Director of Finance and Human Resources, Antonin Scalia Law School
The Antonin Scalia Law School at George Mason University is searching for an enthusiastic and energetic individual to fulfill the Director of Finance and Human Resources position. George Mason University has a strong institutional commitment to the achievement of excellence and diversity among its faculty and staff, and strongly encourages candidates to apply who will enrich Mason's academic culturally inclusive environment.
The Director of Finance and Human Resources reports to the Dean of the Law School and functions as the managing Director of Finance for the Law School, with dotted line reporting to the Senior Associate Dean and Chief Business Officer. The purpose of the position is to provide strategic oversight of the school's financial operations and manage the Human Resources department. Primary responsibilities include managing the daily accounting operations covering an annual operating budget close to $50M ($20M E&G and $30M Foundation), preparing annual budget and mid-year and annual forecasts, and providing monthly departmental and center financial reports. In addition, the Director manages workflows and develops processes and procedures for all fiscal activity for the Law School departments and centers, ensuring that all receipts and disbursements are processed in a timely, accurate, and compliant manner. The Director supervises the law school's Human Resources Specialist and oversees personnel related actions, including hiring, performance management issues, and separations.
Responsibilities include, but are not limited to:
Manage the financial and fiscal operations for the Law School and 7 prominent centers covering a $20M University operating budget and over $28M in Foundation related operations;
Manage the transition of the Law School's shadow accounting system, historically maintained to monitor and report on Law School and Foundation related activity at a department and center level, to the University's enterprise system;
Oversee processing of all cash/donor receipts (excluding tuition) and disbursements totaling approximately 17K transactions annually;
Maintain chart of accounts, cost center structure, and develop customized system reports;
Ensure expenditures are in compliance with University and Foundation policies, approvals are within authority levels, and documentation supporting all transactions are maintained;
Oversee the monthly reconciliation process for all orgs, foundation accounts, and OSP linked funds (approximately 50 recs/month);
Manage all financial related workflows, including review and approval of all purchases in eVA, travel requests (encumbrances) and reimbursements through TRS, food and beverage authorizations and payment requests, state payment requests, as well as, review and approval of Foundation vouchers;
Manage cash operations ensuring procedures are properly followed, deposit forms are complete and accurate, and deposits are made timely. Ensure Foundation gifts are supported by donor proposals;
Review and approve scholarship payments covering $13M from 26 private funding sources (Foundation accounts) and University funding sources. Track individual payments by part-time, full-time, JD and LLM and reconcile activity by funding source to financial reports;
Maintain account structure by establishing new orgs, linked funds, and Foundation accounts and closing accounts, as needed.
Manage set up and processing of payroll related activity for Federal Grants/IPAs;
Manage payroll processing though Banner ePAF such as special payments and honorariums. Over 400 transactions per year including HR related ePAFs listed below;
Manage summer research payout process for qualifying faculty members and determine funding allocations;
Prepare online program invoices and reconciliations to booked revenue and expense each semester;
Review contracts and ensure compliance with University procurement policies and procedures;
Manage year-end close process and reporting.
Develop Annual Operating budget covering $20M in University expenditures and $3M in privately funded operations. Includes developing detailed budgets in support of all cost centers supporting departmental activities and law school initiatives;
Prepare timely and accurate monthly financial reports comparing actual expenditures to budget. Identify budget risks and opportunities for savings. Reports include departmental budgets (admissions, career services, academic affairs, records, etc.) and Law School events, programs, and initiatives (fundraising events, student events, faculty meetings, etc.);
Prepare and distribute monthly financials report for Center executives and provide ongoing financial consultation;
Monitor, track, and report monthly to faculty their fiscal year-to-date expenditures against their faculty research account, including encumbrances. Establish and report policies and procedures regarding permissible faculty research account expenditures and approval process;
Manage alignment of personnel costs to appropriate funding sources. Continually monitor indirect accounts and completion of funding change forms to redistribute salary and fringe to appropriate center or org on monthly basis;
Review annual budget model projection and year-end true-up to budget for accuracy and provide input to the Budget office.
Internal Controls/Policies and Procedures:
Establish internal controls and policies and procedures governing all financial operations. Train support staff on policies and procedures and ensure compliance with State, University, and Foundation policies and procedures;
Liaison for all internal and external audits for various financial (Banner access, eVA access, miscellaneous payments, program reviews, scholarships etc.) and HR related functions (new hire process, affiliates, etc.);
Monitor and update authorized signers for all orgs, OSP funds, and foundation accounts.
Prepare response to annual ABA Report and US News & World Report with regards to Fiscal section, Scholarships, and Financial Aid section;
Manage ad hoc financial requests such as reporting for LLM Online Program, Supreme Court Clinic, Law Admin Clinic, contract review and negotiations (TFAS), reporting for special events (Scalia Dinner), etc.;
Supervise 3 personnel.
Recruitment, Hiring and Onboarding:
Manage recruitment and hiring process to include coordinating the EWP/PD approval process with the Hiring Manager and Classification & Compensation, establish search committees, create position numbers, coordinate salary requirements with Class & Comp, post positions in eWork, advertise externally if required, negotiate salary with HR, coordinate reference checks, create offer letters for Faculty Admin employees, and coordinate offer letters for Classified employees with HR;
Oversee onboarding process to include HR paperwork, background check, I-9 verification (for new non-benefited employees or those with break in service for greater than 1 year), schedule benefits orientation and required training, establish G #, and coordinate office logistics such as phone set-up, office keys, name plates, and establishment in on-line directories;
Manage contracts/RTS process for Instructional Faculty including additional assignments;
Establish payroll through Banner (ePAFs) for adjunct professors, student hires, wage employees, research assistants.
Personnel Actions Issues:
Supervise the Law School's Human Resources Manager and facilitate personnel actions such as salary increases, bonus payments, title changes, retirements, resignations, etc., and ensure compliance with University policies and guidelines;
Coordinate processing of all staff and faculty leave applications ensuring proper documentation and approvals from the Dean, HR, and the Provost are obtained and FTFs/CTFs processed accurately. Ensure sponsored research grants have proper grant documentation and work with OSP to establish the budget, linked funds, and PI reports, etc. Ensure tenure study leave and tenure track study leave applicants have followed the proper internal approval process and coordinate budget relief with the Budget office and Provost office;
Coordinate regularly with the Associate Dean for Academic Affairs regarding faculty contract status to ensure contracts are renewed timely;
Liaison between the Law School and Provost office regarding the RPT process;
Manage contract extensions as it pertains to tenure-track clock stoppage;
Manage employee termination process by engaging Employee Relations and the supervisor to ensure all courses of action to communicate performance issues have previously been communicated, performance improvement plans were in place, and making sure termination is the next step;
Manage all separation paperwork and exit interviews, including collection of University and Law School property.
Performance Reviews/Personnel Issues:
Oversee the annual performance evaluation process for entire Law School, including all communication to supervisors and employees throughout the process. Ensure required paperwork is complete and University deadlines are met;
Manage personnel issues providing guidance on sensitive performance issues and work with supervisor to develop best course of action while ensuring compliance with state and University related rules.
Manage affiliate process including necessary paperwork and Provost approval. This includes affiliate faculty appointments (adjunct), affiliate visiting scholars, affiliate
Internal Number: 48108
About George Mason University
George Mason University is Virginia's largest public university located in the suburbs of Washington, D.C. With strong undergraduate and graduate degree programs in engineering, information technology, public policy, economics, visual and performing arts, life sciences and biotechnology, Mason prepares its alumni to succeed in the workforce and meet the needs of the region and the world.