Assistant Director, Finance and Business Operations, Department of Campus Recreation

Company: Wake Forest University
Location: Winston Salem
Posted on: January 23, 2023

Job Description:

Application Instructions:External Applicants: Please upload your resume on the Apply screen. Your application will automatically populate your resume details, and you may verify and update data on the My Information page. Please add your cover letter and any other documents required for the position to the Resume/CV document upload section at the bottom of the My Experience application page. Use the Select Files button to add multiple documents including your cover letter and supporting documents. The My Experience page is the only opportunity to add your cover letter and supporting document attachments. You will not be able to modify your application after you submit it. Current Employees: Apply from your existing Workday account. Do not apply from the website. Log in to 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