Director of Finance and Administration, Dolan School of Business

Job Details

Fairfield University is a co-educational, comprehensive Jesuit university with a 200-acre campus located along the scenic shoreline community of Fairfield, CT. The University is comprised of approximately 3,500 undergraduate and 1,200 graduate students pursuing degrees within 5 schools: The College of Arts and Sciences, The Charles F. Dolan School of Business, The School of Engineering, The Marion Peckham Egan School of Nursing and Health Studies, and School of Education and Human Development.

DEPARTMENT: Dolan School of Business

REPORTS TO: Zhan LI, Dean

KNOWLEDGE AND SKILLS NEEDED: Budgeting, financial planning, analysis and forecasting, expense tracking, records keeping, Organizational, Communication, Excel, PowerPoint, collaboration, interpersonal and team-oriented, and Workday (desired)

EDUCATION: Bachelor degree required, master’s preferred

ESSENTIAL FUNCTIONS:

The Director of Finance and Administration serves as the central point of contact for Fairfield Dolan’s Finances, Faculty Services, HR, Facilities and policies and procedures. The Director leads the financial and operational activities of the School, ensuring alignment with University policies and strategic priorities.

Financial Management

• With the Dean, leads the development of the annual operating budget in alignment with Dolan School’s three-year strategic plans.
• Enables academic leadership focus on program activities by managing financial support services for the school.
• Provides comprehensive financial information, analysis and reporting.
• Assesses financial and/or operational challenges and opportunities and solves or leverages them.
• Collaborates with department heads/chairs on upcoming projects to identify funding sources.
• Ensure compliance with donor intent for restricted gifts and endowment
• Support the development, monitoring, and reporting of grant-funded activities in alignment with institutional and sponsor requirements.
• Implements and maintains strong internal controls for the school
• Ensure all procurement policies and procedures are adhered to for purchases, travel expenditures, contracts, wire transfers, and electronic payments
• Review and route contracts for legal review; maintain contract records and ensure compliance with contractual terms.
• Assist with University’s year-end close processes.
• Ensure timely payments of stipends, grants, invoices and other account payables

Human Capital Management

• Submit annual faculty and staff search requests and start-up packages to Provost’s Office
• Support faculty hiring in partnership with the Provost’s Office and Search Committees.
• Collaborate with HR and ITS to ensure seamless onboarding of new faculty and staff
• Maintain confidential records of job and supplemental offer letters.
• Issue start-up orgs and stipends as per faculty agreements.
• Rank & Tenure: Administer the School’s annual rank and tenure process, ensuring timelines are met and materials are properly managed.
• Review adjunct qualifications to support accreditation standards (AACSB).
• Hire adjuncts
• Issue faculty exit letters on a timely basis per faculty handbook guidelines
• Maintain annual non-tenure track reviews
• Manage elections for department chairs, vice-chairs, named professorships and endowed chairs and maintain record of terms.
• Review and submit annual stipends for Chairs and Program Directors to Provost’s Office

Global Program Operations

• Maintain Memorandums of Understanding (MOUs) and amendments for international partnerships.
• Implement financial aspects of global agreements
• Invoice foreign partners for revenue.
• Verify and oversee issuance of faculty overload stipends per international cohort.
• Provide accounting and accrual information to Bursar and University Accounting for global transactions.

Leadership

• Chair monthly Dolan Leadership Council attended by Deans and Director
• Chair monthly staff meeting; plan informational/educational presentations to staff; use forum to highlight employee successes and initiatives and to tackle challenges.

Facilities Management

• Ensure the safe, effective, and functional operation of Dolan School and its occupants.
• Serve as point of contact for space planning and office assignments.
• Coordinate office relocations and renovations, capital budget and IT setup.
• Liaise with Facilities Management and Fire Marshall on building updates and renovations.

Supervisory Responsibilities

• Direct and provide guidance to staff and faculty on matters of finance and administration
• Directly supervise and mentor the Assistant to the Dean.
• Promoting safe and secure working conditions