Assistant Director of Business Operations

40%      Purchasing

Essential

●        Responsible for the management and processing of purchase requisitions for supplies and services, which includes management of purchases totaling approximately 16 million dollars per year, with hundreds of purchases to manage each month that are often greater than $10,000 each. Works closely with University Procurement to create and issue BVAs and/or RFPs and to analyze and award contracts based on University and state procurement regulations. Interacts with staff and vendors to resolve concerns and advise about procurement requirements.

●        Responsible for a university-issued Purchasing Card, ensuring timely reconciliation and compliance with procurement policies. Assists department staff Purchasing Card holders with any questions related to the reconciliation of monthly Purchasing Card statements.

10%       Business Office Education Materials

Essential

●        Coordinate Business Office orientation for new employees, which includes: presenting Business Office policies and procedures, training staff on Chrome River, and having up­ to-date knowledge of VCU and State travel and purchasing policies and procedures.

●        Assisting Assistant AD with the creation and implementation of Business Office Educational materials (i.e, Business Office Policy Manual, Newsletter, Standard Operating Procedures, other training manuals and presentations).

20%      Fiscal Administration

Essential

●        Works closely with the Assistant AD for Business Services to provide monthly operating budget reports in an accurate and timely manner, including reconciling revenues and

expenses, initiating journal vouchers, budget adjustments, and encumbrance removals;

●        Reconciles payroll expenses in Banner, including identifying and correcting any inconsistencies; and

●        Completes various analytical functions to include financial projects and analysis.

15%       Travel & Reimbursement

Essential

●        Responsible for a comprehensive understanding of Chrome River (VCU Travel Management System) and acting as the department point of contact for Chrome River processes, including understanding of University and NCAA travel policies and procedures;

●        Process reimbursements for all non-VCU employees and VCU student-athletes in a timely and accurate manner;

●        Oversight of moving & relocation expense process for new employees, including possessing in-depth knowledge of University and state moving and relocation policies and procedures, communicating these policies and procedures effectively both orally and in writing to new staff members, and assisting new staff members with reimbursement of moving expenses;

●        Assist with A10 and NCAA travel reimbursement process; and

●        Create and maintain all documentation/files for all travel processed, with responsibility for adherence to the records retention policy as it relates to documents.

5%         Accounts Receivable

Essential

●        Manages Accounts Receivable process for VCU Athletic fundraising events in conjunction with the Athletic Development Office. Responsible for creating, submitting and tracking of invoices related to Fundraising events. Responsible for creating and submitting monthly Accounts Receivable report, ensuring accuracy.

5%         Risk Management

Essential

●        Demonstrates a commitment to risk assessment (considering cost, benefit, and impact); Utilizes identified internal control mechanisms;

●        Practices routine verification of the accuracy of data; Processes travel & procurement; and

●        Special reports.