Description

Position Title:
Assistant Controller

Position Type:
Regular

Hiring Range:

$159,800-$178,434, commensurate with experience

Pay Frequency:
Annual
A. POSITION PURPOSE

The Assistant Controller is an integral part of the University's internal controls, annual audit, and external reporting requirements. This position manages specific areas assigned within the Controller's Office related to the accurate maintenance, recording and reporting of financial data according to generally accepted accounting principles (GAAP), including management of the monthly and fiscal year-end closing processes, as well as a variety of accounting transaction, financial operations, and account reconciliation processes.

B. ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Ensure the propriety of general ledger accounting data for accurate reporting

• Manage Accounting staff and Accounts Payable Staff of 9, consisting of 3 direct reports (Accounting Manager - Revenue and Treasury, Accounts Payable Manager, and Fixed Asset Accountant) and their teams. Accounting functions managed include banking, general accounting, fixed assets, debt, leases,, and tuition revenue and receivables. Accounts Payable functions managed including processing of all University payments, including supplier invoices, travel and expense transactions, and ad hoc payments.

• Serves as deputy to the University Controller, working collaboratively with the Controller on priorities and projects, including financial system implementations, policy development, and process improvements

• Review and evaluate accounting policies and procedures. Institute changes for improved efficiency and effectiveness; communicate relevant updates to staff and University community

• Monitor University internal controls; recommend and assist with implementation

• Review journal entries and ensure that reconciliations for all accounts are completed

• Research and implement new GAAP guidance, drafting technical accounting memos as needed and presenting impact and analysis to external auditors

2. Provide oversight to monthly and fiscal year-end close processes

• Work with the Financial Systems Manager to ensure timely processing of journals and interfaces for monthly close

• Monitor monthly close cycle; continually evaluate process flows and modify as appropriate to ensure efficiency.

• Lead the University fiscal year-end; coordinate and communicate timing; ensure that deadlines are met for year-end audit and other reporting requirements

3. Oversee and/or prepare information for Financial Reporting requirements

• Ensure that reporting data for the NCAA Agreed upon Procedures are prepared accurately and on time.

• Prepare Financial Surveys in accordance with sponsor instructions and deadlines (e.g. IPEDS)

• Oversee and/or prepare information for periodic and other ad hoc financial reports for internal and external users

• Ensure that all information and deliverables for the annual University audits are ready and available for the auditors, meeting agreed-upon deadlines

4. Provide oversight over the University's Accounts Payable Function

• Work with the Accounts Payable manager to ensure timely, accurate, and regulatory compliant disbursements to individuals and vendors; to include federal and state tax requirements with respect to withholdings, use tax, informational returns (e.g. 1099), and employee reimbursements (accountable plan)

• Ensure adherence to University policy with respect to payment approval, travel and expense guidelines, and allowed payment types; work with the Financial Systems manager as necessary to ensure correct ERP configuration to enforce business process rules

• Maintain appropriate segregation of duties within the Accounts Payable function

• Work collaboratively with the University Procurement Director and Financial Systems Manager to ensure an efficient and University policy compliant Procure-to-Pay process, reviewing and evaluating A/P workflow and utilize technology to reduce bottlenecks and improve vendor and non-vendor payee experience.

5. Provide tools and resources to the University community to ensure proper and consistent recording of transactions.

• Ensure that proper financial accounting methodology, techniques, and policies are adopted consistently by the University

• Act as a liaison to a variety of University constituents for financial accounting and GAAP reporting matters

• Work with Business Managers to ensure that shared responsibilities and business processes are as efficient and effective as possible

C. GENERAL GUIDELINES

1. As a manager, work with others to ensure related processes flow effectively and efficiently from one department to another.

2. Lead staff to assume increasing responsibility and encourage them to work independently

3. Analyze business processes and modify as appropriate

4. Work with the Financial Systems Manager for continued improvement to processes, utilizing available systems and technology

5. Provide finance leadership on system implementations, testing, and upgrades

6. Own certain configurations in Workday Financials, including but not limited to Account Posting Rules, Custom Validations, Worktag Usage, Ledger Accounts, Revenue Categories, and Spend Categories

7. Other responsibilities as required

D. QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The items below are representative of the knowledge, skills, abilities, education, and experience required or preferred.

This position requires the ability to effectively establish and maintain cooperative working relationships within a diverse multicultural environment and to promote and contribute to an inclusive and respectful workplace.

1. Knowledge

• Excellent technical knowledge and working proficiency of accounting standards

• Proficiency in financial statement compilation and presentation

• Proficiency in large ERP systems, demonstrated expertise in Accounts Payable and General Ledger modules

• Thorough knowledge of Procure-to-Pay cycle best practices with respect to accounts payable, including vendor management, fraud prevention, internal controls

• Working knowledge of IRS and state tax regulations with respect to accounts payable (e.g. 1099 filing requirements, etc)

• Proficiency in Microsoft Word, Excel, online systems required

2. Skills

• Excellent analytic and decision-making skills

• Outstanding judgment, including discretion in the management of confidential information

• Superb oral and written communication skills

• Excellent interpersonal skills

• Ability to work with all levels in the organization

• Ability to multitask on a daily basis and manage numerous requests • Ability to work well independently

3. Abilities

• Proven problem-solving skills, outgoing and able to function effectively; proactive in problem solving.

• Must be able to distill and act on feedback from a variety of sources. • Outstanding organizational, prioritization, and multi-tasking skills,

working in a fast-paced environment with frequent interruptions.

• Strong customer service focus with an emphasis on outreach to

departments and the ability to listen to and understand business needs • Possess a high degree of initiative, attention to detail and follow through, as well as ability to adjust to changing requirements and priorities

• Commitment to understand and willingness to support Santa Clara University's distinctive Jesuit educational vision and institutional values of competence, conscience and compassion in pursuit of its mission and goals

4. Education

• Undergraduate degree or postgraduate degree in Accounting or Finance required

• Professional designation (e.g. CPA or MBA) preferred

5. Years of Experience

• 10 years of progressively responsible experience, or equivalent combination of education and experience, that includes supervision/management experience.

• Experience in higher education a plus

F. PHYSICAL DEMANDS

The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. In accordance with the Americans with Disabilities Act, as amended, the California Fair Employment & Housing Act, and all other applicable laws, SCU provides reasonable accommodations for qualified persons with disabilities. A qualified individual is a person who meets skill, experience, education, or other requirements of the position, and who can perform the essential functions of the position with or without reasonable accommodation.

• Considerable time is spent at a desk using a computer terminal.

• May be required to travel to other buildings on the campus.

• May be required to attend conference and training sessions within Bay Area or in- or out of-state locations.

• May be required to occasionally travel to outside customers, vendors or suppliers.

G. WORK ENVIRONMENT

The work environment characteristics described below are representative of those an employee encounters while performing the essential functions of this job.

• Typical office environment.

• Mostly indoor office environment with windows.

• Offices with equipment noise.

• Offices with frequent interruptions.

Telecommute

Santa Clara University is registered to do business in the following states: California, Nevada, Oregon, Washington, Arizona, and Illinois. Employees approved to telecommute are required to perform their work within one of these states.

EEO Statement

Equal Opportunity/Notice of Nondiscrimination

Santa Clara University is an equal opportunity employer. All qualified applicants are encouraged to apply and will receive consideration for employment without regard to race, color, ethnicity, national origin, citizenship, ancestry, religion, age, sex, sexual orientation, gender, gender expression, gender identity, marital status, parental status, veteran or military status, physical or mental disability, medical conditions, pregnancy or related conditions, reproductive health decision making, or any other characteristic protected by federal, state, or local laws. For a complete copy of Santa Clara University's equal opportunity and nondiscrimination policies, please visit the Office of Equal Opportunity and Title IX website at https://www.scu.edu/title-ix/.

Clery Notice of Availability

Santa Clara University annually collects information about campus crimes and other reportable incidents in accordance with the federal Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. To view the Santa Clara University report, please visit the Campus Safety Services website. To request a paper copy please call Campus Safety at (408) 554-4441. The report includes the type of crime, venue, and number of occurrences.

Americans with Disabilities Act

Consistent with its obligations under the law, Santa Clara University will provide reasonable accommodations to applicants and employees with disabilities. Applicants who wish to request a reasonable accommodation for any part of the application or hiring process should contact the Department of Human Resources ADA Team at hraccommodations@scu.edu or by phone at (408)554-5750.