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Location

Flagstaff, AZ | United States

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Job description

Assistant Manager, Academic Department Support

Location: Finance Service Team
Regular/Temporary: Regular
Job ID: 607524
Full/Part Time: Full-Time

Workplace Culture

NAU aims to be the nation's preeminent engine of opportunity, vehicle of economic mobility, and driver of social impact by delivering equitable postsecondary value in Arizona and beyond.

Special Information

• ***This position is open to current regular, benefit-eligible NAU employees ONLY. (Temporary employees, student workers, variable-hour benefit-eligible employees, and other non-regular employees are not eligible to apply).***
• This position is posted as Assistant Manager, Academic Department Support, which is a working title. The NAU system title for this position is Assistant Manager, Finanical Administration
• This position is an on-site position which requires the incumbent to complete their work primarily at an NAU site, campus, or facility with or without accommodation. Opportunities for remote work are rare.

Job Description

Hires, trains and supervises assigned Reimbursement Processing Support staff. Coordinates and oversees the financial and finance-related transactions within assigned functional team (academic or administrative) to ensure proper prioritization, sequencing, and timing. Assembles and analyzes financial documents, data and transactions; and prepares statements and reports relating to assigned areas of responsibility. Acts as the primary point of contact for questions concerning university travel and expense reimbursement policy and processes for university faculty and staff and Reimbursement Processing Support (RPS) staff.

Training and Supervision - 60%

• Supervises Academic Travel Team Coordinators and Student Travel Specialist staff by assigning and coordinating work, setting daily and weekly priorities, managing performance and approving time.
• Serves as the primary point of contact for service recipients and departments as well as direct reports staff seeking day-to-day guidance on expense reimbursement and travel policy and business process.
• Answers finance-related questions, making judgement calls when appropriate, and escalating issues to department Manager as needed.
• Trains internal employees and assists in training service recipients on expense reimbursements and travel business processes and policies.
• Resolves escalated and complex finance-related questions and coordinates issues with Manager when appropriate.

Data and Case Management - 20%

• Utilizes the university's digital workflow management system, the Employee Service Center (ServiceNow), to coordinate and assign financial and finance-related transactional work to RPS Coordinators & Specialists, including but not limited to: verification of appropriate case type, receipt of all required approvals, compliance with policy and processes, completeness of funding information and completeness of all transaction specific information and forms.
• Initiates and completes Travel Coordinator functions as back-up to Travel Coordinators, including but not limited to: booking travel accommodations, securing transportation, and purchasing conference/event registration, initiates and/or maintains travel related forms and documentation, etc.
• Coordinates travel advance (TA) and Zelle travel payments as back to the Assistant Manager of Administrative Department Support, ensuring compliance with policy and business need, following each case thru completion.

Finance Management - 10%

• Reviews expense claim forms and support documentation for compliance with policy prior to initiation of expense reports as needed.
• Reviews, as backup, Travel Advances and Zelle payments to university travelers.
• Initiates journal entries and expense reports in PeopleSoft Financials as backup to staff.

Process Management - 5%

• In conjunction with department leadership, recommends and implements process improvements and new procedures to improve the efficiency and effectiveness of key functional transactions and processes.

Other - 5%

• Other duties as assigned.

Minimum Qualifications

• Bachelor's degree in accounting, finance, or related field or equivalent AND
• 1-2 years of experience in accounting or fiscal administration, OR
• Any combination of relevant education and experience may be substituted for the educational requirement on a year-for-year basis.

Preferred Qualifications

• Accounting experience in higher education.

Knowledge, Skills, & Abilities

• Advanced knowledge of principles, practices, and functions of effective financial management.
• Advanced knowledge in applicable policies and regulations regarding purchasing, payables, reimbursements, and other financial transactions.
• Understanding of appropriate and allowable costs related to various funding sources.
• Knowledge of supervisory practices and principles.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
• Skills in writing detailed numerical computations and reports.
• Skills in computerized accounting systems and applications.
• Understand business needs of service recipient organizations.
• Interpret financial reports and statements to identify trends or issues.
• Exercise independent judgment in gray areas.
• Communicate effectively; in-person, email and by phone.
• Actively listens.
• Analyze complex situations and anticipates issues.
• Coaches and mentors others.
• Manage relationships and service recipient interactions.
• Balance competing priorities and sets priorities for others.
• Critical thinking and problem solving.
• Adaptable easily to frequent change.
• Work collaboratively within a cross-functional team.
• Work with highly confidential and/or sensitive information.
• Promote a diverse, inclusive environment.

Background Information

This position has been identified as a safety/security sensitive position. Therefore, per AZ Revised Statute, Northern Arizona University requires satisfactory results for the following: a criminal background investigation, employment history investigation, degree verification (in some cases) and fingerprinting. If you are applying for a job that requires a CDL, you will be required to register with the Federal Motor Carrier Safety Administration Drug & Alcohol Clearinghouse and adhere to the clearinghouse requirements. Additionally, as an employer in the state of Arizona, NAU is required to participate in the federal E-Verify program that assists employers with verifying new employees' right to work in the United States. Finally, each year Northern Arizona University releases an Annual Security Report . The report is a result of a federal law known as the Clery Act. The report includes Clery reportable crime statistics for the three most recent completed calendar years and discloses procedures, practices and programs NAU uses to keep students and employees safe including how to report crimes or other emergencies occurring on campus. In addition, the Fire Safety Report is combined with the Annual Security Report for the NAU Flagstaff Mountain Campus as this campus has on-campus student housing. This report discloses fire safety policies and procedures related to on-campus student housing and statistics for fires that occurred in those facilities. If you would like a free paper copy of the report, please contact the NAUPD Records Department at (928) 523-8884 or by visiting the department at 525 E. Pine Knoll Drive in Flagstaff.

Salary

Salary budgeted at $61,655.

FLSA Status

This position is exempt from the overtime provisions of the Fair Labor Standards Act (FLSA) and therefore will not earn overtime or compensatory time for additional time worked.

Benefits

This is a Classified Staff (CLS) position. NAU offers an excellent benefit package including generous health, dental and vision insurance; participation in the Arizona State Retirement System; paid vacation and 10 holidays per year; and tuition reduction for employees and qualified dependents. More information on benefits at NAU is available on the Human Resources benefits website . Classified Staff employees are in a probationary status for their first six months at NAU. NAU is a tobacco and smoke-free campus. Employees offered a position will be eligible for state health plans (including NAU's BCBS Plan). New employees are eligible for benefits on the first day of the pay period following their enrollment, after their employment date. Employees will have 31 days from their start date to enroll in benefits. Additionally, new employees will begin participating in the Arizona State Retirement System, and the long-term disability coverage that accompanies it, on the first of the pay period following 6 months after the new employee's start date.

Learning and Development

Your career at Northern Arizona University includes the opportunity for professional development. New employee on-boarding training includes courses to be completed within the first 30 days.

Immigration Suppt/Sponsorship

NAU will not provide any U.S. immigration support or sponsorship for this position.

Application Deadline

March 13, 2024 at 11:59 p.m.

How to Apply

To apply for this position, please click on the "Apply" button on this page. You must submit your application by clicking on the "Submit" button by midnight of the application deadline. If you need assistance completing your application there are instructions available on the Human Resources website or in person in the Human Resources Department located in Building 91 on the NAU Campus - on the corner of Beaver and DuPont Streets.

If you are an individual with a disability and need reasonable accommodation to participate in the hiring process, please contact the Disability Resources Office at 928-523-8773, [email protected] , or PO Box 5633, Flagstaff AZ 86011.

Equal Employment Opportunity

Northern Arizona University is a committed Equal Opportunity/Affirmative Action Institution. Women, minorities, veterans and individuals with disabilities are encouraged to apply. NAU is responsive to the needs of dual career couples.

Know Your Rights Poster

NAU is an Employer of National Service. AmeriCorps, Peace Corps, and other National Service alumni are encouraged to apply.

To apply, visit &Action=U&FOCUS=Applicant&SiteId=1&JobOpeningId=607524&PostingSeq=1

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