Associate Director Finance and Business Operations

Position Title: Associate Director, Finance and Business Operations

Position Department: General Services Center

FLSA Status: Exempt

Full/Part-Time: Full-time

Reports to: Executive Director

Position Summary

The Associate Director, Finance and Business Services (ADFBO) is responsible for administration of financial reporting systems and all facets of accounting, financial operations, and analysis of Associated Students (A.S.) San Jose State University.  This position is responsible for professional accounting, auditing, budgeting, risk management, grant management, contractual and treasury related functions for all operations of Associated Students as well as overseeing Transportation Solutions and the Print Shop management and operations. The ADFBO performs highly complex tasks characterized by a high degree of judgment and skill in order to find creative solutions to financial challenges and concerns. The Associate Director works with the Executive Director to advise and make recommendations to the Finance Committee, the Board of Directors, and the staff of the organization on accounting and financial matters. This position creates and updates fiscal policies and strong internal control procedures in compliance with Federal, State and California State University (CSU) rules and regulations. The ADFBO is a liaison to the Chancellor’s Office and the University’s Controller’s Office regarding all financial matters. This position will be responsible for assessing the new business functionality needs of the organization. This position will oversee the departmental functions of the General Services Center, Transportation Solutions and the Print Shop, manage the respective personnel, operational and accounting functions. 

Essential Functions

• Advises the Executive Director on how the interpretation of new accounting principles issued by the Government Accounting Standards Board (GASB) or Financial Standards Accounting Board (FASB) and how it affects the financial position of A.S. 
• Supervises, mentors, develops and trains the Accounting and Finance staff and students in regards to generally accepted accounting principles and fiscal policies and procedures of A.S. 
• Plans, organizes and directs the day-to-day accounting activities of the organization which includes but not limited to the general ledger, payroll, accounts payable, purchasing, accounts receivable, billing, asset management and Sage Accounting system
• Manages the preparation and timely issuance of monthly financial reports, including balance sheet management, income statements, reserve, and capital outlay in order to update the Finance Committee, Board, management team, and campus accounting on the current financial position of A.S. 
• Directs all financial audits, internal compliance, government and insurance related audits, and serves as the liaison to the auditors, campus community, and the Chancellor’s office 
• Coordinates with auditors in preparing annual tax returns (990, CA199, and CAS100)
• Prepares and files county property tax welfare exemption for owned and rented property.
• Assures compliance with and payment of California sales taxes.
• Coordinates the monthly and yearly accounting closing processes by reviewing and approving all the balance sheet account reconciliations and preparing fiscal year-end audit schedules
• Prepares detailed cash flow projections for all divisions of the budget. 
• Prepares final budget proposals and requests for A.S. Board and finance committee. Prepares annual proposed budget for approval by VP Student Affairs, CFO and University President
• Oversees the annual budget development for Transportation Solutions and Print Shop
• Monitors A.S. operating reserve levels and reviews investment allocation for policy compliance
• Assists department managers with budget maintenance on a monthly or quarterly basis and provides direction in the development of departments’ annual budgets
• Oversees the financial aspects of Associated Students employee benefits and post-employment benefit plans. Works with the organization’s actuary in order to determine the level of funding required to meet post-employment obligations for retirees
• Oversight of the annual capital equipment inventory
• Oversight of the A.S. corporate credit card, and works with financial team to ensure all receipts are accounted.
• Manages the online banking and investments transactions
• Responsible for managing local banking relationships and the investment of locally held operating cash 
• Prepares short-term and long-term cash forecasts in order to ensure sufficient funds on hand to fund payroll and accounts payable disbursements
• Defines organization and department fiscal guidelines and policies and develops processes and procedures in order to maintain adequate internal controls for the entire organization
• Works with the Executive Director on leases and/or subleases for A.S.  
• Research and identify sources of revenues for Associated Students including but not limited to grants
• Manages local, state and federal grants on behalf of Associated Students
• Develop a plan with the Executive Director for future opportunities to expand or create services that respond to the needs of students including partnerships with university departments
• Oversees and manages the finances and banking for over 300 recognized student organizations, ensuring policies and procedures are in place for appropriate access to and use of organization funds 
• Serves as a liaison with the Board of Directors and Committees in establishing appropriate risk policies in compliance with A.S. insurance policies, CSU policies and the law
• Advise A.S. Board members as assigned through their process of representing SJSU students, the organization, and university
• Collaborates with the HR manager to coordinate efforts related to the implementation of appropriate risk management policies and procedures to control risks and losses for the organization
• Works with the Auxiliary Organization Association (AOA) insurance carrier to assure appropriate coverage for the organization’s diverse activities
• Ensures that A.S. vendors who sign contracts meet minimum A.S. insurance requirements. Performs insurance risk assessments as required.
• Responsible for the completion of the annual Auxiliary Organizations Risk Management Alliance (AORMA) renewal application
• Reviews contracts for compliance with CSU requirements
• Coordinates with the Human Resources Department and the 4O1k administrator in preparing 4O1k annual 5500 filings
• Works with Executive Director on advising the Associated Students’ Controller on the organizations’ financial health 
• Serves as a member of the management team and Executive Leadership Team, attends regular staff meetings and provides trainings related to finance & accounting procedures as needed
• Serves as a member of the Retirement Benefits Committee overseeing the organizations 401k plan.
• Performs other related duties and special projects as assigned by the Executive Director

Knowledge, Skills, and Abilities

• Thorough knowledge of accounting practices, principles and procedures.
• Understand and analyze computerized accounting and budget systems.
• Use initiative and resourcefulness in planning work assignments and implementing long-term program improvements.
• Strong computer and analytical skills with the ability to research issues, prepare evaluations on problems and recommend viable solutions.
• Demonstrate the capacity to work effectively and efficiently in a diverse University environment that is fast paced at times.
• Ability to effectively present information and respond to questions from Managers, staff and customers.
• Establish and maintain cooperative working relationships with A.S. Managers, staff, students, student organizations, the campus community, Executive Director, the Board of Directors, and the Chancellor’s Office. 
• Clearly express ideas and directions verbally and in writing.
• Ability to initiate, plan and organize financial processes.
• Ability to manage effectively and to work with minimal direction, as well as be resourceful and independent in solving problems.

Work Environment, Hours and Physical Demands

• This job operates in an office environment and routinely uses standard office equipment.
• Work hours are Monday through Friday, 8:00 AM – 5:00 PM. Occasional evening and weekend work may be required as job duties demand.
• Must be able to operate a computer, including a keyboard and mouse, and phone.
• Must be able to occasionally lift or carry office or event products or supplies, up to 40 pounds.
• Occasional overnight travel to conferences required

Other Duties

• This job description is not designed to cover or contain a comprehensive list of activities, duties or responsibilities that are required of the employee for this job. Activities, duties, or responsibilities may change at any time, with or without notice.   

Required or Preferred Education and Experience

• Must have a Bachelor’s Degree in accounting or finance from an accredited college or university 
• Minimum 5-7 years’ of progressive professional accounting experience in a similar position, preferably with a CPA
• Must have 2-3 years’ experience in a supervisory or leading position within accounting segment in a large organization or overseeing all accounting operations in a small organization

Employment Statements

The person holding this position is considered a mandated reporter under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 Revised July 21, 2017 as a condition of employment.

This position may be exposed to sensitive or personal information and is required to comply with the requirements set forth by the Integrated CSU Administrative Manual 8000 series and Associated Students Information Security Standards as a condition of employment.

Associated Students provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

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