ASSISTANT DEAN, FINANCE & OPERATIONS - University of Washington

Req #: 235960 Department: MICHAEL G. FOSTER SCHOOL OF BUSINESS Job Location Detail: Primarily In-Office, limited Telework Posting Date: 08/06/2024 Closing Info: Open Until Filled Salary: $15,000 - $19,500 per month Shift: First Shift Notes: As a UW employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please visit our website, click here. (https://hr.uw.edu/wp-content/uploads/sites/3/2018/02/benefits-professional-staff-librarians-academic-staff-20230119\_a11y.pdf) As a UW employee, you have a unique opportunity to change lives on our campuses, in our state and around the world. UW employees offer their boundless energy, creative problem solving skills and dedication to build stronger minds and a healthier world. UW faculty and staff also enjoy outstanding benefits, professional growth opportunities and unique resources in an environment noted for diversity, intellectual excitement, artistic pursuits and natural beauty. **Position Purpose:** The Assistant Dean of Finance & Administration is a senior leader within the Foster School of Business and reports directly to the Dean. The Assistant Dean provides strategic direction and oversight of finance, IT and facilities. The Assistant Dean is responsible for the overall financial health and compliance of Foster School resources. Additional responsibilities include oversight of institutional research, events, shared services, strategic financial planning/management, budget development, monitoring the school's endowments, grant and contract administration, and policy setting. The Assistant Dean serves as the liaison with others across the UW campus on resource issues and represents the school's interests at campus-level meetings and on campus-level committees. The Assistant Dean implements financial, IT, and facilities strategies in accordance with University, State, and Federal policies, procedures, and regulations. **Position Complexities:** - **Multi-management focus:** balances responsibilities between multiple areas. Requires a strong leader with a nuanced approach to diverse operational challenges. The Foster school spans 35 units/departments/centers across 5 buildings (both on and off campus). - **Budget management:** Manages a $100M+ budget. Requires thoughtful planning, forecasting, and execution to meet strategic goals while adhering to financial targets and changing UW policies. The UW financial systems are complex and require continuous training and budget oversight to identify and correct errors and manage balances, restrictions, and uses, to ensure accuracy. The Assistant Dean must have an excellent understanding of these systems, and a demonstrated ability to convey information to staff and faculty with limited knowledge of policies and processes. - **Strategic execution:** Implements strategic visions across multiple areas. Involves understanding community needs, identifying, and solving problems, recognizing opportunities, and quickly adapting with clear communications. - **Change management:** Effectively manages change in an academic setting. Requires the ability to navigate stakeholder groups with diverse perspectives and needs to make smooth transitions during times of change. Requires the ability to plan effectively, set SMART (specific, measurable, actionable, relevant, and timely) goals, and clearly communicate to diverse groups. - **Compliance and security:** Compliance with all State and University laws and policies is critical but challenging. Facilities oversight includes complex safety issues that may require immediate attention during off hours. - **Judgment and decision-making abilities:** Requires creative thinking, sound judgement, and the ability to make decisions with incomplete information. **DUTIES AND RESPONSIBILITIES** **Strategic leadership: 20%** - Oversee and help set strategy for Finance, IT, and Facilities. - Supervise 3 direct FTE and oversee teams totaling 20 FTE and 20 student workers. Includes hiring, performance management, leave approvals, and professional development. - Work with direct reports and their teams to prioritize and direct overall workload, provide excellent customer service, monitor project deliverables, address school-wide challenges, and evaluate performance metrics. **Fiscal Management: 40%** - Oversee all budgetary and financial operations for the Foster School. Establish accounting policies and procedures. - Manage $100M+ budget across all fund sources. - Lead annual budget process: create budget templates, hold annual schoolwide training, roll-up budgets, create extensive analysis, identify trends, meet w/ units, approve and track budgets, create quarterly reports, and regularly communicate to leadership and school on financial standing. - Oversee Foster Fiscal Service Center (FSC), a shared services operation that supports Foster units in the areas of: purchasing, payments, reimbursements, cash and check deposit, and budget reconciliation. Identify ideal FSC staffing structure, maintain FSC webpage with ticketing system and intake forms, create internal FSC and external customer resource library, continuously work to improve customer service, identify roles and responsibilities, set standards for workload volume, and process all requests in a timely manner. Serve as subject matter expert in all fiscal areas and resolve issues as needed. - Ensure the Foster School is compliant with all State and University policies and procedures. Work with auditors to get clarity and resolve issues, execute weekly internal auditing via Foster Audit Compliance Dashboard, track issues, communicate broadly steps needed to prevent future compliance issues. - Provide fiscal management and monitoring of the Foster School's gift endowments. - Prepare and present annual budget to the Provost and the Office of Planning and Budgeting, to the Foster Advisory Board, and to the Foster school at various meetings. - Responsible for all financial reporting for AACSB accreditation, state legislature, various boards, public records requests, advancement cost survey, UWC2 summer quarter budget, fiscal compliance checklist, deferred revenue, etc. **IT and Facilities Management: 30%** - Responsible for the overall operations and use of four buildings on the UW campus (Paccar Hall, Dempsey Hall, Founders Hall, and the Bank of America Executive Education Center) plus the Eastside Executive Center in Kirkland, Washington. - Oversee security, space planning, maintenance and repair, emergency preparedness, scheduling, move requests, purchasing, signage, and door locks / keys. - Work with UW Housing and Food Services to manage all aspects of Orin's Café in PACCAR Hall. - Work with UW PD, Environmental Health and Safety, UW Facilities, and Capital projects. - Oversee Foster's IT infrastructure and operations including the desktop support team (helpdesk), CRM team (Salesforce), Systems Engineering team (responsible for maintaining servers, intranet, and scheduling software), and developers. **Miscellaneous: 10%** - Serve on University wide committees related to finance, IT, and facilities. - Serve as approver for 1) all Astra permissions for the Foster School 2) Workday requests (reclasses, promotions, TPIs, payments, leave requests, etc.), and 3) Sage submissions. - Oversee grant and contract administration. Review/approve all proposals, respond to grant inquiries, and resolve issues. - Manage N3 and N5 parking: manage waitlists, audit list annually, add and remove permit holders, and resolve issues by communicating with Transportation office. - Responsible for institutional research activities: assessing tools and supporting the implementation of solutions that improve the quality and efficiency of internal processes and information sharing for the school. Work with leadership to develop metrics to provide insight regarding operational effectiveness. Facilitate special projects, including analyses that support both strategic planning and tactical decision making. Perform all other duties as required. **Lead Responsibilities:** The Assistant Dean of Finance and Administration is the lead position within the Foster School for all financial and budgetary concerns, all IT concerns, and all facilities concerns. In this capacity, oversees three direct reports and three teams with a total of 20 FTE and 20 students. **Supervisory Responsibilities:** Directly supervises three FTE, a Director of Institutional Research, Chief Technology Officer (IT and Facilities), and an Associate Director of Finance. **MINIMUM REQUIREMENTS** - Bachelor's degree in business administration, Finance/Accounting, or other degree in related field. - Minimum 9-years of senior-level financial management experience in university environment managing the daily operations of a similar organization that may include financials, facilities, and information technology units. **Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.** **Desired:** - Previous experience working in a higher education setting with university administrative systems, especially Workday. - Demonstrated experience with accounting and budget management, financial analysis, fiscal projections, and tracking. - Experience supervising others and an ability to work with a diverse constituency. - Excellent management and organizational skills with a high degree of accuracy and attention to detail. - Demonstrated ability to prioritize competing demands and follow-through effectively. - Demonstrated ability to work independently with initiative and creativity in helping others solve problems. - Demonstrated experience developing constructive, respectful working relationships with individuals and teams. - Excellent oral and written communication skills. Ability to clearly communicate in a professional manner with all levels of UW management, faculty, staff, students, and external partners. **Working Environment:** - Regular business hours or as agreed with the supervisor (hybrid work schedule). - Available to work occasional weeknights and weekends for special events. **Application Process:** The application process for UW positions may include completion of a variety of online assessments to obtain additional information that will be used in the evaluation process. These assessments may include Work Authorization, Cover Letter and/or others. Any assessments that you need to complete will appear on your screen as soon as you select "Apply to this position". Once you begin an assessment, it must be completed at that time; if you do not complete the assessment you will be prompted to do so the next time you access your "My Jobs" page. If you select to take it later, it will appear on your "My Jobs" page to take when you are ready. Please note that your application will not be reviewed, and you will not be considered for this position until all required assessments have been completed. University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to, among other things, race, religion, color, national origin, sexual orientation, gender identity, sex, age, protected veteran or disabled status, or genetic information.