Director of Administration – Finance & Operations DSS - UTK

Reporting to the Assistant Vice Provost and Chief Financial Officer, The Director of Administration will be responsible for the fiscal and budgetary management of the Division of Student Success's activities and initiatives; financial planning and analysis for the Division's operating budget including income from student fees, restricted, gift and capital budgets. This position is responsible for oversight of all fiscal and administrative transactions and for strategic planning to ensure that contracts, payroll, memorandums of understanding and similar agreements are initiated and processed in a timely manner. This position will collaborate with their colleagues in DSS leadership, central administration and colleges and units to achieve positive outcomes providing guidance (to DSS directors) as necessary, and will represent the Division in financial, human resources and administrative matters in campus settings. This position will lead a staff of two assistant directors and seven coordinators. Until the Director of Facilities is recruited, this position will continue to assist with space and facility issues.

Fiscal Administration and Operations

• In collaboration with the AVP/CFO, develop strategic plans for spending and budget growth.

• Oversees the day-to-day fiscal and administrative operations for the Division.

• Oversees the annual budget process and year-end close process.

• Oversees the operating funds, restricted funds, and gift funds for the Division. 

• Oversees the Division’s human resources activities including faculty appointments, staff appointments and student appointments.

• Works with the AVP/CFO to standardize and modernize financial and operational reporting.

• Oversees and participates in monthly meetings with divisional directors to discuss ledger and fiscal reports and questions.

Human Resources Management

• Oversees the appointment and operational onboarding of all faculty, staff, and students in the Division.
• Ensures reappointments and calculations are accurate and timely.
• Collaborates with staff and provides guidance related to searches, onboarding, and search committee responsibilities.
• Ensures proper record keeping and related purging of documents.
• Develops and maintains divisional guidance for search committees and collaborates with departments to ensure adherence.
• Develops relevant reporting for divisional recruitments.

Administrative Services Management

• Oversees the work of the administrative shared services unit and provides services to the department that include calendaring, purchasing, travel support, event support, student employee supervision and other similar services.

Staff Management and Development

• Recruits, retains, professionally develops, and evaluates qualified talent reporting to this position, and if necessary, takes action up to and including termination.
• Accomplish work through the Assistant Director of Fiscal Affairs and Assistant Director of Operations and their staff.

Inventory and Asset Management

• Safeguards the Division’s assets by researching and selecting the best software product for the division and ensuring that the assets are properly recorded and maintained, making additions and deletions as necessary.
• Oversees the completion of annual certifications of assets and inventory as required by central administration.
• Determines items suitable to be sent to Surplus and which items can be reassigned to divisional departments.
• Serves as the Inventory/Asset Manager for the Division until and will cross-train a direct report to assume this function.
• Develops reporting as necessary.

Other Duties as Assigned

• Until the Facilities Director is recruited, in collaboration with the AVP/CFO, manage facility and space requests.
• Other duties as assigned.