Associate Director, Business Operations (UPDATED) - Florida Atlantic University

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For more information on everything FAU has to offer, please visit www.fau.edu/jobs.




Note: Current FAU employees must apply as an internal applicant by logging into their existing Workday employee account.






Position Summary:


Florida Atlantic University is seeking an Associate Director of Business Operations. - Boca Raton, FL




Oversee all budget development, purchasing and accounts payable activities, and human resources recruitment for full-time staff for the Housing & Residence Education Department. Will establish practices and internal budget controls to ensure proper record keeping and tracking of all activities.




Summary of responsibilities:

+ Prepare annual budgets with estimated revenues of approximately 44 million dollars and 18 million dollars in operating expenses for each fiscal year for all designated cost centers including but not limited to: forecasting revenue, forecasting expenditures, developing capital improvement budgets, etc…

+ Provide oversight for all purchasing and account payable activities including management of all requisitions, purchase orders, and oversight of department p-card purchasing.

+ Responsible for human resource recruitment, selection, and on-boarding processes for all full-time staff

+ Oversees and manages department functions of payroll.

+ Provides strategic direction, accountability, and oversight for department accounts.

+ Maintain policies and procedures to ensure proper guidelines are followed. This will include establishing internal controls to ensure compliance with university policies and procedures.

+ Prepare all department budget reports as needed.

+ Provide oversight for all Workday processes and Owl Central approval processes for related areas of budget development, accounts payable and human resources.

+ Oversee all expenses / accounts payables including but not limited to: expense justification requests, purchase requisitions, payment requests, develops financial statements, prepare ad hoc reports, prepare journal entries, purchase requisitions, budget amendments, spend authorizations, payroll adjustments and expense reports

+ Maintains accurate balances of departmental open/blanket purchase orders and analyzes invoices for accuracy.

+ Review and oversight of all salaries and benefits and OPS encumbrances to ensure proper and accurate records and maintained.

+ Collaborates with Contracts Specialist (Legal) and department staff to ensure that all contracts are completed prior to payment requests and requisitions before execution.

+ Prepares and records journal entries monthly in Workday.

+ Provide updates on revenue projections as needed.

+ Evaluates and provides feedback/ recommendations regarding departmental financial procedures and business processes as needed.

+ Advise Executive Director on all financial forecasting in anticipation of budget tracking, monitoring profit & loss activity, positive cash flow and budget availability, etc…

+ Provide training to department staff as needed.

+ Work with Division Finance Team members as needed.

+ Serve on committees at university as needed.

+ May represent the university on appropriate committee at the national, state, and university level.

+ Performs job-related duties as required or deemed appropriate to the accomplishment of the responsibilities and functions of his/her area.







FAU Benefits and Perk s




If Benefits & Perks are important to you, then FAU is the place to be! Working at FAU has its perks ! In addition to helping drive change and having a positive impact by supporting our students, staff, and faculty, FAU offers:

+ Excellent benefit packages including Medical (PPO/HMO $50 per month single & $180 per month family), Dental, Vision, Life Insurance, Flexible Spending plans, Employee Assistance Program (EAP) and much more.

+ State retirement options including tax-deferred annuities and Roth 403(b) plans.

+ State employees Public Service Loan Forgiveness (PSLF) program - https://studentaid.gov/manage-loans/forgiveness-cancellation/public-service

+ Flexible work arrangement plans - https://www.fau.edu/hr/employee_relations/flexwork.php

+ Sick Leave Pool Program

+ Paid time off (eligible employees) including vacation and sick leave, 1 personal day, 9 paid holidays, and paid winter break (at President’s discretion).

+ Paid Community Engagement Volunteer Service Day - https://www.fau.edu/hr/documents/community-engagement-volunteer-leave4-2015.pdf

+ Employee Educational Scholarship Program (EESP) for eligible Staff/Faculty - Tuition assistance after 6 months of full-time employment. For in-unit faculty, the EESP program may be extended to spouses and dependent children (eligibility rules apply).






For details on FAU's amazing offers visit us at https://www.fau.edu/hr/benefits/index.php





Explore Living in Palm Beach County




The goal is to provide local employers and new employees in the area a comprehensive guide with places to live. View it here: www.bdb.org/apartments













Minimum Qualifications:

A master's degree from an accredited institution in an appropriate area of specialization and four years of appropriate experience; or a bachelor's degree from an accredited institution in an appropriate area of specialization and six years of appropriate experience required.


Preferred Skills/Qualifications:


Bachelor’s degree from an accredited institution in Engineering or a related field.


Experience with estimating, working with vendors, and project management.


Demonstrated supervisory experience, preferably with full-time staff.


Significant facilities leadership experience in a residential setting.


Experience leading facilities operations and overseeing large building systems.


Continued engagement in learning and professional development opportunities.


Experience using work order management systems.


Experience with budget planning and development.





Salary:

$87,550 per year.





College or Department:

Division of Student Affairs: University Housing





Location:

Boca Raton





Work Days and Hours:

Monday - Friday, 8am - 5pm. Some nights and weekends





Application Deadline:

2024-11-19





Special Instructions to Applicant:

This recruitment has been reopened; all previous applicants are still under consideration and need not reapply. This position may close without prior notice.


APPLICATION DOCUMENTS REQUIRED:


Resume


Cover letter





OFFICIAL SEALED TRANSCRIPTS REQUIRED:


Final candidate will be required to have official, sealed transcripts and original NACES evaluation, if applicable, sent from their educational institution to Human Resources prior to the start of employment.





PRE-EMPLOYMENT SCREENINGS REQUIRED:


Selected candidates must successfully complete and pass all employment screenings prior to the start of employment. Employment screenings may include a criminal background check (level I and level II), motor vehicle check, credit check, reference checks, alcohol, and drug screening check.





REQUEST FOR ACCOMMODATIONS:


Individuals with disabilities requiring accommodations may contact Human Resources at 561-297-3057. For inquiries concerning employees, job applicants or other available accommodations, please email accommodate@fau.edu or call the Office of Civil Rights and Title IX at (561) 297-3004.


Florida Atlantic University is where your future begins.




With over 30,000 students from all 50 states and over 180 countries, 21 intercollegiate teams, 180 plus degree programs, and an administration that thrives on discovery and excellence, Florida Atlantic University is pushing the boundaries of higher education. At FAU, the faculty and staff are trailblazers and innovators with a passion for finding creative solutions while advancing science, art and technology in all disciplines. Student success, excellence and community engagement are some of our highest values as a university. These values are prominent throughout FAU's community and are essential to the employee experience. FAU is committed to the principles of engaged teaching, research and service, and reflects this commitment as a key Platform in its 2015 - 2025 Strategic Plan. Our work environment is a hub of cultures from across the nation and the world, making FAU a place where collaboration flourishes. All persons aspiring to achieve excellence in the practice of these principles are encouraged to apply.




To learn more about the vision and mission of FAU, please visit: www.fau.edu




In order to be considered for a position, you must apply through this job website. For more information on how to apply for a position, please review the applicable Applicant Tutorial (http://fau.edu/jobs/applicant-resources/) . To contact Recruitment Services, send an e-mail to jobs@fau.edu.




Florida Atlantic University is an equal opportunity/affirmative action/equal access institution and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veterans status or any other characteristic protected by law.




Individuals with disabilities requiring accommodation, please call 561-297-3057. For communication assistance, call 7-1-1.




Clery Act Information (https://www.fau.edu/police/clery.php)




Florida Statute 1010.35 - Screening Foreign Researchers


Pursuant to Florida law, any applicant or student seeking employment in a research or research-related support position who is a citizen of a foreign country and not a permanent resident of the U.S., or who is a citizen or permanent resident but is affiliated with or has had at least 1 year of employment or training in China, Russia, Iran, North Korea, Cuba, Venezuela, or Syria is subject to additional screening. Applicants meeting those criteria will be required to provide the following information before any offer of employment can be made: every institution of higher education attended; all previous employment since the applicant’s 18th birthday; list of all published material, current and pending research funding from any source, including details about the research, your role, funding source, and amount; list and description of any non-university professional activities; any affiliation with an institution or program in a foreign country. Selected applicants will be required to provide additional information per the Statute, including a complete copy of your passport; and, if available, the most recently submitted DS-160 (Online Nonimmigrant Visa Application).

Florida Atlantic University is an equal opportunity/affirmative action/equal access institution and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veterans status or any other characteristic protected by law.

Individuals with disabilities requiring accommodation, please call 561-297-3057. For communication assistance, call 7-1-1.