Director of Administration and Finance (Financial Administration Leader)

Job Summary

The Financial Administration Leader is directly responsible for directing, monitoring and managing the daily operations of departments within IU East to ensure the accurate and timely processing of transactions including payroll, accounts receivable, and banking services.

Department-Specific Responsibilities

• Responsible for ensuring compliance with applicable federal and state regulations and university policies/procedures, as well as creating and improving related business practices and procedures and implementing and monitoring internal controls.
• Serves as an actively engaged thought leader for Administration and Finance and demonstrate the guiding principles of the organization through appropriate communication and actions.
• Performs administrative responsibilities.
• Collaborates with the Vice Chancellor for Administration and Finance and other senior administrators on developing and implementing strategies that reflect the mission, vision, and values of IU East.
• Serves as an integral part of the campus Senior Leadership Team, responsible for developing and initiating appropriate business and support sections of the campus strategic plan and processes.
• Serves as fiscal approver for staff and academic electronic documents; serve as resource and decision maker in all issues involving payroll compliance and adherence to university Financial Management System (FMS)-Payroll policies; provide guidance to staff in the areas of data security and record maintenance.
• Leads all departments located in the campus Athletics, General Administration, Finance, Food Service and Physical Plant responsibility centers in the absence of the Vice Chancellor for Administration and Finance.
• Leads or coordinate special projects as assigned and perform other duties and responsibilities related to those enumerated above.
• Performs finance responsibilities.
• Assists the Vice Chancellor for Administration and Finance in preparing materials for budget hearings or other presentation in the business cycle of the campus and coordinating year-end closing activities for the campus in sync with the University Budget Office calendar to ensure that financial transactions of the campus provide an accurate depiction of the year's activity and year-end balances.
• Assists in the overall operating and capital budget development process for the campus; coordinate the budget policy; review and analyze budget requests.
• Collaborates with deans and department leaders on requests; and participate in financial/budget committees.
• Develops and maintains a detailed understanding of the financial activities in all IU East responsibility centers across all the fund groups, general, designated, and auxiliary, etc. to provide the Vice Chancellor for Administration and Finance with a comprehensive understanding of the financial position, performance, and resource needs of the campus.
• Serves as fiscal officer on select accounts, including all contract and grant accounts, to provide daily oversight on how funds are spent and managed which includes ensuring funds are budgeted, where appropriate, that they are spent according to fiscal policy, that funds are spent in alignment with the account purpose, that processes and controls are in place, that assets are safeguarded, that transactions are recorded and reported properly, and that the account is reconciled on a monthly basis.
• Conducts analysis and research studies on various financial activities and operations within the University.
• Performs a wide variety of professional level financial and budgetary analysis in the preparation of budget performance, budget projection and salary tracking reports; develops statistical models to forecast expenditures.
• Provides financial and budgetary information to senior administrators, deans, department heads, auditors and external organizations.
• Confers with university administrators regarding assigned projects on budget and financial planning and make recommendations based on findings; with other staff, develop "what if" scenarios and analyses of projected salary and benefit costs to support labor negotiations and confidential management deliberations.
• Serves as the campus liaison to the Office of Research Administration.
• Manages and approves financial transactions on IU Foundation accounts and ensure adherence to foundation policies and donor intent.

General Responsibilities

• Directs the daily and long-term financial and/or administrative operations of multiple institution organizational units or a multi-faceted academic research and teaching unit within a school or college.
• Responsible for accuracy, timelines, and the general integrity of the Financial Administration family.
• Controls all expenditures and statement of accounts to ensure regulatory compliance and fiscal integrity.
• Manages complex revenues including internal and external sources.
• Directs the management of general appropriation, endowment, federal and non-federal grants and contracts, and gift funds.
• Prepares operating and project budget drafts. Creates annual revenue and expenditure budget for school or support unit.
• Monitors functional area budgets and reports any significant deviations from approved budgets. Develops budgetary policies and procedures.
• Responsible for supervising business support personnel.
• Develops, plans, and directs special projects, which may include space renovations, space allocations, staffing, equipment purchases, long-range plans, leasing of off-campus space and services.