Title: 1194-NN - Director - Administrative Services
Business Title: Director of Administrative Services
Employee Type: Admin. Professional
Job Family: Administrative Professional - Not OT Eligible
COVID-19 Vaccination Information:
In accordance with Washington State Governor's Proclamation 21.14.2, as a condition of employment, you must be fully vaccinated or have an approved medical/religious accommodation by time of hire. People are considered fully vaccinated two weeks after receiving their last shot in a vaccine series. Vaccine or an approved accommodation will be verified prior to your first day of work. Should you not be fully vaccinated or have an approved medical/religious accommodation you will not be able to start employment with WSU. Information regarding vaccine verification and/or requesting a medical/religious information is available at https://hrs.wsu.edu/covid-19/vax-verification/. Please contact HRS at [email protected] or 509-335-4521 if you have questions.
Summary of Duties:
Serve as the chief administrative advisor for the College of Nursing. Responsible for the overall administrative operations including personnel, budget and finance, facilities, contracts, and research support functions of the college. Serves as a principal consultant and adviser to the Dean of the college on a wide range of strategic operations and personnel related issues. Acts on behalf of the Dean as an appointing authority, in creating and implementing college policies, and providing leadership and coordination on contractual or legal matters requiring guidance.
Coordinate with college leadership on matters representing college interests to other WSU area and units, other institutions, community groups, associations and agencies.
Collaborate with university administrators on appropriate university policies and procedures. Interact with offices such as Human Resource Services, Assistant Attorney General, VP for Health Sciences, Provost, VP for Business and Finance, Institutional Research, Graduate School, Research Support and Operations, and Sponsored Program Services on many, including confidential and sensitive, matters related to the college and members of the college. Also includes Spokane, Tri-Cities and Vancouver campuses.
Participate in administrative decision-making as a member of the College of Nursing Dean's Executive Leadership Team. Serve as an advisor to the Dean and other leadership related to faculty contracts, advancement/development activities, student affairs, clinical affairs, and CON research.
Provide effective strategic management and leadership to administrative departments of college to assure efficient and productive use of college resources in delivery of academic programs. Collaborate with the Research and Advancement Offices to establish strategies and processes to assure development of additional revenue sources for the College.
Organize and administer the Business Services Office which handles the college's personnel and payroll processing and records; grant & contract post-award activities; procurement; payments & account reconciliation; travel processing; service center creation/maintenance/records/revenue collection; facility use; and business contract agreements.
Responsible for the review and approval of contacts and agreements associated with personnel services, supplier services, facilities use, and acquisitions for the college.
Assist Associate Dean for Academic Affairs with the teaching assignment process to assure the accuracy of assigned effort, buyout for grant funding, and management of instructional effort and funding.
30% Budget Controls, Finance and Policy
Administer and implement the budgetary and financial policies of the college for all funding types within WSU. Compile and analyze financial, business, and personnel information for all units within the College of Nursing.
Advise the Dean on strategic financial and business planning to efficiently and effectively use the resources of the college. Prepare strategic financial and business planning proposals. Perform research and analysis to evaluate programs and develop recommendations for more cost-effective organization or funding mechanisms.
Review, analyze and coordinate distribution of financial information across the areas to provide advice and guidance regarding budget decisions. operating, PBL and capital budgets.
Responsible for development of the annual and biennial College's operating, permanent (PBL), and capital budgets including OMNIBUS and MCI funding, overseeing college service centers, self-sustaining income from course fees, summer session and distance education, grant funding administration, development funding via the WSU Foundation including donations for scholarships, endowments, revenue from business contracts, and indirect cost recovery funding as well as temporary and permanent commitments to the college from all sources.
Responsible for preparing a comprehensive budget plan for the college for use by the Dean, Associate Deans, Program Directors and Unit Heads.
Develop and communicate comprehensive financial information. Educate college administrators on the University's approach to strategic budgeting and allocation processes. Provide effective accounting controls and maintain the integrity of financial records. Support internal and external audits for WSU, the state, and other outside reviewers.
Prepare college wide report for projecting cost per student FTE for each program. Includes reporting on funding directly managed by the College for sites in Spokane and Yakima, and indirectly for Tri-Cities, Vancouver and Walla Walla.
15% College Personnel Management
Liaison between the college and HRS on personnel matters including audits by external parties on legal issues involving the AG's office or external attorneys.
Provide leadership and guidance in the management of hard and electronic files for the tracking and reporting of personnel and position records. Oversee and manage personnel processes across the multiple locations of the College.
Use judgment to determine when to involve the Dean in personnel matters and serve as an appointing authority for the college.
Ensure compliance with existing University procedures for new hires and changes in assignments including corrective and disciplinary action.
Coordinate employment issues between employees, supervisors, and other responsible university departments. Refer employees and supervisors to appropriate WSU offices as necessary.
15% Business Services Oversight
Oversees the Business Services office for the college, which includes work allocation, training, and problem resolution; evaluates performance and makes recommendations for personnel actions; motivates employees to achieve peak productivity and performance.
Assesses organizational efficiency by monitoring staff workflow on an ongoing basis and makes adjustments to optimize staff functioning.
Perform other related duties as necessary.
A Bachelor's degree in Business Administration, Public Administration or closely related field with an accounting emphasis and five (5) years of progressively responsible experience in accounting and business management which has included supervisory and facilities management experience. A Master's degree in Business Administration, Public Administration or closely related field and/or CPA certification may be substituted for one (1) year of the required work experience. Any combination of relevant education and experience may be substituted for the educational requirement on a year-for-year basis.
Ability to travel overnight for work related activities and to work occasional evenings and weekends.
Three (3) or more years supervisory experience which includes experience developing and maintaining a team and a team atmosphere, motivating and developing members to reach their potential, and providing direction and useful feedback.
Experience with a complex enterprise system for personnel, payroll, and financial tracking. Please name system(s) used.
Exceptional time management skills, including the ability to adapt quickly to shifting priorities and prioritize multiple competing tasks in a fast-paced environment.
Excellent organization, teamwork, problem-solving, and communication (verbal and written) skills.
Demonstrated ability to provide effective customer service to people at all levels of the organization.
Valid driver's license by date of hire.
Demonstrated knowledge of the policies and procedures of higher education business operations.
Demonstrated experience in administrative management in academic health sciences.
Advanced degree or professional accreditation in business administration or related field.
Demonstrated experience considering and evaluating interactions or activities between related units or groups and providing organizational assessment for improvements and effectiveness.
Budget and finance administrator experience in a comprehensive research university.
Thorough knowledge of administrative operations management and experience researching and creating financial projections and providing financial reports for a college or complex organization to university leadership or external oversight agency.
Knowledge of Washington Administrative Codes and WSU Business Policies and Procedures.
Possess project management, organizational, and planning skills with a keen attention to detail.
Area/College: College of Nursing Department Name: Finance and Administration City, State, Zip: Spokane, WA 99202 Department Link: https://nursing.wsu.edu/ Monthly Salary: $7,833 to $8,035 per month FTE: 1.0, Full Time Permanent/Temporary/Project: Permanent Screening Begin Date: November 9, 2021. This position will remain open until filled. Background Check: This position has been designated by the department to require a background check.
Application Instructions: Applicants must attach the following documents to their online application: 1) resume and 2) cover letter. Application materials should clearly communicate how the applicant meets all required qualifications and additional requirements. Applicants are required to include contact information for professional references within the application.
Required Documents: Cover letter and Resume
Time Type: Full time
Position Term: 12 Month
WASHINGTON STATE UNIVERSITY IS AN EQUAL OPPORTUNITY/AFFIRMATIVE ACTION EDUCATOR AND EMPLOYER. Members of ethnic minorities, women, special disabled veterans, veterans of the Vietnam-era, recently separated veterans, and other protected veteran, persons of disability and/or persons age 40 and over are encouraged to apply.
WSU employs only U.S. citizens and lawfully authorized non-U.S. citizens. All new employees must show employment eligibility verification as required by the U.S. Citizenship and Immigration Services.
WSU is committed to providing access and reasonable accommodation in its services, programs, activities, education and employment for individuals with disabilities. To request disability accommodation in the application process, contact Human Resource Services: 509-335-4521 (v), Washington State TDD Relay Service: Voice Callers: 1-800-833-6384; TDD Callers: 1-800-833-6388, 509-335-1259(f), or [email protected].
Founded in 1890 in Pullman, Washington State University (WSU) is Washington’s land-grant university with an overarching mission of improving the quality of life for all citizens – locally, nationally, and globally. WSU is committed to innovation and excellence in research and scholarship. WSU has a current enrollment of over 30,000 undergraduate, graduate, and professional students and approximately 6,000 faculty and staff at its five campuses (Pullman, Spokane, Tri-Cities, Vancouver, and Everett), as well as its numerous other locations across the State of Washington and online through its Global Campus.
U.S. News & World Report's 2016 "America's Best Colleges" rankings place WSU in the top 75 public national universities. WSU was one of only three Northwest universities to be placed in the top two tiers, along with the University of Washington and the University of Oregon. WSU is ranked as a "highest research activity" institution by the Carnegie Foundation and is in the top 12 percent of research universities as reported by the National Science Foundation. Also, WSU was recognized by the Carnegie Foundation for the Advancement of Teaching for its engagement activities with i...ts Community Engagement Classification.
WSU employs approximately 6,000 faculty and professional staff and the University deeply values diversity among its faculty, students, and staff. WSU students represent diverse social, economic, and ethnic backgrounds: approximately 10 percent of WSU students hail from outside the state of Washington, and approximately 6.8 percent are international students. WSU annually awards more than $280 million in scholarships and financial aid to approximately 17,000 undergraduate students.