Job ID: 2019-10122 Type: Full-Time # of Openings: 1 Category: Campus and Auxiliary Services
The Assistant Director, Finance and Customer Service is responsible for all financial matters of Print and Mail Services (P&M) and for the management of the customer service staff located at the Forrestal Campus. The position also oversees the IT component within Print and Mail Services and supports the Director in key areas of the department.
Responsibilities include comprehensive internal database management, budget preparation, record keeping, ledger reconciliation, inventory control, internal and external invoicing, and cost center reporting. The position is also responsible for preparation of data reporting as assigned by the Director. These activities include print production performance assessment, production tracking, and upholding the prescribed production workflow.
The position will also oversee the customer service personnel at the department’s Forrestal Campus location. Print and Mail Services fulfills more than 6,000 jobs annually, and it is crucial that the department fulfill those jobs in a timely and accurate manner. The Assistant Director, Finance and Customer Service must ensure that the customer service operations meet or exceed the expectations of the department’s clients, and that any concerns are promptly addressed.
The print element of Print and Mail Services is a cost recovery department; therefore, it is critical that the Assistant Director, Finance and Customer Service maintain accurate cost analysis and profitability data to ensure fiscally responsible reporting for the department. He/she provides data to senior administration for return on investment (ROI), request for proposal (RFP) data, and budget projection support. The position will be responsible for collection of data to measure financial performance regarding predetermined goals including assessment input for equipment purchases.
In addition, the position assures financial compliance with vendor leasing contracts and with University audit and control procedures. The position directly supervises and appraises two FTEs within the finance, customer service, and IT areas in Print and Mail Services. In addition, there are three more FTEs in those areas which are indirectly managed by this position, resulting in the oversight of a team of five employees.
The Assistant Director, Finance and Customer Service is also responsible for the fiscal management of Mail Services. This includes budget preparation as well as processing of all mail revenue and expenditures in a manner compliant with all University guidelines. Mail Services differs from Print Services in that Print is a cost recovery organization whereas Mail is not.
As a member of the central finance team for University Services, he/she may be called upon to work with other University Services departments.
The position balances a significant workload and works collaboratively with a varied group of people. He/she manages multiple challenges daily, while maintaining routine responsibilities. Business management for Print and Mail Services has broad implications within the campus community at many levels; therefore, decision-making needs to be consultative in nature with affected and impacted constituencies. The Assistant Director, Finance and Customer Service is expected to maintain confidentiality at all times and assures that confidentiality is maintained by direct reports.
Cost savings, expense reduction, monitoring profitability, effective operational workflows, cost center accounting, appropriate financial controls, and maximum productivity is required to meet the needs of the campus community. The position requires flexibility to address the evolving needs of Print and Mail Services. He/she must interact effectively with individuals at all levels within and external to the University. The position must possess excellent management, analytical, financial, and customer service skills. Furthermore, the Assistant Director, Finance and Customer Service must exhibit a high level of financial expertise to accurately generate complex database reports.
A full job description will be furnished prior to interview.
Fiscal Management and Database Oversight
Prepares accurate account, expense, revenue, and audit reconciliations of finances for the print element (Forrestal Campus and Digital Print Center) and mailing element (Forrestal Campus and Frist Campus Center package operations) of Print and Mail Services.
Prepares detailed reporting using the University’s PRIME system with competency of financial and administrative functions pertaining to funds and accounts. Reports actual financial results vs. budget on an ongoing basis. Collects, organizes, analyzes, and presents information that enables P&M to measure financial performance towards established goals.
Adheres to University fiscal compliance guidelines. Functions as the department’s lead user of the University’s financial system (PRIME). Offers assistance and training for staff’s access to Information Warehouse, PeopleSoft, Labor Account, Concur, Prime, and other related on-line financial resources. Ensures that staff have access to information, as deemed appropriate.
Analyzes financial statements provided by outsourced contract vendors to determine variances from past performance.
Prepares and manages the detailed annual budget for P&M for review by senior management. Works with the Budget Office to ensure that the departmental budgets are accurately included in the University’s accounting system.
Works, in consultation with Director, to maintain appropriate contract terms and conditions, including amortization requirements.
Performs a variety of tasks that include preparation of journal entries, and cash, balance sheet and non-operating fund reconciliations.
Oversees accurate and timely departmental purchasing requirements and adheres to University procurement practices for requisitions (POs), miscellaneous vouchers, employee reimbursement, and petty cash disbursement.
Prepares monthly reconciliation of departmental credit cards and ensures card usage compliance.
Arranges for purchasing of all forms of postage used at P&M from US Postmaster and other appropriate postage vendors.
Oversees Finance and Customer Service Coordinator to ensure all costs are incorporated into invoices to clients.
Submits invoices to University clients via the University Departmental Charge System (DCS).
Submits written invoices to University clients who do not possess an internal chartstring and consults with University Finance & Treasury colleagues concerning outstanding balances.
Monitors revenue for allocation by appropriate type: DCS, credit card, cash, check, or TigerCard.
Manages relationships with outsourced print and equipment vendors to ensure compliant and effective results for Princeton University, as well as valid standing within the University’s PRIME financial system.
Oversees the outsourced vendor partnership program coordinated by the Office of Procurement.
Makes recommendations to the Director related to pricing and optimal job fulfilment strategies. Conducts analysis and develops models for new initiatives and proposals.
Processes and approves P&M departmental regular and overtime payroll for biweekly and casual hourly employees. Manages any issues with non-compliance of stated work hours.
Processes and approves P&M departmental regular and overtime payroll for temporary employees contracted thru University-approved temporary staffing agencies. Manages any issues with non-compliance of stated work hours.
Attends University Services Finance Team meetings.
Customer Service Coordination
Responsible for supervision of the Customer Service Manager, who in turn oversees the following staff at the Forrestal Campus: one Customer Service Representative and one Customer Service Representative / IT Coordinator.
Ensures that customer service staff maintain professional working relationships with all P&M clients throughout the University community.
Seeks continuous feedback from clients regarding P&M performance and client needs assessment.
Reviews and approves paper stock orders processed by Customer Service Representatives.
Reviews and approves outsourced vendor orders processed by Customer Service Representatives.
Ensures that Customer Service Representatives are accurately expediting jobs into print production area with maximum efficiency.
Ensures that Customer Service Representatives are providing accurate job estimates to clients so P&M fees are provided to clients prior to production of a job.
Conducts customer service meetings on a regular basis.
Management, Data Collection and System Upgrades
Supervises the Finance & Customer Service Coordinator and the Customer Service Manager.
Administers annual performance appraisals; counsels and mentors employees as required.
Provides staff with training opportunities.
In coordination with information technology staff in University Services and the University’s central Office of Information Technology (OIT) department, responsible for Avanti database, including implementation and oversight of upgrades to the system, as recommended by the Director.
Responsible for maximizing the use and capabilities of the Avanti database. Utilizes database to provide reports on print, copy and mailing activities, and trends. Conducts profitability analysis regarding cost center viability based on actual Avanti job data.
Assures staff are fully trained in all aspects of Avanti with full staff utilization of the database.
Assures the appropriate staff maintain the Avanti database program, providing production and sales reports in a timely and consistent manner.
Responsible for Avanti database functionality and interfaces with University Services technology staff.
Maintains up-to-date Avanti cost based estimating and production tracking database modules.
Tracks market data to ensure P&M is offering competitive rates to all clients.
Works with University Services IT staff to ensure data security of all equipment operated by Print and Mail Services.
Actively participates in the University Services data analytics initiative, providing information and insight into data, its location and visualizations.
Other Duties as Assigned
Maintains appropriate P&M personnel records including vacation, sick, and personal absences in compliance with labor accounting policies.
Attends Human Resources training sessions to ensure departmental compliance with policies and practices.
Attends regularly scheduled staff meetings, committee assignments, and staff development opportunities, and professionally represents the Office of Print and Mail Services.
Bachelor’s degree in accounting, finance or related field or Bachelor’s degree in another field with 5 to 8 years’ experience in progressively responsible business positions involving finance, budget, control, general ledger accounting, financial analysis, management, and record keeping.
5 years of database experience.
Strong analytical and quantitative skills and related technical expertise using both client server and web-based environments.
Ability to manage details and organize data and related information for various key constituencies.
Capacity to forecast budgets and perform sound analysis and model for proposed budget changes.
Demonstrated ability to manage client relationships.
Strong interpersonal and customer service skills.
Excellent communication skills.
Demonstrated ability to work well under pressure with multiple / competing deadlines.
Demonstrated ability to work in a timely manner and maintain deadlines.
Demonstrated ability to work successfully in both a team environment and individual basis.
Demonstrated ability to maintain high ethical and confidentiality standards.
Excellent problem solving and decision making skills.
Expert ability to navigate and create reports from financial management systems.
Proficiency in working with computer applications and information systems, including Microsoft Excel.
Demonstrated ability to be flexible and successfully work in a constantly changing environment.
Proven ability to lead projects.
Entrepreneurial and business development experience and acumen.
5 years of progressive financial experience in a graphic services environment.
Prior experience working in a higher education environment.
Experience working with a complex financial accounting system, such as PRIME.
Working knowledge of direct mail and USPS regulations.
Experience with data analysis and related applications (e.g., Tableau software).
Princeton University is an Equal Opportunity/Affirmative Action Employer and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity or expression, national origin, disability status, protected veteran status, or any other characteristic protected by law. EEO IS THE LAW
Internal Number: 111657213
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