Assistant Manager, Shared Services

Requisition # 2020-11447
Date Posted 2 months ago(1/31/2020 10:01 AM)
Department
Financial Support Services
Category
Financial Services and Procurement
Full-Time / Part-Time
Full-Time

Overview

The assistant manager serves as the financial and business manager for a diverse portfolio of departments, programs, and centers that participate in the University’s financial shared services program. The financial shared services program provides proactive, responsive, and effective service for approximately 30 departments, programs, and centers with budgets exceeding $100 million. Assistant managers collaborate with the managers of the units they serve to ensure the effective management of financial processes and serve as a liaison between the units and the Office of Finance and Treasury.

 

The assistant manager monitors and approves all expenditures and ensures compliance with university policies and procedures. The assistant manager collaborates with faculty, staff, and students to track budget allocations and fund balances and to ensure expenditures are allowable, within budget, and appropriate for the funding source. The assistant manager provides financial trainings, in small and large settings, on policy and best practices as needed for faculty, staff, and students. Providing timely and accurate financial reporting and other financial information is an essential responsibility.

 

Additionally, the assistant manager serves as a consultant to other departments outside of the shared services program to help streamline and improve financial processes and procedures and to train on best practices. These engagements will vary in size and scope depending on the specific need. Assistant managers will also provide feedback on the effectiveness of financial processes and systems and will help pilot and test new functionality before it is rolled out broadly to campus.

 

 

The Office of Finance & Treasury actively searches for staff members of exceptional ability and promise who share in Princeton University's commitment to excellence, and who present a diversity of viewpoints and cultures. We offer varied professional opportunities spanning all aspects of financial management, analysis, and processing in support of the teaching and research mission. As part of the University community, we respect the dignity and individuality of each member while trying to foster a sense of shared experience and common purpose. We are unwavering in our commitment to both diversity and community and embrace the variety of talents, backgrounds, and perspectives of all of our colleagues.

 

*Two positons available

Responsibilities

The assistant manager will collaborate with the managers of the academic and administrative units to ensure effective financial management and efficient financial processing, and will serve as a liaison between academic and administrative units and the Office of Finance and Treasury. The assistant manager directly supports faculty, researchers, and guests, often using technology to provide that support to those operating away from campus.

 

Provides proactive support and approval for all financial transactions

  • Provide outstanding, proactive, and service-oriented support for the following:
    • Non-PO payments to domestic & foreign suppliers, including honoraria payments, limited engagements, and guest reimbursements.
    • PO/Requisitions to domestic & foreign suppliers, including payments for goods, equipment, services, independent contractors, and entertainers.
    • Expense reports, including expense reimbursements, credit card transactions, and cash advances.
    • Departmental Purchasing Card statement reports
    • Cash/Check deposits
    • Journal entries
    • Onboarding suppliers
    • Access to financial systems
    • University credit card request
    • Labor accounting adjustments
    • Stop payment requests
  • Support other financial transactions as necessary.

 

Manages effective, efficient, and compliant financial operations for assigned departments

  • Communicates regularly with faculty, staff, and students and ensures adequate training on financial policy, procedures, and best practices.
  • Ensures compliance with all financial transactions, including transactions related to sponsored research and restricted funds.
  • Provides regular and proactive financial reporting.
  • Coordinates with department staff to provide data and support for budgeting, financial planning, year-end close, and other key financial activities.

 

Consults on projects with other departments outside shared services

  • Consults on best practices, financial processes, access and authorization, and business process redesign as needed.
  • Provides financial management services to units outside of shared services on a temporary basis while covering for an employee on leave or to cover a resource gap.

 

Assists the Office of Finance and Treasury with new processes and systems

  • Provides feedback, testing, and other support to new initiatives, processes, and systems.
  • Pilots new technology and processes as needed.
  • Collaborates on the development and delivery of training programs.

Qualifications

Essential Qualifications

  • Bachelor's degree
  • Outstanding organizational, prioritization, and multi-tasking skills, working in a fast-paced environment with frequent interruptions.
  • Excellent oral and written communication skills.
  • High level of competency with desktop computing tools such as Word, Excel, and PowerPoint, and with system applications such as PeopleSoft and Concur.
  • Strong customer-service focus with an emphasis on proactive outreach to departments; listens to and understands the unique needs of each department.
  • Ability to present information and trainings to small and large groups of people.
  • Ability to work effectively in a multi-cultural environment.
  • Analytical expertise with strong business / accounting/financial management background.
  • Ability to develop and document effective and efficient business processes.
  • Evidence of self-motivation and the ability to work both independently and with teams, with high personal standards representative of Princeton University's commitment to excellence.
  • Solid decision-making skills and outstanding judgment.
  • Energetic and able to function effectively and independently; proactive in problem solving.
  • Must be flexible and organized while performing job duties effectively in satellite, departmental work areas in multiple campus buildings
  • Proven ability to develop and maintain influential and collaborative relationships at a variety of levels, with a high degree of personal integrity and discretion.

 

Preferred Qualifications

  • Experience at Princeton, or an institution similar to Princeton

 

Princeton University is an Equal Opportunity/Affirmative Action Employer and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity or expression, national origin, disability status, protected veteran status, or any other characteristic protected by law. EEO IS THE LAW

Salary Grade

ADM, 040

Standard Weekly Hours

36.25

Eligible for Overtime

No

Benefits Eligible

Yes

Essential Services Personnel (see policy for detail)

No

Physical Capacity Exam Required

No

Valid Driver’s License Required

No

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