ASSOCIATE DIRECTOR OF FISCAL SERVICES

Job Type

Full Time

Salary

Details: $88,525 - $155,741 Annually

Published

09/04/2018

Address

San Francisco
California
United States

Description

The University of California Hastings College of the Law was founded in 1878 as the law department of the University of California and was the first law school in California. Over the years, it has built a legacy and reputation of being a preeminent institution comprised of renowned faculty committed to the study of legal theory and research, preparing students for careers in the judicial system, public service, and industry.


The College is redefining legal education through an experiential, interdisciplinary, and international approach to the law. By integrating rigorous academics with hands-on practice, the College is preparing its graduates to tackle the legal challenges—and leverage the opportunities—of the 21st century.


OFFICE OF FISCAL SERVICES ACCOUNT OFFICE OVERVIEW

The Office of Fiscal Services is the College’s accounting office and is responsible for recording, processing and reporting on all of the College’s financial transactions with the highest level of financial integrity including those of the UC Hastings Foundation, an agency fund of the College, in support of the College’s research and teaching mission. The department employs administrative and professional staff, is supervised by the Controller who in turn is a direct report to the Chief Financial Officer of the College. In FY2017, the department processed over $59 million in revenue and expenses.


The department consists of two organizational units, one of which is Reporting and Analysis and the other which is Business Operations. The Business Operations unit consists of accounts payable, gift and grant management, certain tax reporting, and e-business and information systems, accounts and loans receivable and student financial services. The Associate Director works closely with the Associate Director of Fiscal Services-Financial Reporting, to ensure the day-to-day financial business operations of the College work smoothly. In addition to processing financial transactions related to the instructional aspects of the College, the business operations unit processes operating and capital financial transactions for the College’s research centers, the library, and the College’s auxiliary units, including the Student Health Services, McAllister Tower residential apartment building the College’s parking garage.


THE ROLE

Under the general supervision of the Controller, the Associate Director of Fiscal Services, Business Operations, is responsible for planning, organizing, staffing, directing and controlling all aspects of accounts payable, accounts receivable, and certain tax reporting and information systems. Currently, the Associate Director has management and supervisory responsibilities of (4) staff members. The Associate Director assumes responsibility for the department in the absence of the Controller.


RESPONSIBILITIES

The Associate Director of Fiscal Services, Operations provides a high level of financial leadership to support Sr. Management, including the Chief Financial Officer and the Controller along with Department Heads of the College. The incumbent also actively manages and directly supervises the day-to-day operation of accounts payable, accounts and loans receivable, certain tax reporting and information systems and student financial services.  


The Associate Director is a leader and a positive role model for the Fiscal Department through:

· Proactive management

· Continuous improvement of processes and customer satisfaction

· Planning and seeking input from others and thinking creatively to solve problems and implement best practices and by taking risks that lead to improved work processes and systems

· Building and fostering effective working relationships with faculty, staff, students and others

· Engaging in and leading collaborative processes across cross-functional lines within the Administration to bring about shared understanding and positive change


Specific essential duties of the Associate Director of Fiscal Services, Operations include, but are not limited to, the following:


Management and Supervision

· Recruits, hires, supervises, trains and evaluates the performance of professional and clerical staff

· Establishes, manages, guides and develops professional and clerical staff ensuring their skills and abilities are current and able to successfully carry out their duties and responsibilities efficiently and effectively

· Develops, implements and monitors an effective internal cross-training program to ensure the Business Operations unit carries out the College’s mission critical tasks

· Manages staff as an effective, customer service-oriented team

· Counsels, documents and conducts progressive discipline when performance is unsatisfactory and does not meet expectations


Operations Management

· Provides day-to-day leadership, and hands-on management and guidance to the other Fiscal office staff

· Oversees all aspects of the Business Operations responsibilities in a professional, responsive manner that meets the needs of the Fiscal department, the College and its clients

· Evaluates current systems and processes and under minimal direction, implements new practices and processes to effectively promote financial integrity and controls and best practices to improve Fiscal’s management to proper industry standards

· Maintains quality and integrity of all sub-ledger data and general ledger data


Accounts Receivable

· Manages all aspects of the College’s accounts receivable, including ensuring timely billing and collection of all funds due to the College; this includes McAllister Tower rent, wages and fees related to the federal work-study program, services related to government and private grants and sub-contracts and other non-tuition and fee receivables

· Manages the receivables databases, internal and those managed by third party servicers, ensuring vendors are properly authorized, charges are accurately posted and properly aged, payments are properly posted and accounts archived upon final resolution

· Manages collection agency contracts with third party agents


Student Financial Services/Accounting

· Ensures the timely billing and collection of student tuition and fees for the spring, fall and summer programs

· Manages the tuition and fee billing tables, including the fee description, amounts, general ledger, accounts and effective dates

· Manages the billing and collection activity for student tuition and fees for all academic programs, including the JD, MSL and LLM programs for both full-time, part-time, visiting, transfer and special students and auditors

· Manages student leave of absences and withdraws ensuring the accurate and timely refund of tuition and fee charges; ensures the return of federal aid is made in compliance with the Federal Title IV refund rules and regulations to avoid penalties and audit findings

· Coordinates the transmission and distribution of federal student aid, working closely with the Financial Aid Office and Accounts Payable, ensuring compliance with Federal regulations

· Coordinates with IT the production of annual 1098-t forms


Accounts Payable

· Oversees the Accounts Payable function

· Ensures staff are trained to process payment requests and disbursement of funds

· Ensures payment requests are processed in compliance with College policies and procedures

· Makes recommendations to improve College policies and procedures related to disbursements

· Serves as the customer service liaison

· Manages the electronic funds transfer of payment files to the College’s bank


Other Duties

· Ensures the Fiscal Office main front counter is staffed and provides superior customer services to all customers looking for assistance

· Ensures a strong internal control system is in place for accounts and loan receivables and accounts payable

· Ensures standard operating procedures are up-to-date and accurately documents practices and procedures in all areas of the operations

· Makes recommendations to improve the effectiveness of current standard practices and procedures

· Assists with month-end and year-end close, ensuring audit tasks and schedules are completed

· Performs other tasks as assigned


REQUIREMENTS


Education and Experience

· Requires a Bachelor’s degree in Business, Accounting, Finance or related discipline with a minimum of seven (7) years of significant progressive, professional and relevant experience in the field of business operational management of which at least three (3) years were in a senior management capacity with a demonstrated track record of strong operational management skills and abilities proven to have successfully managed complex projects requiring close collaboration between operational and financial systems and across functional lines in an organization of comparable size to Hastings

· Technical training and experience must be at a level sufficient to perform complex and high-level accounting tasks and provide strong leadership, management and staff supervision or an equivalent combination of education and experience 


Requires a comprehensive knowledge of:

· Generally accepted accounting principles (GAAP) and preferably fund accounting practices in a higher education environment

· Government accounting standards as prescribed by the Governmental Accounting Standards Board (GASB)

· Management and supervisory principles and practices

· Thorough understanding of business and operating systems

· Thorough understanding and practical, hands-on knowledge of all aspects of the daily operations of an accounting department and processing complex transactions in accounts payable, accounts and loan receivables, payroll, cash management and gift and grant management utilizing a relational financial management database, preferably with Datatel’s Colleague system

· Familiarity with rules and regulations pertaining to personnel management


Requires the ability to:

· Successfully and professionally collaborate with the College’s Senior Staff, CFO, Controller, Fiscal staff, Department Heads and with staff across all administrative and academic departments of the College 

· Efficiently analyze processes and lead the implementation to effectuate change

· Analyze a high level of complex financial transactions and ensure they are being processed efficiently and effectively

· Manage multiple tasks and projects to ensure deadlines are met

· Apply current technology to enhance financial reporting and business systems

· Communicate effectively and professionally both orally and in writing

· Maintain confidentiality

· Problem solve creatively and resourcefully

· Work independently and collaboratively

· Create a shared vision, promote change and implement strategies


Requires a high level of technical proficiency using:

· Integrated database supporting financial accounting transactions

· Microsoft Office Suite, specifically Excel, Word, Outlook and Access

· Adobe Acrobat


Preference for knowledge and experience of:

· Fund accounting in an institution of higher education

· Datatel’s Colleague relational database software and its query/reporting language or comparable software

· E-business software and processes

· Code of Federal Regulations (CFRs) as it relates to the Federal Work-Study Program


This full-time opportunity offers an annual salary of $88,525 – $155,741 (commensurate with qualifications) plus an excellent benefits package.


To apply, send your resume and cover letter to Fiscal@uchastings.edu with the subject line: Associate Director - Fiscal Services.


Failure to provide the information as required, including attaching a cover letter and a resume shall immediately disqualify an applicant from employment consideration. This position has been designated as “sensitive” and requires a pre-employment background check. The position is open until filled.


UC Hastings College of the Law is an Equal Opportunity Employer




Professional Level

None specified

Minimum Education Required

4-year degree

How To Apply

Fiscal@uchastings.edu

To apply, send your resume and cover letter to Fiscal@uchastings.edu with the subject line: Associate Director - Fiscal Services.


Failure to provide the information as required, including attaching a cover letter and a resume shall immediately disqualify an applicant from employment consideration. This position has been designated as “sensitive” and requires a pre-employment background check. The position is open until filled.


UC Hastings College of the Law is an Equal Opportunity Employer


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