Date: December 2017 Title: Finance Director Department: Finance and Planning School/Management Center: School of Medicine
POSITION OBJECTIVE Working with a high degree of independence and as a contributing member of the Finance team, the Finance Director will oversee the finance and accounting function of all funds within the academic, education and administrative departments as assigned (currently more than 60 departments and an annual spend of more than $400 million); drive financial performance of assigned departments according to the budget, five year plan and department business plans; implement and maintain departmental compliance with internal and external policies of the university; develop and model annual operating budgets; and develop and monitor department business plans through collaborations with department administrators, department/program leaders and other SOM offices. The director will be the lead Finance Office staff member for the education business line, all SOM-based basic sciences departments, and the UH clinical sciences departments. In addition, the director will be involved in the day-to-day functions of the Finance Office.
Assist with the annual budget which includes being a primary contact for department administrators. Aid in creating any efficiencies in the current process to improve accuracy. Develop ways to monitor departments' budget to actual variances and drive resolution when problems arise. Develop the operating budget for all departments; compile current and historical data for analysis, project future spending needs, work with department level administration to gather pertinent data, identify cost saving opportunities, and prepare and present reports for annual budget meetings with the dean, chair and departmental administration. Develop quarterly (and ongoing) forecasts for departments; research variances to budgets, communicate issues and concerns to Senior Associate Dean in a timely manner, and monitor departments to ensure that budgets are achievable. Make recommendations to adjust forecasts as required. Contribute to regular updates of five year forecast including projections of department spending by fund code and analysis of business lines (research, education, etc.). Refine and maintain historical, current and future spending projections for schedules within the five year plan as assigned. (25%)
Manage the month-end close process; act as a liaison between the department administrators and the central university, oversee the activity in the general ledger to make sure the departments stay timely and within policy, and supervise the preparation of the month-end reports to ensure timeliness and accuracy. Compare results to history, budget and KPI's and advise the Senior Associate Dean and the finance team on variances, trends, etc. Review policies and processes related to month-end close. Recommend changes and develop new policies, procedures and reports. Assist with the year-end close process which includes departments' financial activities to determine if year end results deviate from forecasted expectation. Ensure Dean's Office transactions and adjustments are posted timely. Ensure all purchasing and HR approvals are processed prior to central university's cutoffs. (25%)
Oversee the financial activity of assigned SOM departments. Work with the department chairs and administrators to ensure financial results stay within budgets. Act as a resource to the departments on financial operations and reporting matters. Develop and implement training for new policies, processes and reporting tools along with training new staff members within the departments on financial procedures and reporting requirements. Meet with the department administrators on a regular basis and advise in the budgeting and forecasting process including the five-year plan. Identify and recommend cost saving measures for these departments. (10%)
Verify funding for human resource requests, purchase requisitions over $20,000, and Pcard applications. Follow up with the departments if questions. For human resource requests, approve renewal of academic positions and replacements for staff positions. Process HCM access requests. Identify positions that may require future commitments other than salary and verify that these commitments are in the forecast model. Review PD forms to ensure they are accurate, appropriate and comply with policy, including increase pool and budget guidelines are followed which may require compiling benchmarking data for equity and promotion salary adjustments. Approve PeopleSoft access forms. Ensure that persons gaining access to these systems have had proper training. Identify and address other training needs. For Pcard applications, compare limits requested for reasonableness and ensure it follows policy. Review travel and expense reimbursements for departmental chairs on behalf of the dean. These duties may be delegated as deemed appropriate. (10%)
Prepare financial models of business plans for new initiatives using multiple scenarios and disclosing key assumptions. Oversee the development, execution and revision of departmental business plans for key lines of business in departments including plans for educational programs, new revenue-generating activities, and new hires / programs. Provide quarterly updates to the Senior Associate Dean as well as participate in periodic updates provided to the department chairs/program leaders. (5%)
May be assigned to represent the School of Medicine on a variety of university level initiatives potentially including but not limited to purchasing policy and procedure assessments, record retention policy review, general accounting initiatives, and system reviews and upgrades. Work with central university staff to resolve departmental and school level issues in a proactive manner. Work daily with SOM offices such as Human Resources, Graduate Education Office, Grants and Contracts, Facilities, and Medical Education to improve processes, address issues and monitor plans. Act as the liaison to PeopleSoft and Data Warehouse administrators in ITS. (5%)
Continually assess processes and procedures of financial functions to determine if opportunities exist for improvements that create efficiencies, eliminate redundancies and strengthen controls. Identify the need for and develop new reports and reporting tools for the departments and the Financial Operations and Reporting Office. Act as the liaison to Information Technology Services and the Controller's Office in developing and implementing new reports and reporting tools. (5%)
Assist departments with accounting and finance of funded research, grants and gifts projects as necessary. Monitor projects for cost share, deficit spending and other financial issues on a periodic basis and drive resolution. (5%)
Monitor the activity in the accounts and work with the departments to ensure use is aligned with the board resolutions and dean's approval. Advise the Senior Associate Dean of nonconforming departments, underutilized accounts, and available endowments for department use on an annual basis during the budget process. Communicate projected income and endowments available for departmental use to departments during the budget process. (5%)
NONESSENTIAL FUNCTIONS Perform other duties as assigned by the Senior Associate Dean for Finance. (5%)
CONTACTS Department: Daily contact with the Director of Finance, Finance and Planning staff, and Business Managers/Administrators. Weekly contact with the Senior Associate Dean for Finance, Office for Dean, vice deans and associate deans
University: Daily contact with the Controller's Office and Office of Research Administration. Weekly contact with the Budget and Planning Office and Information Technology Services.
External: Weekly contact with affiliated hospitals and practice plan administrators. Monthly contact with peers from other institutions.
Students: Limited contact with students.
SUPERVISORY RESPONSIBILITY Direct supervisory responsibility for a Budget Analyst, a Finance Manager and a Financial Analyst. Responsibilities include hiring, termination, annual reviews/raises and ensuring that duties, responsibilities and authority of the position are defined and communicated to the employees. Oversee student interns. May have input into the annual performance review of department administrators.
QUALIFICATIONS Experience: 10 or more years of progressive experience in a related field required; experience in an academic and/or medical center environment preferred; experience with fund accounting and/or grant management desired; experience in a Microsoft Office environment required; supervisory or project management experience required.
Education/Licensing: Master's degree in accounting, finance or related field and/or CPA required.
High level financial management, analysis, budgeting and reporting skills
Entrepreneurial skills to help departments plan and drive performance
Ability to work independently and as part of a team
Excellent organizational skills
High degree of professionalism and discretion
Proven solid decision making skills
Independent thinking and judgment
Customer service oriented
Supervisory and/or project management skills
Working knowledge of Microsoft Office program with advanced skills in Excel
Ability to navigate the internet and utilize email systems effectively
Expertise in CWRU ERP financial software (PeopleSoft and Data Warehousing systems including queries a plus)
Must be familiar with university policy and procedures, along with the policies and procedures of external agencies such as NIH
WORKING CONDITIONS Normal office work environment.
DIVERSITY STATEMENT In employment, as in education, Case Western Reserve University is committed to Equal Opportunity and Diversity. Women, veterans, members of underrepresented minority groups, and individuals with disabilities are encouraged to apply.
REASONABLE ACCOMMODATIONS Case Western Reserve University provides reasonable accommodations to applicants with disabilities. Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the Office of Inclusion, Diversity and Equal Opportunity at 216-368- 8877 to request a reasonable accommodation. Determinations as to granting reasonable accommodations for any applicant will be made on a case-by- case basis.