Requisition Number: 20122197 Type of Employment: Full-Time Regular Number of Months: Months Employed: Number of Hours per Day/Week: 8/day 40/week Daily Hours: 8:00am - 5:00pm
Summary Position Elon University is a selective, mid-sized private university renowned as a national model for engaged and experiential learning. The mission of Auxiliary Services is to provide effective and efficient services to students, faculty, staff, and guests of the University to support the educational and co-curricular programs of the University.
Auxiliary Services is a department within the Finance & Administration division with oversight of the following units: Barnes & Noble at Elon University, Elon Dining, Laundry, Mail Services, Print Services, Storage Scholars, The Inn at Elon, Trademark & Licensing, and Vending.
This position is an integral part of the team who will provide high level support for the overall day-to-day operations critical to the units for Auxiliary Services. This includes, but is not limited to, budgeting, accounting, staffing, strategic planning, forecasting, data analysis, reporting, sponsored project management, developing internal procedures, and other functions ensuring adherence with established requirements and standards. It is responsible for the design, execution, and effectiveness of a system of internal controls which provides reasonable assurance that departmental operations are effective, efficient, and reliable. This position interacts with all members of the university community and requires an exceptionally high level of discretion due to exposure and access to highly confidential and sensitive information.
Education Requirements Bachelors degree required; Masters of Business Administration preferred.
Degree/Major: Length of Experience: 3-5 years related experience and/or training; or equivalent combination of education and experience. Finance/Accounting skills and experience with leading or managing people/and or processes strongly preferred. Supervisory Experience: Yes
Supervisory Experience Detail Student staff.
Special Skills or Experience LANGUAGE SKILLS:
Must possess outstanding oral and written skills, as well as the ability to communicate effectively within a diverse community.
Ability to read and interpret documents such as contracts.
Excellent oral and written communication skills required.
Ability to write clear and concise general business correspondence, manuals, and reports.
Skill in writing concise, logical, and analytical reports to convey complex issues.
Ability to articulate ideas clearly to colleagues and external parties.
Ability to use basic and advanced mathematical skills to analyze data and make recommendations based on the data.
Ability to compute percent of change and to draw and interpret graphs.
Strong skills in problem solving techniques and critical thinking skills demonstrated by the ability to research, analyze information, evaluate results, and facilitate resolution with a variety of variables in an array of situations. Be able to communicate these solutions and ideas to various groups of individuals; on and off campus.
Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
Ability to think critically and make recommendations for best practices.
Must possess a high level of proficiency and expertise with Microsoft Office software. Advanced proficiency in designing, developing and maintaining complex spreadsheets in Excel is required.
Experience creating graphs, charts and other visual representations of financial data using software such as Excel is required.
Knowledge of Ellucian Colleague and Informer software preferred.
Must have a valid North Carolina drivers license and be insurable by the Universitys carrier. Following a conditional offer of employment, Elon conducts motor vehicle record checks on all job applicants who are required to drive a university vehicle as an essential function of their job. Thereafter, a random motor vehicle record check will be conducted annually. Employment is contingent upon successfully passing a motor vehicle record check.
Must be able to walk the campus to all units of auxiliaries, stand for period of time at events such as admission open house, commencement, convocations, and other university functions.
Quiet to fast paced with changing priorities depending on time of academic year. Office noise is typical of a busy office environment.
OTHER SKILLS REQUIRED
Ability to set priorities and manage a variety of projects concurrently in a fast paced environment.
Excellent organizational and planning skills.
High degree of accuracy, ability to work independently, an awareness of deadlines and confidentiality are also of critical importance.
Excellent customer service skills.
Demonstrated commitment to diversity and success in working with diverse constituencies to support an inclusive campus environment.
Strong and effective interpersonal skills including the ability to listen well and demonstrate sensitivity to and respect for individual needs.
Special Instructions to Applicants
Posting Date: 04/14/2022 Closing Date: Open Until Filled: Yes
General Purpose of Position The position will assist the Assistant Vice President for Auxiliary Services and Assistant Directors of Auxiliary Services in following areas: Barnes & Noble at Elon University, Elon Dining, Laundry, Mail Services, Print Services, Storage Scholars, The Inn at Elon, Trademark & Licensing, and Vending.
Essential Duties and Responsibilities Financial Management
Provide oversight for operating budgets across Auxiliary Services units, analyzing and updating budgets to ensure accurate information; coordinate purchase requisition approval procedures.
Coordinate daily and monthly budget expenditure processing, tracking, and reporting for multiple budgets.
Process reimbursements and accounts payable for various budgets.
Reconcile monthly invoices for dining services.
Assist in maintaining The Inn at Elon financial reporting materials for key stakeholders.
Coordinate and maintain paper and electronic files and records related to contracts, programs and projects, committees, personnel, and budgets.
Prepare correspondence and reports, ensuring they meet assistant vice president level standards in content and presentation.
Maintain all files for Auxiliary Services, including personnel files, contacts/leases, etc..
Responsible for maintaining data, metrics and preparing reports for all Auxiliary Services units. May include researching peer and aspirant programs.
Prepare documents and reports for projects, reports, metrics, meetings, and committees.
Coordinate, plan and execute special projects and initiatives for Auxiliary Services.
Maintain Auxiliary Services website, social media sites, and dashboards.
Provide support for key human resources functions of the department, including recruitment of new staff, annual performance appraisal process, and personnel transitions
Answer/transfer phone calls and check voicemail. Field questions and direct specific requests to the appropriate staff/office.
Initiate and manage requests through Accounting, Human Resources, Admissions, Physical Plant, Purchasing, and other university departments.
Manage schedule and logistics for Assistant Vice President and Assistant Directors, including: scheduling of various committees and group meetings; travel, procurement card expenses and reallocations; and logistics of planning retreats and meetings.
Implement efficient office systems and high-quality customer service.
Coordinate event management logistics for Auxiliary Services meetings and events; including space reservations and set-up requests, catering orders, and technology requests.
Other Duties as Assigned by the Assistant Vice President for Auxiliary Services and Assistant Directors of Auxiliary Services.
Education and Experience Bachelors degree required. Masters degree in Business Administration preferred.
3-5 years related experience and/or training; or equivalent combination of education and experience. Finance/Accounting skills and experience with leading or managing people/and or processes strongly preferred.
Does this position require driving for the university? Yes
Elon University is an equal employment opportunity employer committed to a diverse faculty, staff and student body and welcomes all applicants.
Elon University has built a national reputation as a premier student-centered arts and sciences university that values strong relationships between students and their faculty and staff mentors. Elon is ranked among the top-100 National Universities by U.S. News & World Report, with a No. 1 ranking for excellence in undergraduate teaching and No. 9 for innovation. Global engagement is central to Elons experience and the Institute of International Education has ranked the institution No. 1 in the nation for study abroad for 16 straight years.In addition, Elon is the only university in the nation ranked in the top-20 by U.S. News for excellence in all eight academic programs
Elon University has built a national reputation as a premier student-centered arts and sciences university that values strong relationships between students and their faculty and staff mentors. Elon is ranked among the top-100 National Universities by U.S. News & World Report, with a No. 1 ranking for excellence in undergraduate teaching and No. 9 for innovation. Global engagement is central to Elon’s experience and the Institute of International Education has ranked the institution No. 1 in the nation for study abroad for 16 straight years.In addition, Elon is the only university in the nation ranked in the top-20 by U.S. News for excellence in all eight academic programs “Focused on Student Success.” Elon’s more than 7,000 students prepare to become the resilient, ambitious and ethical leaders the world needs, putting their knowledge into action on campus, in the community and around the globe.