Manager of Auxiliary Budget and Operations

Duties include the following:

• • Develops fiscal policies and procedures associated with auxiliary services
  • Ensures business and financial operations are performed in accordance with university policies, processes, and procedures, as well as federal and state laws; maintains departmental compliance with regulatory and accrediting agency standards, guidelines, and quality assurance standards
  • Ensure that SAI and the Clarion Foundation are in compliance with the legal requirements for all Bond Documents and Agreements as related to housing and works collaboratively with them on the bond bank and investment accounts
  • Reconciles auxiliary related accounts, including but not limited to shop dollars, laundry, dining, housing, recreational center and student center to ensure accuracy.
  • Verifies, processes, issues purchase/payment requests, and maintains documentation for auxiliary related accounts including but not limited to campus identification cards, banking services, shop dollars, dining, housing, recreational center and student center related items and accounts.
  • Assists with Auxiliary contract monitoring by reviewing activities, analyzing activities, assessing contract compliance, and providing financial reporting.
  • Processes withdrawal workflows- monitors and adjusts meal plan related charges for students who change meal plans or separate from the University.
  • Reconciles the dining board billing on a weekly basis for each campus; verifies the number of students participating in each meal plan and processing board invoices for all PennWest campuses.
  • Tracks incentive and commission payments for contracts, ensuring timely payment to the university for rent, account incentives, and revenues.
  • Provides statistical reports, analysis, and information for planning purposes (past, current, and projected costs and earnings, past, current, and projected participants, etc.).
  • Maintains up-to-date and innovative strategies for improvement and fiscal accountability, making appropriate recommendations and changes to enhance the services for our clients.
  • Compiles, prepares, and maintains departmental program reviews and outcomes assessment for auxiliary services.
  • Develops goals and objectives to improve operations and increase effectiveness.
  • Responsible for the monitoring and reconciliation of the general ledger for auxiliary enterprise accounts on an annual basis. Works collaboratively with the Assistant Controller & Controller on fiscal yearend audit review and processes
  • Prepares the annual operating budgets for all auxiliary enterprises
  • Submits and works collaboratively with the Director of Strategic Planning to ensure accurate budget forecast submission for inclusion in the CPP
  • Works collaboratively with the California Student Association on the annual operations of the Vulcan Village housing complex and the Clarion Foundation on the annual operations of the Reinhardt Village, Suites on Main and Hilltop housing complexes
  • Prepares monthly reports as required
  • Processes construction and working capital draws; Track contract investment funds.
  • Analyzes operations, trends, costs, revenues, financial commitments, and obligations incurred, to project future revenues and expenses.
  • Reports finances of all auxiliary enterprises, advises about resource utilization, and assumptions underlying budget forecasts including life cycle improvement recommendations.
  • Responsible for all auxiliary related fixed asset accounting, in collaboration with the University fixed asset accountant
  • Supports component unit auditors in the preparation of financial statements, annual debt coverage ratio, and other required reports.
  • Manages auxiliary service area maintenance and housekeeping needs, in conjunction with the University Facilities Department. Including the submission and follow-up of work orders, recommendations for facility enhancements, schedule of maintenance, repair, and/or replacement for equipment used in the auxiliary operations.
  • Coordinates marketing efforts for auxiliary services areas to educate students and consumers about the services being offered, including meeting with student groups.
  • Participates in divisional and university wide activities
  • Manages the processes to track service requests for laundry, vending, dining, identification cards, and other auxiliary services.
  • Serves as a resource specialist for auxiliary programs and primary point of student contact to manage concerns
  • Provides first level identification of system issues for auxiliary related inquiries and issues; provides information to the system administrator, information technology, and/or contracted vendor for follow up as needed; coordinates with repair personnel to resolve issues; logs and maintains files.

Manager of Auxiliary Budget and Operations reports to the Chief Financial Officer and to the Executive Director of Auxiliary Enterprises

A master degree in business administration or related field, and seven years of experience in budgeting, accounting and operations of higher education auxiliary facilities. Strong analytical skills and fiscal responsibility. Strong excel and technology skills.