Assistant Financial Director of Auxiliary Services

Position Objective The Assistant Director of Finance and Parking Systems Administration provides strategic and operational oversight of the university's parking system and associated financial functions, with secondary responsibility for supporting fleet-related systems and financial processes. This role is responsible for ensuring effective utilization of parking resources, integrity of financial operations, and compliance with applicable regulations. The Assistant Director leads the administration, optimization, and continuous improvement of system-based processes supporting parking services, while also overseeing key aspects of the university's fleet system. This position maintains a comprehensive and accurate record of financial transactions and supports data-driven decision-making through financial analysis, reporting, and system enhancements. The role collaborates across departments to ensure efficient service delivery and strong internal controls. Essential Functions Parking System Administration & Operations – Oversee the administration and optimization of the university’s parking system to support permit management, parking utilization, and customer service functions. Develop and implement procedures related to permit allocation, distribution, and renewals across parking facilities. Collaborate with departmental leadership to ensure efficient workflows, accurate data entry, and effective system usage. Troubleshoot operational issues and support continuous system improvements. (20%) System Management & Process Improvement – Manage and maintain system platforms supporting parking operations, including configuration, issue resolution, and coordination with system support providers. Provide oversight of the fleet management system to ensure proper setup, usage, and alignment with operational needs. Identify opportunities to enhance system functionality, streamline operations, and improve user experience across both areas. (10%) Data Reporting & Analytics – Develop, maintain, and enhance reporting tools and queries to support operational and financial decision-making. Analyze data to identify trends, improve efficiency, and reduce processing time. Ensure consistent and accurate reporting across parking and related fleet activities. (10%) Operational Oversight & Program Knowledge – Apply knowledge of parking operations and applicable regulations, along with general fleet management practices, to support effective program administration. Provide leadership and guidance to staff supporting parking operations and related services. (10%) Financial Operations & Billing Oversight – Maintain oversight of all financial transactions related to parking operations, including internal and external billing for services. Support and oversee billing processes associated with fleet services as needed. Ensure accurate processing of invoices, credit card transactions, refunds, and account adjustments, and monitor workflows for completeness and accuracy. (15%) Financial Analysis & Reconciliation – Conduct detailed reviews of financial accounts, investigate discrepancies, and prepare journal entries as needed. Reconcile accounts, track budget-to-actual performance, and ensure compliance with accounting standards. Collaborate with central finance offices on monthly reconciliations and reporting requirements. (10%) Financial Reporting & Systems Development – Prepare and maintain financial statements, forecasts, and management reports. Evaluate existing reporting processes and develop enhancements to improve accuracy and usability. Document business requirements for financial and decision-support systems to ensure consistent data governance. (10%) Budgeting & Financial Strategy – Lead the development of annual budgets and financial projections for parking operations, with input from fleet-related activities. Analyze historical data and trends to support forecasting and long-term planning. Provide recommendations to leadership on financial strategies and resource allocation. (10%) Nonessential Functions Compliance, Controls & Continuous Improvement – Ensure compliance with applicable regulations, policies, and internal control standards. Identify control gaps or inconsistencies and recommend process improvements. Monitor financial and operational trends and implement changes to improve efficiency and effectiveness. (5%) Perform other duties as assigned. ( Contacts Department: frequent contact with the vice president to discuss financial information related to the division's operations, collaborate/facilitate strategic planning/prepare and communicate, identify potential obstacles/solutions, report achievements and progress, recommend needed resources, provide feedback on performance, seek out and suggest improvements to operations/issues. Frequent contact with the finance director to discuss department finances and project financials/cash flow analyses and progress updates. Moderate to regular contact with the other division directors to discuss operational financials, collaborate/facilitate strategic planning. University: Regular contact with university staff especially in the controller's office for reconciliation review, and the treasurer for cash management items. Frequent contact with the assistant controller for capital assets, the capital asset accountant, and various staff in procurement and accounts payable office to confirm project financial information, handle issues related to procurement requisitions and contractor invoices. Frequent contact with various management center and department administrators and staff, internal audit, treasurer's office, general counsel, controller's office, administration, campus services, school of engineering, school of medicine, insurance/risk management. External: frequent contact with vendors, contractors, government agencies, and other outside agencies and their representatives related to project contracts/agreements, insurance, and invoice resolution. Occasional interaction with representatives of other colleges/universities for information gathering/ sharing, networking, etc. Students: Moderate interaction with graduate and undergraduate student employees and with students as related to project work on campus and with students who are doing projects with the assistance of members of this division. Qualifications Experience: 5 or more years of administrative work experience required; experience in a university or non-profit setting preferred. Education: Bachelor's degree required. Required Skills Requires strong analytical skills, great organizational and communication skills. Superior attention to detail and accuracy, and problem-solving ability. Ability to maintain the confidentiality of sensitive information. Intermediate to advanced knowledge and skills with Microsoft Office products, especially Word and Excel. Familiarity with PeopleSoft a plus Demonstrated history of successful support, education, and advocacy for all students, aligned with the values, mission, and messaging of the university, while adhering to the staff policy on conflict of commitment and interest. Ability to interact with colleagues, supervisors, and customers face to face. Ability to meet consistent attendance. Willingness to learn and utilize Artificial Intelligence (AI). Working Conditions This position is performed in a typical office environment. Duties involve repetitive motions such as typing and using a computer mouse, with prolonged periods of sitting and occasional standing. Chemical exposure is minimal and limited to routine office products such as sanitizer wipes. #J-18808-Ljbffr