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Associate Director of Operations and Technology

Rosenberg Center for Student Involvement

Vacancy Number 300454

Position Type: Regular, full-time exempt position with full, competitive benefits package
Opens: 08/01/14     Closes: 08/28/14

Salary: $50,000 - $56,220

The Rosenberg Center for Student Involvement fosters life-long learning and personal development of students by enriching co-curricular education and creating purposeful connections built and promoted through their experiences in student programming and professional experiences.  We seek to foster a community of engaged students that is cultivated by holistic learning and development through innovative programs, activities, and services that promote student success.  Our Associate Director of Operations and Technology will bring budget management, office operations, and technology experience to help us fulfill this mission.

The Associate Director of Operations and Technology assumes primary responsibility for the management of the Rosenberg Center for Student Involvement (CSI) office operations, student organization finances, student organization technology, and student organization workshops pertaining to organization finances and technology.  Assists with the management of Student Center technology and Student Affairs budget management. Duties include day to day operations of the CSI front office; managing the student fee budgets for the CSI office; recruiting, hiring, training, and supervising student staff; advising the student allocations board; and the processing of financial transactions for 70+ student organizations.   Ensures compliance with university regulations pertaining to procurement and budget management.  Through the refining of policy for student organization finances, technology innovation, and continuous review of operation and service policies, creates a stronger environment to cultivate change and strengthen University goals related to student involvement and development.  Provides support to the Executive Director with regard to budget management, assessment, operational and service practices, and other issues impacting student involvement programs and the campus community.  Supports the Associate Vice President of Student Affairs with budget planning and management.  Responsibilities include:

Student Organization Finances
•    Demonstrate and encourage fiscal responsibility and appropriate expenditure processes through the development of a budget training program
•    Responsible for student organization expenditures; including creating requisitions, purchase orders, inter-department billing, vouchers, and credit card payments
•    Serve as the advisor to the Student Allocations Board, overseeing allocation of student per head fees, appointment of board members, auditing of all student organization accounts and the development, implementation, and enforcement of guidelines for expenditures
•    Provide guidance and troubleshooting for student organizations in financial matters
•    Maintain external accounts for student organizations, including monthly audit reports
•    Establish and maintain strong relationships with colleagues in procurement, the budget office, and the comptroller’s office

Center for Student Involvement Operations
•    Recruit, hire, train, supervise and evaluate a student staff of 8-12
•    Provide support to CSI and the Student Center as needed in areas of front office administration, contract review and signing, working with vendors, handling emergency situations and event management
•    Develop and implement student organization policies and procedures that promote experiential learning, inclusion, and diversity, including assisting with the development and maintenance of the Student Organization Handbook
•    Responsible for centralizing the student employment process for Student Development offices, including processing contracts and HR paperwork, tracking payroll, maintaining employment files, and position management

Technology for the Center of Student Involvement and the Student Center
•    Explore the use of technology systems to enhance the development of online services and programs to meet the needs of students
•    Manage University resource databases and software used in CSI and the Student Center, including OrgSync, Fusion, and access control for student organizations
•    Develop and track assessment outcomes related to student employee training, office management, use of technology and the student fee process
•    Assist in the development and execution of providing an online election process for the Student Government Association

Student Affairs Budget Functions
•    Serve as a Student Affairs representative on the university’s Business and Finance Users Group
•    Provide budget training to new PeopleSoft users and assist with the management of PeopleSoft access for Student Affairs
•    Process journal transfers requested by  Student Affairs offices, including contractual salary savings and operating funds
•    Manage budget deficits for Student Affairs offices; communicate with directors on budget issues and maximize efficiency on budgets
•    Provide budget management support for all budgets under the purview of the Associate Vice President for Student Affairs
•    Provide the Student Affairs executive leadership with necessary budget information and regular updates at staff meetings, assist in preparing fiscal budget call process and auditing of student affairs budgets

Workshops, Programs, Events
•    Develop and facilitate student workshops including, but not limited to, Paperwork and Funding Workshops, Budget management, Using Technology to Take Your Club to the next level
•    Develop learning outcomes and assessment tools for workshops and events
•    Assist with CSI and student organization events including but not limited to, Welcome Week events, Block Party, and the Eubie Awards.

Required Education and Experience
Education: Bachelor’s Degree in business, accounting, information systems, human resources, management or related field
Experience:  Three to five years’ experience in budget management and office operations including at least one year of experience in a supervisory/management role.  General knowledge of student activities or involvement programs
Excellent computer skills such as MS Office, web-based management software programs, and database programs.
Excellent oral and written communication skills.  Proven ability to manage detail-laden work.  Ability to work a flexible daily routine to include evening and weekend hours.

Preferred Education and Experience
Education: Master’s Degree in business, accounting, information systems, human resources, management or related.
Experience:  Experience in budget management and office operations in a university setting.  Experience with university student fee budgets and PeopleSoft software.  Experience/familiarity with Orgsync, Access Control, and Innosoft Fusion software.  Knowledge of Student Affairs profession.

Required Knowledge, Skills and Abilities
Knowledge of student organization and campus financial management.  General knowledge of student involvement/activity programs.  Knowledge of student employment, including hiring, training, and evaluating student staff.  Ability to advise student organizations in basic operating procedures and university policy.
Demonstrated commitment  and ability to work with individuals from diverse backgrounds.  Ability to collaborate with a wide variety of internal and external constituencies in support of student success.  Effective oral, written, and interpersonal communication skills.

We appreciate your interest in the Associate Director of Operations and Technology recruitment. Please review the information below before you visit http://www.ubalt.edu/candidate_gateway/erecruit.html to apply.

We need to receive your electronic application in our system by the vacancy closing date in order to consider you for the vacancy.  Information follows about submitting the electronic application and attaching your cover letter and resume. 

Applicant Instructions: Using Candidate Gateway to View and Apply for UB Vacancies

The Candidate Gateway system serves as your connection to the University of Baltimore’s job application process. It is a free, safe and secure way for you to apply for the job you want, and it allows the Office of Human Resources to maintain accurate records. Your use of the system does not require you to surrender any of your rights to privacy or confidentiality during the application process. Only qualified members of UB’s Human Resources team and members of the relevant search committee can access your application information. The search committee will not have access to any information you provide to HR for affirmative action reporting purposes.

Please read and print the information below before you apply, and refer to it as you enter your application.

NAVIGATION

A - COVER LETTER AND RESUME ATTACHMENT AND UPLOAD

Before you apply:

Save a single PDF or Word file with your cover letter, resume, and any additional information you would like to have considered.

When you apply:

•In Candidate Gateway: Click “Browse” to access the Word or PDF document you saved with all of your documents.
•Then, click “Upload” to attach it.
•Click “Continue” to continue the application process.

B - ENTER DATA ON THE FOLLOWING PAGES:

Each page shows this display:
Previous Save Submit Close Application Careers Home NEXT

above and below the required data for the four categories shown above.

Click “Save” to save the data you entered on that page. The message “You have successfully submitted your job application.” confirms only that you entered that page of information into the system. You must click “Next” to continue and complete the entire application process.

1. Current and Prior Employment/Work Experience:

•Enter employment information relevant to your position of interest.
•You can use the first day of the month wherever dates are required.
•After you enter your work experience, click “Save,” then click “Next.”

2. Education/Education History and References:

•Use the dropdown to enter your highest education level.  Entering this information is required.
•Then, only college and university information is required. Click the plus sign to the left of the “Postsecondary Education” link to enter that information.
•For country, enter USA or click the hourglass to select another country.
•You can use the first day of the month wherever dates are required.
•Click the plus sign to the left of "References" to enter two professional references.
•After you enter your education information and references, click “Save,” then click “Next.”

3. How did you find out about us/how did you find out about the job?

•After you enter this information, click “Save,” then click “Next.”

4. Online Questionnaire/Application Questionnaire: Answer the questions requiring a yes or no response. After you answer them, click “Submit.” This leads you to the Submit Online Application page.

C – SUBMIT ONLINE APPLICATION

To apply for your selected job: When you reach the “Submit Online Application” page shown below, you must click “I agree to these terms” and then click the “Submit” button at the end of the screen. After you click “Submit,” then you will see this information at the top of your screen:

My Applications
Thank you for your interest in employment at the University of Baltimore. HR will process your application documents for the search committee’s consideration.
Note: This screen will also show additional information about the selection process and Office of Human Resources contact information.

Questions/Help
If you have trouble viewing our job postings or applying for the vacancy, contact pmason@ubalt.edu for assistance.

TO APPLY:

External applicants: Review the vacancy announcement at http://www.ubalt.edu/candidate_gateway/erecruit.html and click the external applicant link to apply.

Internal applicants (students taking classes at UB and current employees) with login and password for MyUB: use the internal applicant link, log into My UB, then click the “View or Apply for Job Positions” link on the left.

UB is an Equal Opportunity/Affirmative Action/ADA Compliant Employer & Title IX Institution.

http://www.ubalt.edu/hr

  • Never use the Internet Explorer “Back” and “Forward” arrows to navigate. You will lose the information you have submitted.
  • To navigate between pages, use the “Next,” “Previous,” and “Return to Previous Page” buttons.
  • Use the “Save” button to save your information so you can return to it later and complete your application. Using “Save” does not complete the process to apply for a job opening.