Job ID: 2021-12803 Type: Full-Time # of Openings: 1 Category: Financial Services and Procurement
Reporting to the Manager for Finance and Budget, the Assistant Manager is a hands-on leader assisting in the responsibility of the financial and business management of the Facilities Business Office (FBO) within the Facilities Finance and Administrative Services (FFAS) department at Princeton University. Acting as a financial representative, the Assistant Manager is responsible for various accounting functions, monthly and annual reconciliations, the annual year-end closing process, and supervision of the Business Analyst team within the FBO. This position ensures that effective financial and accounting system controls are in place and are consistent with a comprehensive understanding of accounting in accordance with Generally Accepted Accounting Principles (GAAP). Though this role actively supports the Manager, the Assistant Manager works independently, with broadly defined work objectives.
With a $130M annual operating budget, the Assistant Manager will support the Manager, FBO by partnering with various Facilities departments to provide focused support in all areas of budgeting and financial management. In addition to regular duties, the Assistant Manager, FBO will also take the lead on various special projects, including some involving cross-departmental teamwork. In order to meet the group’s day-to-day tactical initiatives, this position will be called upon to provide administrative direction and guidance to the office to make sure the team is at peak efficiency.
Reconciles and is responsible for several of the organizational balance sheet accounts for cash, inventory, accounts receivable, and accrued revenue/expenses. Communicates and coordinates the verification and reconciliation of all items with the Manager, FBO in a timely manner. Prepares Adjusting entries upon follow-up analysis and communicate with appropriate departments within Facilities to correct any variances.
Prepare monthly cash reconciliations for the University’s Managed Commercial Properties portfolio, consisting of approximately fifteen properties. Compare cash balances in the general ledger to respective bank accounts and ascertain any differences. In addition, this position will collaborate with the 3rd party Property Management firms during the reconciliation process.
Provide support to the Manager, FBO during the annual year-end close process, which includes, but is not limited to the preparation of journals for purchase order accruals and inventory account reconciliations.
Provide information and data to the Manager, FBO to ensure smooth operation of the operating budget, including aspects related to the Office of Finance & Treasury and internal/external Facilities partners. This includes report generation, transaction detail analysis and clear communication of financial information.
Complete analytical review of financial reports for appropriateness and accuracy. In addition, provide explanation for any significant variances which is furnished to internal management, as well as external auditors.
Recognize patterns and trends in operating results and suggest areas for further investigation/review
Ensure compliance with University policies and governance
Prepare a variety of ad-hoc financial reports, schedules, account analysis and journal entries applying Generally Accepted Accounting Principles (GAAP).
Identify areas of improvement within FBO, specifically in areas such as removal of redundant processes.
Assist and provide valuable input on certain Strategic Initiatives within Facilities.
Manage a staff of 2-3 business analysts. This includes all aspects of staff management such as establishing goals and objectives, providing annual performance appraisals and salary increase recommendations and hiring open positions, when applicable.
Develop staff by providing enrichment opportunities both on and off campus. Clearly communicate expectations and help employees reach or exceed these expectations by teaching, coaching and advising in both formal and informal settings.
Ensure there is adequate cross-training exists amongst team members for effective backup, as necessary.
Communicate and enforce University policies and procedures.
Maintain relationships with strategic areas such as Finance & Treasury (Specifically Procurement & Accounts Payable group) and third-party property managers.Understand processes and establish best practices within the department.
Verify and post transactions to journals, ledgers and other records, and prepare supporting documentation for account reconciliations.
Maintain and update certain departmental master files accurately and consistently.
Support ongoing strategic initiatives within FFAS & Facilities.
Provide processing backup support to Business Analyst team, as necessary.
Bachelor’s degree in Accounting, Finance, or related field.
A minimum of 3-5 years’ experience in financial administration with a strong accounting background.
Strong analytical skills and high attention to detail.
Excellent communication (both verbally and written) and relationship building skills with an ability to prioritize and work with a variety of internal and external stakeholders.
Strong customer-service orientation-as part of a shared-service operation, must be highly focused on customer needs.
Work comfortably within a fast-paced deadline driven organization.
Ability to work well in a team setting. Personal qualities of integrity, credibility, professionalism, a commitment to lead by example and a dedication to the mission of the Facilities organization and Princeton University.
Prior experience in a Higher Education setting.
Strong accounting experience.
Prior management experience
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
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.