Department: Jimmy and Rosalynn Carter School for Peace and Conflict Resolution (Carter School)
Director of Finance and Human Resources, Jimmy and Rosalynn Carter School for Peace and Conflict Resolution
The George Mason University, Carter School for Peace and Conflict Resolution is looking for an enthusiastic and energetic person for the Director of Finance and Human Resources. George Mason University has a strong institutional commitment to the achievement of excellence and diversity among its faculty and staff, and strongly encourages candidates to apply who will enrich Mason's academic culturally inclusive environment.
The Director of Finance and Human Resources provides strategic oversight of the school's budget and financial operations and manages Human Resources. Primary responsibilities include managing the daily accounting operations covering an annual operating budget close to $10M ($6M E&G, $3M sponsored programs, and $1M Foundation spending), preparing annual budget and mid-year and annual forecasts, and providing monthly sponsored project and center financial reports. In addition, the Director manages workflows and develops processes and procedures for all fiscal activity for the Carter School programs and centers, ensuring that all receipts and disbursements are processed in a timely, accurate, and compliant manner. The Director supervises all sponsored project purchasing, spending, and financial reporting.
Responsibilities include, but are not limited to:
Manage the financial and fiscal operations for the Carter School, 3 research centers, and the Point of View Conference and Retreat Center covering a $6M University operating budget and over $4M in sponsored projects and foundation supported activities;
Track expenses as they occur and provide monthly reconciliation with University financial systems;
Processing of all cash/donor receipts (excluding tuition) and disbursements;
Maintain chart of accounts, cost center structure, and develop customized system reports;
Ensure expenditures are in compliance with University, Sponsored Programs and Foundation policies, approvals are within authority levels, and documentation supporting all transactions are maintained;
Manage the monthly reconciliation process for all orgs, foundation accounts, and OSP linked funds (approximately 25 recs/month);
Manage all financial related workflows, including review and approval of all purchases in eVA, travel requests (encumbrances) and reimbursements through travel system, food and beverage authorizations and payment requests, state payment requests for operating budget and sponsored program expenses, as well as review and approval of Foundation vouchers;
Oversee non‐personnel contract processing (including service agreements with outside agencies) procurement and “prompt” payment of account payables;
Manage cash operations ensuring procedures are properly followed, deposit forms are complete and accurate, and deposits are made timely;
Work with Director of Development to ensure Foundation gifts are supported by donor proposals;
Process scholarship payments from private funding sources (Foundation accounts) and University funding sources; track tuition waivers, tuition discounts and scholarship payments;
Maintain account structure by establishing new orgs, linked funds, sponsored project accounts, Foundation accounts, and closing accounts as needed;
Manage set up and processing of payroll related activity for Federal Grants;
Manage payroll processing though Banner ePAF such as special payments and honorariums;
Manage summer research payout process for qualifying faculty members and determine funding allocations;
Prepare invoices and reconciliations for revenue creating activity;
Coordinate with the Office of Continuing Education to manage process of continuing education program expenses and track revenues;
Track and reconcile Point of View revenue and expenses and provide monthly reports to the Director;
Review contracts and ensure compliance with University procurement policies and procedures;
Manage year-end close process and reporting.
Develop Annual Operating budget covering 6M University operating budget and over $4M in sponsored projects and foundation supported activities; includes developing detailed budgets in support of all cost centers;
Prepare timely and accurate monthly financial reports comparing actual expenditures to budget; identify budget risks and opportunities for savings. Reports include departmental budgets (graduate program, undergraduate program, technology, events etc.) centers, programs, and initiatives;
Prepare and distribute monthly financials report for Center Directors and provide ongoing financial consultation;
Monitor, track, and report monthly to faculty, their fiscal year-to-date expenditures against their faculty research account, including encumbrances; establish and report policies and procedures regarding permissible faculty research account expenditures and approval process;
Manage alignment of personnel costs to appropriate funding sources; continually monitor indirect accounts and completion of funding change forms to redistribute salary and fringe to appropriate center or org on a monthly basis;
Review annual budget model projection and year-end true-up to budget for accuracy and provide input to the Budget office;
Partner with Associate to develop revenue and expense modeling for the School; build School level tools for financial forecasting.
Internal Controls/Policies and Procedures:
Establish internal controls and policies and procedures governing all financial operations; train relevant staff on policies and procedures and ensure compliance with State, University, and Foundation policies and procedures;
Liaison for all internal and external audits for various financial (Banner access, eVA access, miscellaneous payments, program reviews, scholarships, etc.) and HR related functions (new hire process, affiliates, etc.);
Monitor and update authorized signers for all orgs, OSP funds, and foundation accounts.
Grant Pre-Award and Post-Award Support:
Assist PI's to translate project proposals into budget proposals meeting School, University, and Sponsor approval;
Liaison with Office of Sponsored Programs pre-award specialists to assist PI's with preparing budget documents;
Lead post-award meeting with PI and project staff to develop strategy for efficient, effective processing of HR and Finance transactions for the sponsored project;
Liaison with all Purchasing departments and Accounts Payable to ensure appropriate sponsored project transactions are completed;
Maintain and track salary offsets and course reductions listed on proposals, and ensure if projects are awarded, that course reduction information is transmitted to Program Directors and all funding change forms and summer salary are submitted in a timely way.
Serves as Banner Finance Liaison.
Recruitment, Hiring and Onboarding:
Manage recruitment and hiring process to include coordinating the EWP/PD approval process with the Hiring Manager and Classification & Compensation, establish search committees, create position numbers, coordinate salary requirements with Class & Comp, post positions in eWork, advertise externally if required, negotiate salary with HR, coordinate reference checks, create offer letters for Faculty and Administrative Faculty employees, and coordinate offer letters for Classified employees with HR.;
Conduct onboarding process to include HR paperwork, background check, I-9 verification (for new non-benefited employees or those with break in service for greater than 1 year), schedule benefits orientation and required training, establish G #, and coordinate office logistics such as phone set-up, office keys, name plates, and establishment in on-line directories;
Manage contracts/RTS process for Instructional Faculty including additional assignments;
Establish payroll through Banner (ePAFs) and issue offer letters for adjunct professors, student hires, wage employees, and research assistants;
Process tuition waivers and coordinate subsidized health insurance benefits for Graduate Assistants.
Personnel Actions Issues:
Facilitate personnel actions such as salary increases, bonus payments, title changes, retirements, resignations, etc., and ensure compliance with University policies and guidelines;
Coordinate processing of all staff and faculty leave applications ensuring proper documentation and approvals from the Dean, HR, and the Provost are obtained and FTFs/CTFs processed accurately; ensure sponsored research grants have proper grant documentation and work with OSP to establish the budget, linked funds, and PI reports, etc.; ensure tenure study leave and tenure track study leave applicants have followed the proper internal approval process and coordinate budget relief with the Budget office and Provost office;
Coordinate regularly with the Associate Dean regarding faculty contract status to ensure contracts are renewed timely;
Draft full time faculty contracts and process hiring proposals, renewals and extensions through appropriate Provost Office systems;
Manage employee termination process by engaging Employee Relations and the supervisor to ensure all courses of action to communicate performance issues have previously been communicated, performance improvement plans were in place, and making sure termination is the next step;
Manage all separation paperwork and exit interviews, including collection of University and Carter School property.
Performance Reviews/Personnel Issues:
Oversee the annual performance evaluation process for the Carter School, including all communication to supervisors and employees throughout the process; ensure required paperwork is complete and University deadlines are met;
Manage personnel issues providing guidance on sensitive performance issues and work with supervisor to develop best course of action while ensuring compliance with state and University related rules.
Manage affiliate process including necessary paperwork and Provost approval. This includes affiliate faculty appointments (adjunct), affiliate visiting scholars, affiliate
Internal Number: 49007
About George Mason University
George Mason University is Virginia's largest public university located in the suburbs of Washington, D.C. With strong undergraduate and graduate degree programs in engineering, information technology, public policy, economics, visual and performing arts, life sciences and biotechnology, Mason prepares its alumni to succeed in the workforce and meet the needs of the region and the world.