What are the responsibilities and job description for the Director of Facilities Financial and Administrative Services position at Wellesley College?
At Wellesley, our mission is to deliver an outstanding liberal arts education
to women who will make a difference in the world. Our collaborative
community, comprising faculty, students, staff, and alumnae, is guided by
our shared values. We champion intellectual discovery and excellence,
uphold gender equality as foundational to progress, affirm diversity as
crucial to educational excellence, value connection and community, empower
individuals for social change, and commit to integrity and academic freedom
in our pursuit of knowledge. Join us in this transformative journey!
to women who will make a difference in the world. Our collaborative
community, comprising faculty, students, staff, and alumnae, is guided by
our shared values. We champion intellectual discovery and excellence,
uphold gender equality as foundational to progress, affirm diversity as
crucial to educational excellence, value connection and community, empower
individuals for social change, and commit to integrity and academic freedom
in our pursuit of knowledge. Join us in this transformative journey!
When applying for the position, please ensure a thorough review of the job
details. If you are an internal employee, kindly utilize the internal portal on
Workday for your application. Prepare a comprehensive resume/cv and cover
letter for upload. Acceptable formats for these documents are either PDF
(.pdf) or Word (.doc).
Job Posting Title
Director of Facilities Financial and Administrative Services
Job Description Summary
Administrative Exempt
Job Description
The Director of Financial and Administrative Services is a key member of the Facilities team. The Director is responsible for managing the department’s accounting systems, policies, and processes within the context of Wellesley College’s financial policies and procedures. The Director is responsible for working with department managers to create and monitor operating budgets, provide support for campus renewal and long-term financial planning, management of utility budgets and hedging strategies, and managing office operations, including administrative and procurement staff. The Director draws on both technical expertise and exemplary communication skills to fulfil the business management needs of the Department. The Director reports to the Assistant Vice President for Facilities Management and Planning and has frequent communication with the executive leadership and key constituencies within Wellesley College. The Director serves as the primary liaison with the College’s Finance and works closely with the AVP for Budget and AVP for Finance and Controller as a key contributor to the institution’s financial management.
Primary Position Responsibilities:
- Monitors the FM&P budget in whole and per area to ensure it is within budget limits and/or fiscal practices are followed. This includes allocations, expenditures, fund balances and related financial activities.
- Analyzes financial information (e.g. labor and non-labor expenditures, utility expenses, cash management, cost projections, etc.) to provide direction, support, and recommendations to managers and key administrators at the College. The goal is to maximize the effective use of funds, and/or ensure overall operations are within budget.
- Manages all financial transactions for the Department. Processes purchase orders, vendor invoices, time-sheets, etc., assigns appropriate cost codes, and ensures work-flow processes flow smoothly.
- Prepares financial and budget tracking reports for each shop and/or business units. Reviews the budget status monthly with managers and shop supervisors and provides direction and advice regarding strategies to stay on-budget.
- Oversees the manager for purchasing and central distribution of goods for the Department. Ensures that purchases are cost effective and within College purchasing policies, while also meeting supply demands to support the work demand of the organization. Creates and manages processes to accurately account for goods as related to work orders and projects.
- Works with Finance and Technology Services as part of organization-wide efforts to re-engineer systems, processes and procedures to improve financial reporting and streamline workflows. Facilitates the integration of data from work-order management, project management and financial management systems. Works with managers and supervisors to facilitate their use of new reporting capabilities.
- Oversees effective and efficient maintenance of paper and electronic fiscal information, files and records (e.g. purchase orders, accounts payable, accounts receivable, contracts, etc.) for the purpose of providing easily accessible and up-to-date reference and audit trail.
- Conducts periodic internal audits to ensure capital projects are within budget and in accordance with College’s fiscal and administrative practices.
- Assists department managers regarding personnel functions (e.g. job posting, interviewing, evaluating, on-boarding, etc.) for the purpose of maintaining adequate staffing in the department, and enhancing productivity of personnel.
- Directs office operations, and/or processes, to include the management of administrative staff, in support of organizational objectives and ensures compliance with risk management, legal, financial requirements within established timeframes.
- Manage priorities, creating clear direction and follow through to ensure achievement and accountability in the face of competing demands.
- Periodically, serves as on-call manager for the Department (available 24/7 for a week).
- Performs other related duties as assigned.
Supervisory Responsibilities:
- Administrative Staff (4-5 FTEs) and student assistants
- Distribution Center Manager
Basic Qualifications:
Education Required
- Bachelor’s Degree in Finance, Accounting, Business, or similar
Experience Required
- Minimum of 10 years of experience in accounting, budget and financial analysis and management is required.
- Experience in the construction or maintenance industry is strongly preferred.
- Experience in a higher education setting is preferred.
- Management and supervisory experience preferred.
Skills and Abilities:
- Demonstrated experience in operating financial management systems (Workday, PeopleSoft, or similar).
- Strong financial accounting and auditing skills.
- Advanced Excel skills required, with the ability to import and export data from various reporting systems.
- Familiarity with work order management system (TMA or similar) and project management system (ProCore or similar) preferred.
- Experience with and knowledge of benchmarking, best practices related to design and construction departments preferred.
- Strong leadership skills and a collaborative, service-oriented approach to work.
- Excellent communication and interpersonal skills for engagement at all institutional levels and with a variety of constituencies.
Company Description:
Wellesley’s mission is to provide an excellent liberal arts education to women who will make a difference in the world. We advance our mission by working together as a community—faculty, students, staff, and alumnae.
Embark on a fulfilling career journey at Wellesley College, where we prioritize your well-being and professional growth. As a valued member of our team, you'll enjoy a comprehensive array of benefits and resources designed to enhance both your work-life balance and long-term success.
- Competitive Compensation: Experience competitive wages ensuring your dedication is recognized and rewarded.
- Exceptional Benefits Package: Access a comprehensive benefits package, including health, dental, vision and pre-tax saving benefits, life insurance, disability coverage, and more to safeguard your health and that of your loved ones.
- Commuting and Transportation: Enjoy the convenience of free parking on our picturesque campus, easily accessible from major roadways. We are also accessible via the MBTA commuter rail.
- Paid Time Off: Take advantage of paid vacations, personal days, sick time, and holidays to recharge and maintain a healthy work-life harmony.
- Retirement Savings: Plan for the future with our retirement savings plan. Wellesley College contributes up to 10.5% towards your 403(b) plan for eligible employees
- Work/Life and Wellness: A hybrid work environment for select positions (additional details will be provided during the interview process), caregiving support through Wellthy, legal plan insurance, pet insurance discount and a variety of other resources including retirement planning, and access to cultural and leisure activities throughout metro-Boston.
- Professional Development: Enhance your skills and explore growth opportunities through continuing training and pathways for growth within our supportive environment.
- Tuition and Education Benefits: Invest in your education with tuition benefits, and access resources to navigate student loan forgiveness, reinforcing our commitment to your ongoing learning.
- Campus Privileges: Enjoy free use of our state-of-the-art athletic and fitness facilities with onsite fitness classes, Library resources, and seize opportunities to attend diverse campus events that contribute to a vibrant community.
Apply today and take your first step toward a rewarding career with Wellesley College – where your unique strengths and success are celebrated as part of our shared commitment to inclusivity!
Worker Sub-Type
Administrative
Time Type
Full time
EEO Statement
At Wellesley, we embrace and honor difference and diversity. We believe the best ideas—the best solutions—draw on a range of voices, perspectives, and experiences. As a college, and as a community, we are dedicated to assuring that all members for the Wellesley community have an equal opportunity to flourish.
Wellesley College is an Equal Opportunity Employer, committed to the diversity of the college community and the curriculum. Wellesley College and all its subcontractors shall abide by the requirements of 41 CFR 60–1.4(a), 60–300.5(a) and 60–741.5(a). These regulations prohibit discrimination against qualified individuals based on their status as protected veterans or individuals with disabilities, and prohibit discrimination against all individuals based on their race, color, religion, sex, sexual orientation, gender identity or national origin. Moreover, these regulations require that Wellesley College and all of its subcontractors take affirmative action to employ and advance in employment individuals without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability or veteran status. Candidates who believe they can contribute to that goal are encouraged to apply.
