Boise State University Looking for Shared Services Manager Full Time

About Us:

Boise State University, powered by creativity and innovation, stands uniquely positioned in the Northwest as a metropolitan research university of distinction. Learn more about Boise State and the City of Boise at https://www.boisestate.edu/about/

Boise State University is building an inclusive community of faculty and staff whose unique skills, cultural contributions, work history, and perspectives create a rich and rewarding academic experience for our students. Research demonstrates that people thrive when they feel welcome, respected, and inspired. We seek applicants who are committed to helping us achieve our vision of a diverse and inclusive community. Applications from members of historically marginalized groups, including women, BIPOC (Black, Indigenous, and People of Color), those with disabilities, members of the LGBTQ+ community, those who have served in the military, and members of other underrepresented communities are strongly encouraged.

University Financial Services (UFS) is a unit within the Division of Finance and Administration. You will be joining an intentionally built culture with a strategic focus. Our team follows the Enterprise Operating System (EOS) to drive results. All members of UFS are involved.

Our value words are:
Team Oriented: understands the dynamics of the team; works cohesively and inclusively to accomplish a common goal.
Gets Things Done: prioritizes tasks and achieves the end goal.
Continuous Improvement: intentional commitment to making things better every day.
Ethical: honesty and integrity guide personal and professional behavior and judgment.
Adaptable: adjusts to change, being flexible, versatile and cooperative.
Problem Solver: identifies and understands the interrelated components of an issue and seeks to implement solutions.
Respect and Inclusivity: demonstrates care, concern and consideration for the perspective, needs and feelings of others.

To learn more about our unit, visit https://www.boisestate.edu/vpfa-avpfa/about-us/.

Job Summary/Basic Function:

This position has the responsibility and oversight of the university’s Shared Services operations and will oversee and direct all Shared Services processing and procedures. Supervises and coaches staff.

Department Overview:

Shared Services is a department of highly trained staff who provide procure to pay services to campus in an efficient and accurate manner, reducing administrative costs, minimizing redundancies and improving quality across campus.

This position has the opportunity for an in the office-hybrid schedule.

Level Scope:

Provides direct supervision typically to professionals or skilled technical employees at the entry or intermediate level. Functions as advisor to unit and administration and sets goals and objectives for team members for achievement of operational results. Analyzes and resolves problems through drawing from prior experiences. Interprets policies (e.g., fiscal management, HR, contracts and grants, resource management in defined areas) and demonstrates solid subject matter knowledge. Exercises judgment within defined procedures and policies to determine appropriate action. Supervises staff to assure accountability and stewardship of campus resources (operational, financial and human) in compliance with departmental goals and objectives.

Essential Functions:

60% of the time, the Shared Services Manager must:

• Manage the university’s Shared Services department to ensure that requests are accurately processed and approved in compliance to policy and procedure.
• Oversee and review transactions including verification of dollar amounts for accuracy, completeness and conformance.
• Analyze, resolve and answer complex or difficult problems presented by staff, students, faculty or vendors.
• Assess and coordinate training classes in area of expertise; evaluate course effectiveness; create, publish and disseminate training materials.
• Continuous improvement to expand services and support across the organization.
• Exercise a great deal of judgment and control in determining creation and exceptions of policy and processes.
• Manage Shared Services staff including hiring, training, assigning and directing workflow of staff.

Additional Job Duties (35%):

• Manage Shared Service Operations: Communicate effectively with stakeholders and serve as a liaison between campus customers and Procurement and Vendor Services (P2P) team. Ensure all requests are processed accurately and timely. Must have a clear understanding of all relevant policies and procedures. This position is required to analyze, resolve and answer complex or difficult problems presented by staff, students and faculty. This position must also strategize on how best to scale up and expand operations as budget and campus needs allow.
• Supervision: The management of the Shared Services staff includes hiring, training, assigning and directing workflow of staff. This position is responsible to identify training needs of staff and provide that training via classes, one-on-one or hands-on. Key responsibilities of supervision include writing and conducting performance appraisals, developing and maintaining performance standards for staff, planning and conducting meetings with employees to ensure compliance, implementing new procedures, maintaining desk manuals, keeping employees aware of changes and current standards, analyzing processes and adjusting balance workflow for a continually increasing workload. KPI should be discussed and used as a tool to monitor and adjust workload.
• Customer Service: Communicate with internal and external customers on federal, state and university policies and procedures, rules and regulations. Work closely with staff and campus departments to ensure end users are adequately trained. Ensure customers are communicated with effectively and are provided an efficient and positive experience. Work with central administration to find the most efficient means within policy/
  compliance to achieve desired results.
• Technical: Oversee, create and modify the automated processes of the customer intake form (currently Smartsheet). Must be proficient in entering and monitoring transactions in all systems as necessary to process transactions (e.g. Bronco Hub, Jaggaer, Smartsheet, etc).

5% of the time, the Shared Services Manager must:

• Perform other duties as assigned.

Knowledge, Skills, Abilities:

• Knowledge of processing financial related transactions in a complex, high volume environment.
• Ability to understand complex scenarios and dissect the components in order to identify changes required and the impact of those changes.
• Ability to read, interpret, and apply policy.
• Knowledge and aptitude with project management.
• Knowledge of documenting and improving processes and procedures.
• Ability to learn and use software for automated, paperless processes.
• Strong verbal and written communication skills.

Minimum Qualifications:

Bachelor’s Degree and 2 years experience or equivalent

Preferred Qualifications:

• Smartsheet experience is a plus.
• Ability to work in a complex ERP environment.
• Prefer four (4) years of supervisory experience or successful completion of supervisory training.
• Experience processing financial transactions in a complex, high volume environment.
• Demonstrated use of critical thinking skills to solve problems, including anticipation of issues, determination of solution or resolution and provide appropriate communication to impacted parties. Skill level should be commensurate with job level.
• Ability to understand complex scenarios and dissect the components in order to identify changes required and the impact of those changes as well as documenting processes and procedures.
• Ability to implement and enforce policy in a respectful and customer service oriented manner. Skill level should be commensurate with job level.
• Ability to work independently, exercising discretion and sound judgment.
• Strong written and verbal communication skills.
• Experience giving formal training presentations, ability to train all levels of staff.

Salary and Benefits:

Starting at $62,878.40. Boise State University is committed to offering a benefits package that provides health and financial protection plans as well as resources to promote health and well-being. Our program provides flexibility so you can choose the benefits that are right for you and your family. Learn more about our benefit options at https://www.boisestate.edu/hrs/benefits/.

Required Application Materials:

Resume and cover letter