Financial Services & Project Manager, AVDI
The University of California, San Diego
About this position
Position Description
UC San Diego is ranked the 9th best public university in the nation by U.S. News and World Report and is the largest employer based in San Diego County. Reporting to the VC-CFO, Information Technology Services (ITS) delivers Enterprise information technology services to the University of California, San Diego (UCSD) under the leadership of the campus Chief Information Officer (CIO). Information Technology Services (IT Services) uses world-class services and technologies to empower UC San Diego's mission to transform California and the world as a student-centered, research-focused, service-oriented public university. As a strategic member of the UC San Diego community, IT Services embraces innovation in their delivery of IT services, infrastructure, applications, and support. IT Services is customer-focused and committed to collaboration, continuous improvement, and accountability. Equity, Diversity, and Inclusion are core values at UC San Diego and within Information Technology Services. Crafting a culture around these values allows us to more deeply connect with and appreciate our employees, students, and campus partners. Information Technology Services is continuously working to build a community where we all feel safe, empowered, and encouraged to bring our authentic selves to work. We do this not only because it is what’s right, but because we know that diversity drives insight and innovation. We are proud to partner closely UC San Diego’s Office for Equity, Diversity, and Inclusion, as their dedication to this mission helps us all to drive change. The IT Infrastructure Operations group provides mainframe, data center, computer lab, facilities, audiovisual design and installation, media events services, classroom support, network/computer/printer installation, and repair. Service locations include UCSD main campus, Torrey Pines Centers, UCSD Medical Center, Scripps Institute of Oceanography and Off Campus Housing. The group consists of several teams and leaders. The IT Business Office provides human resources, administration, and financial support to ITS staff and management as well as billing customer service to the campus community. It consists of several diverse units and provides varied support for the success of business operations. Under the direction of the AV IT Engineer Manager, with a dotted-line reporting relationship to the Finance Director, the position is responsible for complex budgeting, financial analysis, operational coordination, and project management functions supporting the Classroom Technology and AVDI teams. Independently oversees financial models, recharge and billing operations, resource forecasting, project budgeting, and project coordination activities for classroom technology and audiovisual initiatives. Serves as a key project management resource for classroom refreshes, audiovisual installations, infrastructure upgrades, and other technology-related initiatives by coordinating schedules, monitoring project milestones, tracking deliverables, managing documentation, facilitating communication among stakeholders, and identifying project risks and budget impacts. Provides expert recommendations to leadership regarding short- and long-range strategic planning for self-supporting activities, operational improvements, project prioritization, and resource allocation. Leads and coordinates project-related financial analysis, vendor coordination, procurement tracking, and operational reporting. Acts as a primary liaison between customers, technical teams, contractors, and campus partners to ensure projects are completed on schedule, within scope, and within budget. Uses skills as a seasoned financial and project coordination professional with a strong understanding of organizational practices, project lifecycle management, financial controls, and operational procedures. Exercises sound judgment in selecting methods and techniques to resolve a wide range of operational, financial, and project-related issues. Responsibilities: Responsible for full lifecycle of purchasing for customer project requests. Collaborate with departmental buyers, requesters, and vendors to ensure all documentation and approvals are in place per university and departmental policy. Collaborate as required with ITS professional buyer when issues with vendor agreements or relations arise. Prepare bid packages and documents Responsible for activities relating to the timely recharge billing, auditing and analyzing of various recharges. Functions as a resource to support staff on issues such as researching financial discrepancies, escalated customer service problems and vendor concerns. Prepares, reviews, and / or approves financial transactions. Responsible for timely and efficient billing operations. Leads the preparation, analysis, and development of complex financial models and schedules. Monitor and ensure efficient transactional operations. Lead and coordinate operational and financial aspects of classroom technology, audiovisual, and infrastructure projects from initiation through completion. Develop and maintain project plans, schedules, milestones, documentation, risk logs, and status reporting. Recommends and implements quality customer service standards and procedures to affect various constituencies, including internal department, students and external vendors. Responsible for providing reports and analyses for varied and complex budgetary, financial and resource projects. Provides analytical support for complex budget, financial, or resource analysis projects. Participates in moderately complex audits of processes and recommends changes to processes. Ensures that the appropriate internal controls are addressed, maintained and strengthened to protect University resources. Maintains records of proposed, planned, and completed jobs. Assists in file maintenance, ensuring all required information is accurate and on file. Prepare and analyze reports and provide recommendations to the AV manager for inventory adjustments, materials selection and inventory forecasting.
Qualifications
• Bachelor's degree in related area and / or equivalent experience / training. • Thorough knowledge of financial processes, policies and procedures. Thorough knowledge of financial data management and reporting systems. • Strong proficiency in the use of spreadsheet and database software. • Strong interpersonal skills, analytical skills, service orientation, active listening, critical thinking, attention to detail, ability to multi-task in a high volume environment, organizational skills, effective verbal and written communication skills, sound judgment and decision making; ability to develop original ideas to solve problems. • Ability to function effectively as a member of a team. • Ability to adapt to changing priorities. Preferred Qualifications: • Some knowledge of but not limited to Extron, Crestron, BiAmp, DANTE, CAT6, Ethernet, fiber optics. • Knowledge of campus recharge and rate policies and ability to review, collect, and compile information necessary to establish and update recharge rates. • Knowledge of university accounting and billing processes. Must be proficient in Quickbooks, the campus recharge, and purchase order software, as well as the department's internal recharge system. • Working knowledge of UC and UCSD policies and procedures for fund accounting, contract and grant accounting, purchasing, rate recharge, inventory and asset tracking.