Associate Director, Business Affairs
Basic Position Information
Job Code: 2149
Title: Associate Director, Business Affairs
Department: General Accounting
Essential Personnel: N
Job Family: Financial Services
Job Sub-Family: Accounting, Budget & Finance
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
The Associate Director of Business Affairs is responsible for the timely and accurate reporting of the University's operating results on a monthly, annual (AFR), and ad-hoc basis and ensures compliance with GAAP. The Associate Director manages the University's property records and reports in compliance with state and federal laws, policies, and procedures.
- Prepares financial month-end and year-end close. Researches and compiles data for annual financial reports (AFR), the LAR (Legislative Appropriations Request), and various annual or one-time reports required by the state legislature, THECB, and other agencies: Liaison between Business Affairs and University departments
- Prepares and coordinates additional reports for UHS, UHD management, the state, and federal government utilizing queries, data warehouse, Hyperion, Tableau, advanced Excel functions, and other concerning audits, HUBs, senator requests, contracts, and purchasing in special circumstances: hurricane, pandemic, etc
- Ensures all property acquired is classified, coded, and entered into the asset management system so the inventory and other processes, such as depreciation calculations, can operate. Coordinates the processes in various financial systems to ensure they produce accurate financial reports. Signs as a Property manager in Docusign
- Approves journal entries. Releases USAS batches and/or security coordinator. Conducts training and meetings with departments to discuss continuous improvement issues. Coordinates with Business Affairs DBAs and other financial staff to ensure financial deadlines are met for the unit and projects are completed
- Prepares and coordinates with Administration and Finance/UHS staff to assist with system updates/implementation, including Peoplesoft Finance (PS), Hyperion, Phire, and Procurement system and data files, which include organizing the testing, development of training documentation and training UHD departments which include additional workflow paths and sources
- Keeps abreast of implements, trains, and enforces all aspects of property management laws, regulations, policies, and procedures. Performs monthly inventory verification audits on all UHD departments and reports results to the compliance committee
- Coordinates with Auxiliary Services to complete projects, review financial information from auxiliary providers, attend meetings and provide support as required. Coordinates with Auxiliary Services to support Shipping and Receiving mailroom functions
- Performs all other duties as assigned
- May directly manage Full-Time, Part-Time, and/or Student Employees
Delegation of Work:
- Regularly assigns work to subordinate(s)
- May have primary responsibility for conducting performance evaluations and making recommendations for hiring and dismissing employees
- Bachelor's degree in Accounting, Finance, Business or related field
- Minimum of five (5) years of related job experience
- None required
- Master's degree in Accounting, Finance, Business or a related field
- Current Certified Public Accountant(CPA),
- Experience in Higher Education
- Experience with Peoplesoft Financials
- Experience with State of Texas Accounting Systems (USAS)
Knowledge, Skills and Abilities
- Knowledge of the trends, issues, and accepted practices of property management accounting in a higher education setting
- Strong analytical and problem solving skills;
- Excellent interpersonal and communication skills;
- Proficiency in using computer software, particularly MS Excel and PeopleSoft
- Ability to communicate effectively with a wide range of individuals and constituencies in a diverse university community
Work Location and Physical Demands
Primary Work Location:
- Works in an office environment
- 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.
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.
- 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.
- Possesses required job skills and knowledge.
- Demonstrates the ability to apply those skills and knowledge to competently perform his/her job duties and assignments.
- 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.
- 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.
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.
- Leads the work of assigned staff.
- Assigns projects and tasks with clear instructions and understanding of work to be performed.
- Mentors and guides by sharing expertise, knowledge of work rules and procedures, and best practices.
- Follows up to ensure tasks and projects are completed within reasonable timeframes.
- 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.
- Demonstrates the ability to make informed decisions in a timely manner.
- Assimilates and/or secures relevant information to assess the risks and benefits of alternatives.
- Considers impact of decision in the long and short term.
Building External Relationships
- Demonstrates the ability to build rapport and develop relationships with external constituents.
- Displays a genuine interest in constituents' ideas and concerns, and pursues mutual interests and aspirations between the university and external constituents.
- Builds trust and forms alliances through shared respect and cooperation.
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.
- Possesses comprehensive knowledge and skills in one or more functional areas.
- Effectively applies expertise to identify user issues with existing systems and coordinate resolution with technical staff.
- Understands business processes to successfully integrate them with existing and new systems.
- Competent to coordinate requests for system modifications with technical staff.
- Willing to share expertise and provide functional assistance to others.
Student Success Indirect Support
- Contributes to student success by assisting students with anything that supports their student experience, whether directly or indirectly.
- Helps students navigate their way through the different offices, programs, and services at the university and/or connects students with the appropriate party(ies).
- Connects students with services or resources that can help them with career exploration, goal selection, and ongoing academic assistance.
- Helps students build peer support networks.
- Encourages student participation in out-of-class activities.
- Provides encouragement and guidance to foster student success.
- Treats students with respect
- Maintains the learning environment to ensure quality and/or sound pedagogy.
This job description may not encompass all duties and responsibilities associated with the position.