Finance and Administration Manager
Smith College is accepting applications for a Finance and Administration Manager. Reporting to the Director of Libraries, the successful candidate will serve as financial and operations administrator for the Smith College Libraries and will manage the development of annual financial plans and monitor expenditures of the operating budget, current funds, endowed funds and grants; coordinate the budget process to maintain comprehensive financial information and compliance with relevant policies, procedures, and financial standards; serves as the financial advisor to the Dean, working collaboratively with Library Directors on budgetary planning and management, operations and strategic initiatives to allocate and prioritize resources strategically for short and long range planning: and supports library efforts in creating an inclusive, collaborative library environment dedicated to user service and open access.
DUTIES AND RESPONSIBILITIES:
Fiscal Affairs: Oversee & administer the Libraries’ operating budget and all accounting functions including accounts payable, expense reimbursements and payroll. Build financial projections and develop multiyear outlook and strategy. Coordinate financial planning activities closely with the Office of the Vice President for Finance and Administration and the Controller’s Office including preparation of annual budget and year-end closing adjustments. Design and implement reporting packages specific to the library. Analyze actual vs budget variances and provide insight and recommendations regarding variances. Oversee monitoring and reconciling procurement card activity for the libraries’ operating budget. Provide regular budget updates to the Library Leadership Team and communicate finance and operations updates and news regularly to library staff. Deliver staff training on College and Libraries’ financial policies and practices.
Administrative Operations: As a member of the Library Leadership Team, contribute to library strategic planning particularly in finance and operation areas. Contribute to and advise on policy development and implementation. Steward data collection and analysis process for library activities and finances. Establish and oversee data warehouse. Collect, manage and analyze data about the work, use and finances of the libraries. Serve as point person for surveys and other requests for information about Smith College Libraries. Manage the request process for large scale purchasing in collaboration with library colleagues and committees. Steward the internal process for approving and filling open positions. Initiate and maintain cooperative relationships with other college departments including Provost, Finance, Facilities and Events Management Offices. Coordinate with college offices and outside vendors to ensure effective administrative support and management of expenses. Build out and maintain central repository for vendor management. Responsible for maintenance, scheduling and disposition of administrative records and other functions as needed. May oversee 1-2 direct reports. Perform related duties as required.