Job ID: 2019-10868 Type: Part-Time # of Openings: 1 Category: Health Services
The Assistant Finance Manager is part of a team of three financial professionals that provide proactive, responsive, and effective service for 21 units within University Health Services whose funds total approximately $15M and consist of restricted, unrestricted and grant funds.
Reporting to the Finance Manager, University Health Services, the Assistant Finance Manager collaborates with staff internal and external to UHS to ensure effective financial processes are in place, working closely with the Office of Human Resources and Office of Finance and Treasury.
The Assistant Finance Manager serves as a consultant to UHS Directors and other staff with respect to financial and budget matters. Specifically, the Assistant Finance Manager is responsible, in alignment with UHS Finance Manager, for the UHS budget, collaboration with F & T’s Shared Services team, and management of all financial matters associated with human resources, including compensation and payroll.
The Assistant Finance Manager develops and improves processes and procedures; and continually improves mechanisms for timely and efficient workflow. The Assistant Finance Manager proactively communicates University policies, procedures, and regulations, ensuring departmental compliance. They attend all relevant PU and UHS training classes and stay current with changes in policies, procedures, and processes pertaining to financial management.
This position requires a high level of analytical and technical acumen. Competitive applicants will be able to demonstrate core competencies across financial analysis and modeling, accounting, business operations, and basic process mapping and project management.
The qualified candidate must be detail oriented and have excellent organizational, interpersonal, verbal and written communication skills, the ability to exercise discretion and independent judgment, plan and prioritize a diverse workload, creatively solve problems, take initiative and function autonomously as well as function effectively in a team.
As context, here are some facts and figures related to UHS and UHS finance:
$15+ M funds
$600,000 in income
74,000 visits annually
130 unique staff members
~170 HR forms submitted annually
Financial Reporting and Analysis (35%)
Produce reports, analyses, charts, and pivot tables on a recurring or adhoc basis as required in order to meet budget deadlines throughout Princeton University’s annual cycle related to PU operating budget opening and closing processes and monthly closings.
Monitor priorities, fiscal viability and changing conditions for the department as a whole.
Design and develop reporting formats and underlying budgeting and reporting tools and processes. Work independently on data analysis projects and create management reports that draw upon data from multiple applications and sources. Curate data to ensure its accuracy and integrity.
Solicit operational information critical to the budgeting process. Develop budgets and "what if" scenarios.
Collaborate in the management of chart strings within 21 units. Facilitate budgeting, reporting and coding processes by defining, ahead of financial transactions, the applicable chart strings and accounts for different income/expense groupings within Prime.
Ensure the appropriate use of funds according to (1) fund balances, (2) the financial policies and guidelines of the university, (3) generally-accepted accounting principles (4) donor restrictions and grant restrictions, and (5) encumbrances. Monitor fund balances and resolve deficit conditions.
Monitor compliance to individual UHS unit spending plans by reviewing and analyzing financial data. Ensure accurate updates and the correction of errors. Prepare spending plan vs actual variance analyses. Investigate anomalies and unexplained variances.
Human Resource Financial Management (30%)
Manage human resource matters as they relate to UHS salary budget, including policy development, policy interpretation, and consultation regarding compensation.
Prepare and maintain authorized staffing FTE reports. Maintain tracking of new positions added, reconfigured, or transferred to/from among UHS units. Develop spreadsheets demonstrating reorganization of FTEs and salary dollars to support repurposing of FTEs to meet organizational needs.
Act as a resource for UHS employees who have questions/concerns about payroll or compensation matters.
Oversee and/or approve labor transactions in accordance with University and sponsor guidelines and restrictions; ensure timely processing.
Maintain utmost discretion and confidentiality related to UHS salary information.
May be responsible for department time and absence management process and approvals.
Communicating Financial Information (20%)
Assist UHS staff in understanding and complying with University and UHS financial and human resource policies and procedures.
Communicate thoughtful, informed, and appropriate responses to budget issues and queries that have varying levels of financial complexity. Summarize budget issues with clarity and an appropriate level of detail to support managerial decision making.
Analyze financial data and trends and generate reports for leadership team and Executive Director’s office.
Act as a resource for unit managers in putting together unit spending plans, work with units during close to resolve deficits and other year-end issues.
Provide training to department staff who have finance-related duties and responsibilities and provide oversight for their related work.
May conduct external research including peer benchmarks to support initiatives and proposals. May prepare comparative written and financial analyses.
May use data visualization software and financial modeling tools to analyze and communicate complex data and information clearly and efficiently to diverse audiences.
Development and Implementation of New or Improved Business Processes (10%)
Monitor efficiency and effectiveness of processes and procedures and create/improve as necessary. Collect, analyze, and interpret data relating to UHS financial matters to inform review of existing policies and processes and to support recommendations for future improvements.
Think broadly across functional units to ensure multiple perspectives on financial policies and practices. Work collaboratively with units as necessary. Standardize reporting processes when possible.
Assist in team projects, multi-unit reviews, and other initiatives as assigned.
Serves on department, school and/or university committees and working groups related to business and financial processes.
Attends relevant training and outside professional activities.
Performs other duties as assigned.
Five to six years of relevant work experience in institutional or corporate financial analysis
Able to synthesize and depict financial data in a manner that “tells a story”
Aptitude in analytical reasoning & critical thinking
Advanced Excel proficiency, including work with large data sets, tables, sources; and use of data checking and matching techniques, and financial modeling
High intermediate level of proficiency using other Microsoft Office applications (e.g. Word, Outlook) and data base query and reporting packages
Experience reporting quantitative data to both technical and non-technical audiences
Superior detail orientation and organizational skills
Must be reliable, adaptable, and responsive to meet changing work demands.
Ability to maintain composure, tact, and focus in fast paced and dynamic work environment.
Ability to exercise discretion and good judgment
Demonstrated ability to maintain professional standards in relation to confidentiality of financial and patient information
Knowledgeable in principles and methodologies (e.g., Plan-Do-Study-Act, Root Cause Analysis, measurement, data collection, and analysis) needed to support and lead Quality Improvement projects and activities and/or willing to attend UHS-based Quality Improvement basic training within first 6-months of hire.
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: 114691247
About Princeton University
Princeton University is a vibrant community of scholarship and learning that stands in the nation's service and in the service of all nations. Chartered in 1746, Princeton is the fourth-oldest college in the United States. Princeton is an independent, coeducational, nondenominational institution that provides undergraduate and graduate instruction in the humanities, social sciences, natural sciences and engineering.As a world-renowned research university, Princeton seeks to achieve the highest levels of distinction in the discovery and transmission of knowledge and understanding. At the same time, Princeton is distinctive among research universities in its commitment to undergraduate teaching.Today, more than 1,100 faculty members instruct approximately 5,200 undergraduate students and 2,600 graduate students. The University's generous financial aid program ensures that talented students from all economic backgrounds can afford a Princeton education.