1. Title:Financial Manager, division of student success

Division: Student SuccessDepartment:Division of Student Success

Location: Portland Campus

Schedule: Monday-Friday, 40 hours per week, with morning/evening/weekend hours as

needed on a regular basis

Organizational Relationships:

Reports to:Chief Student Success Officerwith a dashed-line reporting relationship to the Associate Vice President for Finance. A dashed line means that while the Financial Manager reports directly to the Chief Student Success Officer, to ensure adherence to USM and UMS policies and practices s/he is also responsible to the Associate Vice President for Finance. The Chief Student Success Officer has primary responsibility for evaluation.

Supervises:Dotted-line responsibilities for staff within the Division who are assigned financial responsibilities; 1-3 Student Employees

Coordinates with:Key staff within the Division including Directors and their key staff, USM HR Liaison,Office of Finance and Administration, University Advancement, Student and University Life, Academic Affairs and units within those divisions including frequent contact with Sponsored Programs, Purchasing and Payables,Facilities Management, Human Resources, Financial Aid, Development, and Institutional Research; Other higher education institutions and professional groups, agencies, foundations, corporations and businesses.

  1. Statement of the Job:

This position is responsible for the financial management of the Division including functions of the Chief Student Success Officer and all Departments and Programswithin the Division. The Financial Manageradvises the Chief Student Success Officer and senior leadership of the Division on financial strategy, budget development, and policy. The Financial Manageroversees all Divisionunrestricted and restricted funds and is responsible for understanding, implementing, and overseeing System and University financial policies, practices, and procedures. Under the direction of the Chief Student Success Officer, the Financial Managerauthorizes expenditures within the overall division budget and is authorized to negotiate financial matters with University staff and external contacts. The Financial Manageris also the human resource liaison for the Division. As a human resource liaison, the Financial Managerwill keep current on UMS and USM human resource policies and procedures and will serve as a resource in this area. The human resource liaison will work with USM Human Resources on human resource related projects/topics. This position also provides data analysis at the request of the Chief Student Success Officer and requires the ability to communicate and foster effective use of data in decision making.

  1. Essential Functions:

Budget Responsibilities:

  1. In conjunction with Chief Student Success Officer, develops proposed annual E&G-fund base budget for recommendation to the Office of Finance & Administration.
  2. Conducts monthly, on-going financial analysis and reconciliations to ensure revenues, expenditures, and encumbrances align with budgets.
  3. Monitors unrestricted fund annual division-wide current budgets including periodic forecasting of revenues and expenditures. Reviews variances with responsible budget managers to determine the causes and prevent recurrence.
  4. Authorizes budget adjustments and transfers for all funds within the Division and transfer of funds to other units of USM or to UMS business units in accordance with established policy.
  5. Forwards financial analysis, along with report of findings and corrective actions taken, to the Associate Vice President for Finance or Office of Finance and Administration as requested.
  6. Coordinates with the Office of Sponsored Programs and project directors to assist in the oversight and administration of sponsored fund projects including budget development, proposal submittal, award authorization, timely transfer of unallowable costs, preparation and processing of technical reports, timely transfer of direct cost share funds, allocation of compensation, coordination of time and effort reporting, and timely financial close-out of projects.
  7. Develops and monitors, in coordination with the office providing funds, project and program budgets of restricted and unrestricted non-sponsored funds such as faculty research and development awards, scholarships administered in conjunction with Financial Aid, System-funded strategic investment funds and other allocations and annual gift programs.
  8. Collaborates with Development to monitor and oversee scholarship funds.
  9. Helps Division departments prepare business plans as part of program proposals.
  10. Gathers data from internal and external sources and mines it for information helpful to resource deployment decisions.

Fiscal Management Responsibilities:

1.Manages Division compensation budgets and distributions, including coordinating adjustments to position management funds, monitoring for appropriate alignment of distributions with budgets, and completing timely and appropriate distributions and retroactive distributions of compensation related to sponsored funds.

2.Authorizes and oversees Division purchasing and payables activities to ensure utilization of appropriate purchasing options, compliance with policies and procedures related to bidding protocols, contract management, approvals, reconciliation of vendor payments to the general ledger, and appropriate recording of receivables.

3.Oversees cash management activities for the Division including coordinating staff training to record and reconcile deposits, administer and secure petty cash funds, and maintain acceptable segregation of duties.

4.Periodically evaluates and coordinates charges in routine service center charges such as work orders with the office of Facilities Management for building maintenance and repair; charges from the office of Information Technology for telecommunications and computer maintenance fees, mailroom charges.

5.Processes the appropriate recording and inventorying of the Division’s capital equipment.

6.As directed by the Office of Finance and Administration, coordinates interim and year-end close activities and deadlines related to equipment carryover, due dates for submitting equipment orders, verifying receivables, covering deficits in programs, and submitting reconciliations of clearing accounts.

7.Under the direction of the Office of Finance and Administration, coordinates research of and prepares draft responses to issues raised by external auditors. Responds to and resolves issues resulting from internal audits.

Advisory, Planning, and Coordinating Responsibilities:

  1. Identifies, researches, and develops financial strategies and recommendations for presentation to and discussion with the Chief Student Success Officer and senior leadership of the Division. Promotes understanding and support of the issues and decisions with staff and impacted constituencies
  2. Researches, interprets and disseminates financial policy, practices, procedures, and other UMS/USM related information to the Chief Student Success Officer, department directors, Program leaders, staff and constituents. This responsibility includes coordinating, and possibly conducting, training of financial staff to ensure they understand and can appropriately implement system, university, and division policy, practice, or procedures.
  3. Defines, assigns, manages, coordinates, reviews, and supervisesdepartment level financial matters including budgets, projects, forecasts, internal and external fiscal reports, purchasing, contract negotiation (non-union), general ledger transactions and reconciliations, and financial staff training.
  4. Providesfinancial information and data, in specified formats, including budgets and adjustments, forecasts and trend analyses, fiscal reports, proposals, benefit and cost analyses, transaction review and resolution, and responses to audit issues.
  5. Functions as the authorized liaison on financial matters for the Chief Student Success Officer to all members of the Division, and to USM administrators in all levels in all divisions. Represents the Chief Student Success Officer and the Division to outside academic institutions, business interests, and sponsored-funding organizations.
  6. In accordance with UMS policy, serves as the authorizeddivision-level signatory for all purchasing forms and contracts, including contracts for independent personal services and contracts with businesses.
  7. Coordinates with University Advancement and departmental staff for major fundraising events, capitalcampaigns, and creating programs and fund descriptions to record endowed and non-endowed cash and in-kind gifts. Develops and monitors budgets for fundraising events conducted by the Division.
  8. Interprets data requests and extracts data from USM’s various non-financial data sources. Investigates and reconciles data anomalies.
  9. Keep up to date on UMS/USM human resources policies and consult with USM Human Resources when necessary.
  10. Assists in personnel actions and compensation matters
  11. Provides new hire and employee assistance
  12. Provides performance management schedules and assistance
  13. Performs other duties as assigned by the Chief Student Success Officer.
  1. Marginal Functions:

none

  1. Supervisory Responsibilities:

Dotted-line responsibilities for staff within the Division who are assigned financial responsibilities; Supervises student employees as appropriate.

  1. Budget responsibilities:

Provides oversight for all budgets within the Division of Student Success.

  1. Professional/Public Activities:

Maintains relationships with professional organizations/associations as appropriate to the work of the Division.

  1. Internal/External Contacts:

Outside relations include representing the Division and USM to outside parties, including advisory boards, outside contractors, and system employees when appropriate. Frequent telephone or personal contact with staff at all levels at the University of Southern Maine.

  1. Knowledge, Skills and Abilities:
  1. Ability to work independently, making effective decisions quickly and resolutely.
  2. Ability to collaborate with individuals of all professions, ranks and personalities.
  3. Ability to maintain confidentiality and discretion.
  4. Ability to manage multiple competing priorities and complex projects with attention to detail and accuracy and to meet deadlines.
  5. Ability to train and mentor staff, evaluate their work, and provide guidance on improving efficiencies and effectiveness.
  6. Knowledge of higher education best practices including management strategies for planning, prioritizing, implementing, measuring, reporting, and evaluating.
  7. Knowledge of federal, and state, and other government regulations, policies, and procedures related to sponsored-funding applications and awards.
  8. Knowledge of UMS/USM organizational structure, reporting relationships, policies, practices, and procedures.
  9. Knowledge of the University chart of accounts including an understanding of the appropriate use of chartfields and assigned attributes.
  10. Knowledge of data management and analysis and their relationship to decision making.
  11. Strong analytical skills and abilities.
  12. Ability to track budget and accounting transactions in the general ledger.
  13. Knowledge and practice in applying basic accounting principles and procedures.
  14. Comprehensive knowledge of format and content of standard UMS financial status reports and familiarity with annual audited financial statements.
  15. Ability to use technology effectively including University-supported software and web-based software applications as well as all standard office technologies.
  16. Ability to use and learna variety of database queries, reporting and presentation tools, and Excel spreadsheet functions to assimilate, organize and interpret financial data drawn from various databases and sources.
  17. Proficiency with Microsoft Excel, Word, PowerPoint, and MaineStreet. Ability to follow instructions for Oracle database extraction.
  18. Demonstrated excellence in written and oral communication including ability to explain complex financial information in an uncomplicated fashion.

X. Qualifications:

Required: Baccalaureate and five years relevant experience, Masters and three years relevant experience, or an equivalent combination of education and experience. Experience with databases, word processing, desktop publishing, spreadsheets and accounting software programs. Experience with working on human resource topics.

Preferred: MBA from an AACSB Accredited school and experience working with administrative financial and human resource responsibilities, preferably in higher education.

For Office Use Only

Approved Date:08/31/2012

Job Family:09

Salary Band:104

Unit:UMPSA

Search Number:3037

Employee:TBD

Position #:00021933