San Diego State University Hiring for Contracts & Fiscal Manager at San Diego Full Time

Contracts & Fiscal Manager

Req No: 2024-16610
Category:
Management
Type:
Full-Time Contract
Salary:
$7916.67-$9166.67
Close Date:

Overview

• This position is open until filled with an initial application review to take place after February 1, 2024.
• The salary range for this position is $7916.67-$9166.67 per month based upon qualifications and internal equities and is non-negotiable.

FUNCTION OF THE UNIT

Academy for Professional Excellence, a project of San Diego State University School of Social Work, was established in 1996 with the goal of revolutionizing the way people work to ensure the world is a healthier place. Our services integrate culturally responsive and recovery-oriented practices into our daily work to promote healing and healthy relationships. Providing approximately 70,000 learning experiences to health and human service professionals annually, the Academy creates experiences with the mission to provide exceptional learning and development experiences for the transformation of individuals, organizations, and communities. The Academy continues to grow with new programs and a variety of workforce development solutions in Southern California and beyond.

When you join the Academy team you can expect to contribute to an inclusive and innovative environment where the sharing of ideas, perspectives, and experiences is welcomed and encouraged. In applying for a position at the Academy, we invite you to consider our Core Values and our commitment to Diversity, Equity, and Inclusion.

The Academy is committed to the recruitment of individuals who represent the full diversity of our community. We recognize that experience and skills related to the position may have been acquired via life experiences, work, and/or education and training. We are interested in learning more about your unique experiences and how they might contribute to our mission. We invest in people to create an innovative work environment that promotes well-being and a culture that builds on and fosters the strengths of its staff and their intersectional identities.

Responsibilities
PURPOSE OF THE POSITION

Under the general direction of the Director of Finance & Business Services, the Contracts & Fiscal Manager is responsible to oversee all contracts management, budget development and monitoring, fiscal monitoring, and general administrative support for the Academy Executive Director and Director of Finance & Business Services. This position coordinates all contract and invoicing for all Academy programs, supports contract and budget development and monitoring, reviews all fiscal expenditures, and acts as a liaison between the Academy and the Foundation regarding contracting and invoicing-related matters. This position oversees two direct reports.

This position works primarily from a home office with some travel to Academy, county office, or tribal offices as required.

SPECIFIC DUTIES

This is a 40-hour-a-week full-time position working M-F from 8:00 to 4:30 p.m. and is based on contract funding subject to annual renewal. The position is subject to intermittent overnight travel and work shifts outside of normal business hours including weekends and evenings.

Note: Some duties may include working with and/or exposure to sensitive/traumatic topics or material dealing with child abuse, elder abuse, and/or issues and scenarios related to mental health, substance use, or racism.

The following information is intended to be a representation of the work performed by incumbents in this position and is not all-inclusive. The omission of a specific duty or responsibility will not preclude it from the position if the work is similar, related or a logical extension of position responsibilities. Job descriptions may be changed or updated, at any time, based on the needs of the department.

CONTRACT MANAGEMENT (40%)

In collaboration with SDSURF and Academy Leadership; manage the pre-award, award, and post-award process of all contracts; including but not limited to drafting, negotiation, and execution of:

Scope of Work

Cost analysis and budgets

Terms and conditions

Risk analysis

Contract Compliance

Oversee the financial aspects of grant and contract proposals, ensuring compliance with funding requirements and reporting deadlines.

Develop and implement procedures for contract management and administration in compliance with Foundation policies.

As appropriate, contribute to or influence Foundation policy in collaboration with Academy Leadership.

Collaborate with program/division leads and Academy leadership to ensure contract close out, extension, or renewal.

Provide guidance on contract matters to program and division leads, including training new staff in contracting practices and procedures.

Research and develop a matrix of all Academy contracts, including current status, contract point persons, deliverables, deadlines, reporting, and invoicing requirements for each contract.

Track and maintain current status for all Academy contract deliverables, working in conjunction with respective program and division leads.

Oversee accurate and timely monthly/quarterly invoicing and financial reports and contract status update reports.

Meet with program and division leads monthly to ensure all contract deliverables are on track for completion.

Meet with the Director of Finance & Business Services monthly to report on contract status.

BUDGET DEVELOPMENT/FISCAL MONITORING (30%)

Lead the annual budgeting process, working collaboratively with program and division leads to develop realistic and comprehensive budgets

Provide ongoing monitoring and analysis of budget variances, communicating key findings to management and recommending appropriate adjustments.

Support program leads in developing project budgets and ensuring financial sustainability of program operations.

Review and approve all Program expenses to ensure correct Funds are allocated before they are sent to the Foundation for payment processing.

Submit personnel changes and adjustments/approvals in Foundation systems.

Coordinate with program leads and grant writers to develop accurate and detailed budgets for grant applications.

Monitor grant and contract expenditures, ensuring proper allocation and utilization of funds.

Prepare financial reports for funding agencies and participate in audits and reviews as necessary.

PROJECT MANAGEMENT & STRATEGIC PLANNING (10%)

Oversee Contracts & Fiscal Division which is responsible for managing complex funding streams and associated purchasing and accounts payable processes.

Create policies & procedures that are in compliance with Foundation policies to ensure strategic contracting of service providers.

Collaborate with program and division leads to create an efficient service provider classification process (onboarding, payment, and evaluation) to optimize Academy service provider policies and equity.

Monitor the financial performance of the organization, identifying areas for improvement and recommending corrective actions as needed.

Independently determine approaches to projects and priorities, assuming full accountability for results.

Work with Program Leadership to plan, prioritize, and implement contract deliverables within all facets of the program to ensure strategic planning of contract deliverables.

SUPERVISION (10%)

Staff Development:

Participate in recruitment, hiring, and onboarding of new Contracts & Fiscal staff.

Co-create and track individual development goals with direct reports, working to ensure equitable access to growth and development opportunities.

Facilitate cross-training among staff so backup coverage is available when needed.

Engage Contracts & Fiscal staff in affective capacity building and other learning opportunities to integrate culturally responsive and recovery-oriented practices into our daily work to promote healing and healthy relationships as a part of our DEI strategy objective.

Performance Management:

Monitor performance and conduct ongoing performance evaluation of direct reports.

Provide personnel management including regular supervision conferences and professional development for direct reports.

Work in conjunction with the Director of Finance & Business Services and SDSURF HR to address performance issues.

Internal Relations:

Interface with partner programs and divisions at the Academy.

Plan and facilitate standing meetings to support communication, working relationships, clear expectations, and ongoing strategic planning.

Participate in All Staff meetings/events, internal/cross-program committees, and other ad hoc meetings/events to promote good working relationships and collaborative partnerships across the Academy.

Engage in regular communication (via email, video casts, staff meetings, Academy Hub updates) to keep Contracts & FIscal staff apprised of all developments impacting or potentially impacting the division.

Participate in Academy committees or workgroups and in Academy-wide meetings, trainings, and special events.

ACADEMY LEADERSHIP (5%)

Actively participate on the Academy’s Shared Leadership Team whose purpose is to maintain and enhance organizational culture. Including but not limited to bimonthly meetings, shared learning events, connecting opportunities, and annual retreat.

Engage in strategic planning and decision-making regarding issues impacting organizational culture, growth, and expansion (via Shared Leadership Team).

OTHER DUTIES AS ASSIGNED (5%)

Perform other duties as assigned which are in the best interests of the Academy for Professional Excellence.

Travel to off-site locations for Academy and Program meetings (primarily in Riverside and San Diego).

KNOWLEDGE, SKILLS, AND ABILITIES (KSAs)

Advanced knowledge of financial accounting principles and practices, budgeting, and financial analysis

Knowledge of culturally responsive and recovery-oriented principles and practices

Ability to demonstrate a high level of cross-cultural responsiveness

Leadership presence; self-starter with a keen sense of ownership and commitment to the work, and a passion to deliver results

Collaborative and inclusive leadership and work style with the ability to effectively interact with, and garner the trust of peers and leadership across the organization to achieve goals

Proven ability to lead others by example, demonstrating organizational values and commitment to the work

Proficient critical thinking and problem-solving skills and the ability to collect, analyze, synthesize, and present data

Strong written and verbal communication skills with strong public speaking skills.

Strong interpersonal skills such as diplomacy, accurate listening, and facilitation skills

Ability to work diplomatically and effectively in a participatory environment where teamwork is valued highly in the daily accomplishment of work

Ability to interface constructively and considerately with a diverse group of stakeholders and co-workers in ways that model and reflect the Academy’s commitment to actively working to integrate heart-centered practices into our daily work, services, and interactions that nurture healing, healthy relationships, and changed behaviors

Ability to apply independent judgment, discretion, and initiative to address problems and develop solutions

Ability to think and plan strategically, and to facilitate consensus to align organizational strategies with the mission, vision, and values

Ability to define and refine organizational strategies with a specific focus on designing and implementing new strategic approaches, ideas, and processes that will grow the business and avail measurable results

Ability to coordinate work projects, determine priorities, set deadlines, and complete work accordingly

Ability to be flexible and adaptable to changes and shifting priorities

Ability to learn new technology systems, including Google Workplace and project management systems

Ability to manage and evaluate overall performance using identified performance measures and make necessary adjustments

Ability to provide coaching and mentorship to strengthen others

Demonstrates the following values and characteristics: passion, humility, integrity, positive attitude, mission-driven, and self-directed

Qualifications
MINIMUM REQUIRMENTS

• Equivalent to a bachelor’s degree in finance, accounting, or related field
  -OR-
• Additional experience may be substituted for the required education on a year-for-year basis.
• Six (6) years of experience related to the program/project.
• Three (3) years of experience supervising or managing employees.
  (A master’s degree may be substituted for years of experience, up to two years)

PREFERRED QUALIFICATIONS

• 5+ years experience in financial management, preferably with SDSU Research Foundation.
• Experience developing and monitoring multiple, complex budgets and contracts.
• Experience supervising and evaluating staff
• Experience liaising with SDSURF staff with regard to personnel, accounting, finance, and contracting issues
• Knowledge and skill in all facets of Google Enterprise Suite and Microsoft Office (Word, Excel, PowerPoint, and Access).

ADDITIONAL APPLICANT INFORMATION

Position is open until filled.

Candidate must reside in California or live in a commutable distance from SDSU or the designated worksite at time of hire.

Job offer is contingent upon satisfactory clearance based on Background Check results (including a criminal record check).

San Diego State University Research Foundation is an EEO/AA/Disability/Vets/Title IX Employer.

To apply, visit https://careers-sdsurf.icims.com/jobs/16610/contracts-%26-fiscal-manager/job?in_iframe=1

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