely reports for administration and Board of
Trustees as scheduled or requested, including quarterly, mid-year
and annual reports and assessments.
- Serves as a member of the Campus Recreation leadership team;
serves on internal and University-wide committees as assigned; and
actively participates and represents Campus Recreation interests at
all times in University functions.
- Manages departmental inventory.
- Serves as the main point of contact with risk management
related to business/financial operations and information
security.Required Education, Knowledge, Skills, Abilities:
- Bachelor's degree in business, finance, accounting, human
resources or equivalent combination of education and
experience.
- Minimum of five years of progressively responsible
administrative experience in a related field.
- High degree of professionalism, integrity, and
dependability.
- Ability to supervise and train staff, including organizing,
prioritizing, and scheduling work assignments.
- Ability to foster a cooperative work environment; possessing
conflict resolution and/or mediation skills.
- Proven skills in budget preparation and management.
- Ability to prepare financial analysis reports as needed.
- Strong quantitative and analytical skills.
- Ability to provide guidance and leadership to Campus Recreation
office staff, including knowledge of recruitment, hiring,
onboarding, employee development, performance management, and
succession.
- Demonstrated ability to maintain strict confidentiality of
privileged information and perform a wide range of duties that
require tact, sensitivity, independent judgment, diplomacy,
organizational skills, flexibility and discretion.
- Excellent interpersonal skills and customer focus, with the
ability to project a collaborative and professional demeanor with a
wide range of constituencies in a diverse University
community.
- Outstanding communicator and strong writer; an individual who
possesses superior written and verbal communication skills, as well
as the ability to present his/her views in a clear and compelling
manner.
- Self-motivated,proactive, and committed to continuous
improvement.Preferred Education, Knowledge, Skills, Abilities:
- Experience in higher education.
- Prior experience with WorkDay.
- General knowledge of Wake Forest University budget system and
financial and accounting procedures.
- General knowledge of business processes, retail operations, and
small business management.
- Experience with member management software and point of sale
systems (i.e. Fusion, FreedomPay).Accountabilities:
- Supervises Financial Operations Coordinator
- Works with minimal supervision. Reports to the Executive
Director, Campus Recreation.
- Provides ongoing analysis for department budget and
expenses.
- Leads departmental compliance with University policies and
protocols.
- Gathers, analyzes, and edits information for various
operational projects.
- Departmental revenue generation.
- Handles high-level complaints and concerns for Wellbeing Center
Member Services.
- Work requires contact with school and University staff,
vendors, students, and public.Additional Job DescriptionNote:This
position profile identifies the key responsibilities and
expectations for performance. It cannot encompass all specific job
tasks that an employee may be required to perform. Employees are
required to follow any other job-related instructions and perform
job-related duties as may be reasonably assigned by the employee's
supervisor.Employee Vaccination Mandate:In an effort to protect the
health and safety of the campus community, all faculty and staff
positions, excluding staff who perform duties exclusively at
Graylyn Conference Center, are required to be with an FDA approved
or authorized COVID-19 vaccine prior to their hire date. Once
hired, faculty and staff must maintain full COVID-19 vaccination
status throughout their employment at Wake Forest University.
Faculty and staff with disabilities or sincerely held religious
beliefs that preclude vaccination should contact Human Resources to
request a reasonable accommodation.To help provide a safe learning
and living community, Wake Forest University conducts background
investigations and drug screens for all final candidates being
considered for employment.Wake Forest seeks to recruit and retain a
diverse workforce and encourages qualified candidates across all
group demographics to apply.Wake Forest University is committed to
providing access and reasonable accommodation in employment for
individuals with disabilities.Time Type RequirementFull timeNote to
Applicant:This position profile identifies the key responsibilities
and expectations for performance. It cannot encompass all specific
job tasks that an employee may be required to perform. Employees
are required to follow any other job-related instructions and
perform job-related duties as may be reasonably assigned by his/her
supervisor.In order to provide a safe and productive learning and
living community, Wake Forest University conducts background
investigations and drug screens for all final staff candidates
being considered for employment.WakeForestseeks to recruit and
retain a diverse workforce while promoting an inclusive work
environment committed to excellence in the spirit of Pro
Humanitate.In adherence with applicable laws and as provided by
University policies, the University prohibits discrimination in its
employment practices on thebasis of race, color, religion, national
origin, sex, age, sexual orientation, gender identity and
expression, genetic information, disability and veteran
statusandencourages qualified candidates across all group
demographics to apply.
Keywords: Wake Forest University, Winston-Salem , Assistant Director, Finance and Business Operations, Department of Campus Recreation, Accounting, Auditing , Winston Salem, North Carolina
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