Title: Business Operations Manager - Campus Recreation and Residence Life

VP Area: Student Affairs - UMW

Department: Residence Life & Housing

Campus Location: Main Campus

Advertised Range: $51,069

Job Summary/Basic Functions

The University of Mary Washington is seeking a knowledgeable and organized Business Manager who will be responsible for a number procurement, finance, and administrative duties between the departments of Campus Recreation and Residence Life. 

Key Responsibilities include, but are not limited to:

• Campus Recreation Budget: Manage and reconcile all accounts (15 CRec accounts that include payroll, operational budgets and revenue accounts). Track departmental revenue and expenses and report budget updates SPCC: Primary departmental buyer. Ensure payment is made to vendors and contractual obligations are paid for. Pay invoices in a timely manner and according with policies and procedures. Enter orders in eVA. Allocate purchases into accounts, sign off on purchases and reconcile each cycle in Works. Make purchases for the department using State's procurement regulations. Request quotes and select the vendor that best meets our needs and price. Perform duties as outlined in the finance security addendum. Complete audits with finance office as required.
• Cash Handling: Reconcile in-person transactions daily, prepare transmittals, and deposit cash. Reconcile online transactions monthly with CashNet, Banner, Fusion. Responsible for making sure we are in compliance with PCI Data security standards. Provide cash handling and PCI compliance training to new student employees. Communicate Fusion and EagleOne reports the first of each month to Finance. Complete audits with finance office as required. Request Cashnet sites when needed.
• Operations: Serve as primary responder for customer service inquiries related to memberships, FUSION profile, refunds requests, etc.
• FUSION: Serve as the FUSION project manager and department representative for all software communications. Manage and create Fusion registration process for all new memberships, programming, guest passes, products & equipment, facility setup, scheduling of programs, locker service, towel service, etc.
• Marketing: Supervise marketing interns, participate in intern-s office hours and meetings, and provide input. Help with marketing projects and decision making. Disseminate all department messaging through website content creation and update website content. Work on special projects for Campus Recreation as needed.
• Residence Life Finance: Manage department's budget. Verify student employment FOAPS to ensure funding source. Reconcile interdepartmental charges to ensure proper funding source is used. Maintain a budget spreadsheet to track the seven FOAPs for the department. Regularly review budget health and potential shortfalls with Assistant Dean to determine cuts or reallocations needed. Manage the budget for Eagles in Recovery. Manage the Foundation 8-fund for Resident Life. Serve as contract administrator for the department. Following regulations, verifying price structures, scheduling vendors on-campus work, payment; renewals SPCC. Make all operational purchases for the department. Ensure quotes are obtained as required. Ensure everything is entered into eVA accurately when needed. Ensure compliance with paperwork (sign-offs, business meal forms, retention of documents). Ensure exclusive contracts, SWAM and micro SWAMs are utilized when possible and/or required. Complete audits with finance office as required.
• Finance Cards: Ensure proper procedures are followed by RA staff who sign out cards. Ensure compliance with paperwork (sign-offs, business meal forms, retention of documents). Ensure exclusive contracts, SWAM and micro SWAMs are utilized when possible and/or required. Complete monthly audit with Finance office.
• TESS: Process housing deposits that come in electronically through CashNet or cash/check. Run audit reports. Input in Banner. Reconcile reports with CashNet, Banner, and StarRez.
• Chrome River: Submit preauthorization requests for travel. Scheduling all travel for students, candidates, guests, and staff including flights, ground transportation, and registration. Submit requests for travel and non-travel reimbursements

Required KSAs/Competencies/Qualifications

• Knowledge of and the ability to perform and manage a variety of business and administrative functions, including, but not limited to, accounting, budget, finance, procurement, and office services/systems.
• Excellent management and organizational skills.
• Extensive computer skills using Microsoft Office applications.
• Excellent oral and written communication skills.
• Excellent attention to detail and accuracy.
• Ability to provide excellent customer service.

Required Experience:

• Progressive office management experience

Additional Considerations:

KSAs

• Knowledge of Banner, Commerce Manager, eVA, Works
  
  
  

Special Instructions

You will be provided a confirmation of receipt when your application and/or résumé is submitted successfully. Please refer to “Your Application” in your account to check the status of your application for this position. To be considered for this position a state application must be received through the online employment system at https://jobs.umw.edu/.

Selected candidate(s) must successfully pass a criminal history background check. Employment verification will be conducted to include current/previous supervisory employment reference checks. Other financial, credit, driving, background checks or completion of Statement of Economic Interests may be required for certain positions. For more information, please visit http://ethics.dls.virginia.gov/.

The University of Mary Washington is an equal opportunity employer committed to creating and supporting a diverse and inclusive work and educational community that is free of all forms of discrimination. This institution does not tolerate discrimination or harassment on the basis of age, color, disability, gender identity, genetic information, national origin, parental status, political affiliation, race, religion, sex, sexual orientation or veteran status. We promote access, inclusion and diversity for all students, faculty, staff, constituents and programs, believing that these qualities are foundational components of an outstanding education in keeping with our mission. The university is interested in candidates whose experience and qualifications support an ongoing commitment to this core quality.