Assistant Dean for Business Operations - EXT Business Operations 15188
The department of EXT Business Operations at West Virginia University is seeking applications for an Assistant Dean for Business Operations. Reporting to the Dean, the Assistant Dean for Business and Finance serves as the chief business and administrative officer for WVU Extension Service. The Assistant Dean serves as a member of the Dean's strategic planning committee to support the long-range goals of Extension Service. The Assistant Dean supports Extension Service's strategic efforts through data management, analysis and benchmarking, interpretation and implementation of University policy, procurement support, business operations and management of federal excess property. The Assistant Dean works in consultation with the Dean and Associate Deans to coordinate and oversee the implementation of strategic financial planning, day to day operations, procurement efforts related to innovations and partnerships, and budgetary and financial management and compliance with state, research, federal and other regulatory requirements. The Assistant Dean manages WVU's Jackson's Mill facility and engages in developing short- and long-term strategies for operations efficiency of Jackson Mill to support the mission of Extension Service.
The Assistant Dean has a highly complex structure to lead and manage which includes a budget of over $33 million in expenditures a year on a wide scope of funding sources to include Federal, State, County, WVU Foundation, Research, and Fee funds. The land grant mission of Extension Service is supported by over $5 million per year in federal appropriations from the US Department of Agriculture and by over $1 million in county land grant support for each of the 55 counties in West Virginia. The Assistant Dean is responsible for 55 County DA accounts, over 200 Foundation accounts, over $7 million in research funding, nearly $6 million in federal dollars, and over $10 million in Foundation funds.
In order to be successful in this position, the ideal candidate will:
Build and maintain strategic relationships with deans, program directors, vice presidents, direct reports and others within the organization to effectively execute financial and business strategies for Extension Service.
Create and establish methods of engaging all levels of management in the financial process and procedures so they can understand and contribute to the financial well-being of Extension Service.
Collaborate with leaders to develop and manage initiatives and actions while recognizing each unit's separate financial structure. Ensure that Extension Service is well positioned in a rapidly evolving environment by being an agent for ongoing organizational change.
Form positive working relationships within and across a complex organization, including the ability to identify and gain consensus on issues of common interest within a team-oriented environment.
Facilities and Operations Management
In collaboration with Extension Service leadership, engage in developing short- and long-term strategies for operations efficiency of Jackson Mill to support the mission of Extension Service.
Provide fiscal oversight and advise on business operations at Jackson's Mill to include expenditures, construction, and maintenance functions to ensure Extension Service provides an excellent environment to our youth and community. This oversight includes the WVU Youth Campus, Historic Area, Visitor's Center, and the Multipurpose Complex.
Lead facility and space planning for Extension Service Jackson's Mill.
Supervise the Director and Budget Analyst of Jackson's Mill.
Advise the dean, associate deans, directors, and other State Extension Program leaders on all matters related to the strategic, financial, business, and administrative functions of Extension Service.
Serve as the principal Extension Service financial officer that interfaces with financial administrative officers at West Virginia University, WVU Research Corporation, and WVU Foundation.
In conjunction with the Dean, monitor trends and develop salary and retention plans to maintain competitiveness in recruiting.
Evaluate the effectiveness of fiscal and administrative operations. Review, analyze and interpret fiscal activity and make decisions for improving operations and/or the financial position of Extension Service.
Ensure financial integrity and reliability through effective and efficient execution of financial stewardship responsibilities to help ensure the optimum use of Extension Service resources.
In conjunction with University Finance, provide accurate information for internal and external audit purposes, state audits, and legislative and federal government audits and inquiries in a timely fashion.
Develop short- and long-range budget forecasts, presentations and analysis to include revenues, expenses, and fund balance, and recommend new courses of action.
Analyze operations to evaluate performance and to determine areas of potential revenue enhancements, cost reductions, program improvement, or policy change.
Lead the preparation, implementation, and evaluation of the Extension Service financial plan. Assess financial position through forecasting in order to fund operations and increase efficiency.
Communicate financial information in a clear, concise and transparent manner to constituents, stakeholders, governing bodies and other government officials and entities.
Manage, monitor, and reconcile the Memorandum of Agreement (MOA) expenses and account balances with the 55 County Extension Offices, County Commissions, and the Board of Education.
Create the annual budget and submit to the Division of Finance. Review variance budget reports with leadership, and develop quarterly forecasting to include Federal, State, County, Fee, Research, and WVU Foundation funds.
Direct and ensure Extension Service financial compliance with applicable University and WVU Foundation policies, and federal and state regulations.
Evaluate revenue and expenditure budgets and financial data, both historical and present. Analyze trends and costs, administrative commitments and obligations incurred.
Approve State, Research and Foundation PCard applications, large purchases, and limit changes on PCards.
Approve Foundation back-bills and expenses. Direct vendor payments using WVU Foundation funding and draw on Foundation-funded capital projects and requests for depository locations as defined by financial process maps.
Manage payroll and fund alignments that involve Research, State, Federal, Fee, grant funding, and summer employment for AmeriCorp, Energy Express and Extension faculty and staff.
Ensure the various subordinate club organizations of Extension Service are provided with effective internal controls for cash management, financial reporting, and tax filing requirements. Ensure the current listing is provided annually to WVU Tax Services.
Review monthly fund and DA reconciliation reports received from the Shared Services Center.
Manage financial processing, compliance, reconciliation and reporting of land grant appropriations/expenditures.
Lead escalated inquiry support (phone, email, and instant message) to employees that have contacted the Shared Services Center regarding WVU Extension Service specific policies, plans and processes. Use case management and knowledgebase tools to resolve, log, track and escalate employee inquiries escalated to the unit.
Manage and initiate cash transfers, internal loan requests, budget modifications, and capital project requests.
In collaboration with Talent and Culture, manage performance-based merit adjustments, market adjustments, raise notifications, and annual employee Notices of Appointment (NOA).
Supervise Extension Service's Expert Business Office.
In collaboration with the HR Partner, the Assistant Dean will:
Cultivate and maintain diversity initiatives by comprising a strategically aligned approachconsidering the needs of the organization.
Develop plans to ensure that resources are managed strategically, including an approach to recruitment of key personnel.
Review vacant positions to determine a course of action for recruiting that aligns with the strategic goals and initiatives of Extension Service and WVU.
Identify appropriate funding for new hires and collaborate on the hiring process for Non-Classified and Classified staff, Mountaineer Temps, and Research Corporation.
Aid in preparing special projects requested by the Dean, Associate Deans, Unit/Center Directors or faculty and staff.
Serve on University wide committees.
Serve as Liaison to General Counsel.
Serve as Liaison to Global Affairs (Visa/Immigration requirements for selected candidates).
Bachelor's degree in Accounting, Business Administration, Finance, or related required.
Master's degree preferred.
Financial experience including accounting, fiscal management, budgeting, forecasting and cost accounting. Experience as a business officer (Assistant Dean, Director, or other at similar level) in a University setting preferred (i.e. Extension Service, central administration, college, or academic affairs unit). Supervisory/management experience of personnel with documented successful leadership experiences.
Possess the highest and most contemporary level of knowledge to lead the financial strategy and foundations of Extension Service and the institution to include resource allocation, risk-management indemnity, HR policies and procedures, and facilities management.
Ability to apply analytical and critical thinking skills to support the institution in achieving its long-range strategic goals.
Ability to research, draw logical conclusions, and problem solve to resolve complex issues related to financial projections and budgeting.
Ability to learn and understand College, WVU Foundation, department policies and procedures, and Federal and State laws.
Demonstrated skill in preparing data-driven analyses and reports.
Knowledge of financial practice, generally accepted accounting principles (GAAP) and theories, and their application to accounting problems.
Ability to use tools and software systems to provide meaningful financial management information and analyses to ensure effective, efficient processing of business transactions.
Demonstrated effectiveness in leadership, supervision, and mentoring of direct reports.
Ability to explain complex guidelines, justify recommendations, and interact with regulatory agencies.
Ability to independently manage numerous projects and prioritize for timely completion.
Ability to manage and provide oversight for significant grants accounts.
Ability to identify and address areas of continuous improvement.
Ability to maintain confidentiality.
Ability to communicate effectively both orally and in writing.
Certified Public Accountant strongly preferred.
At West Virginia University, we pride ourselves on a tireless endeavor for achievement. We are home to some of the most passionate, innovative minds in the country who push their limits for the sake of progress, constantly moving the world forward. Our students, faculty and staff make this institution one of the best out there, and we are proud to stand as one voice, one university, one WVU. Find out more about your opportunities as a Mountaineer at https://talentandculture.wvu.edu/
West Virginia University is proud to be an Equal Opportunity employer, and is the recipient of an NSF ADVANCE award for gender equity. The University values diversity among its faculty, staff, and students, and invites applications from all qualified applicants regardless of race, ethnicity, color, religion, gender identity, sexual orientation, age, nationality, genetics, disability, or Veteran status.
Job Posting: Aug 3, 2020
Posting Classification: Non-Classified
Exemption Status: Exempt
Benefits Eligible: Yes
Internal Number: 208383
About West Virginia University
West Virginia University, founded in 1867, has a long and rich history as a public, land-grant institution. WVU encourages scholarship and offers high-quality academic programs while serving the state of West Virginia and the nation. WVU statewide includes campuses in Beckley, Charleston, Keyser, Martinsburg and Morgantown – which has been ranked as a #1 Small City in America. WVU is an R1 Doctoral Research University (Highest Research Activity), one of only 115 nationwide. WVU offers 212 degrees throughout the 14 colleges and schools. Areas of specialty include STEM education, healthcare in Appalachia, shale gas utilization, radio astronomy and forensics. WVU researchers have helped confirm the existence of gravitational waves and uncovered diesel vehicle emissions discrepancies. Statewide, there are over 31,000 graduate and undergraduate students along with 190,000 alumni worldwide. WVU is reinventing West Virginia’s future by strengthening education, healthcare and broad-based prosperity.