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Director, Advancement Services & Business Operations

Basic Position Information

Job Code: 2222

Title: Director, Advancement Services & Business Operations

Department: Advancement & University Relations

Essential Personnel: N

Job Family: External Relations

Job Sub-Family: University Advancement

FLSA Classification: E

Job Grade: 18

Grade Min: $80,937

Grade Mid: $99,147

UHD Succession Plan: N

Criticality of Position: N/A

Career Ladder: In-Range

Campus Security Authority: Y

Screening Committee: Y

Motor Vehicle Record Check: N

Job Summary

The Director, Advancement Services & Business Operations manages the administrative, financial, and human resources operations of a division. Directs the development, implementation and management oversight of all administrative functions for the Office of the President and the Division of Advancement & University Relations. Works closely with presidential, marketing, and fundraising staff on matters related to hiring, purchasing, contract administration, and compliance with UH System policies.

Duties

  • Manages the financial activities of the unit; reviews and approves expenditure documents, including vouchers, requisitions, contracts, and p-card expense reports
  • Oversees the processing and acknowledgment of gifts, pledges, pledge payments, matching claims, and other contributions to the university from private funding sources
  • Directs UHD gift management; coordinates endowment agreements with UH System on behalf of UHD; monitors endowment agreements
  • Analyzes, forecasts, and makes recommendations for current and future budget expenditures, including those required for special or one-time projects
  • Consults with hiring managers and presents options
  • Reviews and approves personnel documents

Marginal Duties

  • Interprets, reviews and updates departmental policies and procedures to ensure compliance. Takes corrective action as needed
  • Performs monthly verifications of cost centers and generates monthly financial and budget reports
  • Performs all other duties as assigned

Supervisory Responsibilities

Direct Reports:

  • Full Time Employees

Delegation of Work:

  • Regularly assigns work to subordinate(s)

Supervision Given:

  • Has primary responsibility for conducting performance evaluations and making recommendations for hiring and dismissing employees.

Qualifications

Required Education:

  • Bachelor's Degree

Required Experience:

  • Minimum of five (5) years of related job experience

License/Certification:

  • None required

Preferred Qualifications

  • Bachelor's degree in Business Administration or a related field is preferred.

Knowledge, Skills and Abilities

Knowledge:

  • Knowledge of creating and understanding of financial statements
  • Knowledge of laws, regulations, university policies and procedures relating to university funding
  • Knowledge of methods of ensuring compliance with all relevant procedures

Skills:

  • Strong problem solving skills and attention to detail
  • Excellent interpersonal and communication skills required to liaise with a wide range of internal and external constituencies

Abilities:

  • Ability to manage people
  • Ability to build rapport and trust with people

Work Location and Physical Demands

Primary Work Location:

  • Works in an office environment.

Physical Demands:

  • Work is performed in a typical, comfortable interior work environment which does not subject the employee to any unpleasant elements; individual has discretion in relation to walking, standing etc., and has minimal exposure to physical risks.

Position Specific Competencies

Commitment to Excellence - UHD

  • Demonstrates a commitment to competently perform his/her job duties and responsibilities within established time frames.
  • Continuously strives to improve work performance.
  • Accepts responsibility for his/her commitments to the university.
  • Contributes to the success of the university by consistently providing quality results in the performance of his/her job duties and responsibilities.

Integrity

  • Demonstrates high ethical standards of conduct in the performance of his/her job duties and responsibilities.
  • Accepts responsibility for his/her actions.
  • Respects and complies with department and university policies, procedures, and work rules.

Respect and Cooperation

  • Treats others with courtesy, respect, and dignity in the workplace.
  • Promotes cooperation through open and honest communications and consideration of others ideas, thoughts, and opinions.

Computer/Automated System Proficiency

  • Proficient in the use of university applications or automated systems to perform job duties.
  • Complies with related policies, procedures, and work rules to maintain system security and data integrity.

Dependability

  • Takes responsibility to accomplish job assignments within reasonable deadlines.
  • Willing to accept new projects and/or commitments.
  • Does due diligence to complete projects within specified timeframes and/or fulfill commitments.
  • Arrives to work on time prepared and ready to contribute.

Flexibility

  • Willingly adjusts to changing work assignments or conditions.
  • Open to changes in operational procedures, technology, and/or organizational structure.
  • Views changes as opportunities for learning and professional development.
  • Displays a positive attitude to encourage others.
  • Promptly responds to changes in work priorities and/or unexpected circumstances or situations.

Proficiency

  • Possesses required job skills and knowledge.
  • Demonstrates the ability to apply those skills and knowledge to competently perform his/her job duties and assignments.

Focus on Customer Service

  • Focuses on customer's needs and expectations. (Customers can be students, external constituents, employees, or university guests.)
  • Respectfully ascertains customer's needs and determines appropriate response.
  • Promptly responds by providing requested information, takes appropriate action, or refers customer to appropriate individual or department.
  • If further actions need to be taken, advises customers of realistic timeframes for a response to their request.
  • Follows up with customers on outstanding requests in a timely manner.
  • Tactfully explains to customers why their needs and/or expectations cannot be met if the university does not provide the requested information or services.

Financial Management

  • Manages assigned financial resources in compliance with federal, State, and university policies and procedures.
  • Monitors expenditures to ensure they are authorized and within approved budget.
  • Reports accurate and reliable data of financial transactions and resources.
  • Promptly notifies management of budget issues and/or discrepancies.

Supervision

  • Supervises the work of staff employees.
  • Sets clear goals and expectations within reasonable timeframes.
  • Motivates staff through constructive feedback, challenging assignments, and recognition of achievements.
  • Provides mentorship and guidance by sharing expertise and best practices.
  • Supports staff by providing essential resources, professional development opportunities, and open communication.
  • Promptly addresses performance issues with appropriate measures and discretion.

This job description may not encompass all duties and responsibilities associated with the position.

Last updated 4/27/2022 6:10 AM