ADMINISTRATIVE FACULTY JOB DESCRIPTION
APPROVED POSITION INFORMATION
(to be completed by HR)
Effective: 7/16/2015
Title
Range
JCC
3
67710
Assistant Controller, Operations
Essential Function: Sedentary Work
Description: Sedentary Work - Exerting up to 10 pounds of force occasionally and/or a negligible
amount of force frequently to lift, carry, push, pull, or otherwise move objects, including the human
body. Sedentary work involves sitting most of the time, but may involve walking or standing for brief
periods of time.
1. Summary Statement: State the major function(s) of the position, the role in the
university, and the supervisor’s title.* (This section is used for advertisement of the
position.)
The Assistant Controller, Operations, in Development and Alumni Relations (DAR) is
responsible for managing change and process improvements in the Foundation accounting
department. This position will drive innovation and automation to improve efficiency across the
accounting, application systems maintenance and other departments that utilize the end product
of our services. The incumbent will learn and evaluate current methodologies and implement
efficient solutions. Duties will include the integration of data used for accounting functions from
ancillary systems into DAR systems.
* Attach an organizational chart with positions, ranges, and names for the division.
2. List the major responsibilities, including percentage of time devoted to each. Provide
enough detail to enable a person outside the department to understand the job
(percentage first with heading and then bulleted information). If line of progression,
define for each range as above.
40% - Process Analysis and Improvement
 Assess current accounting work flow processes (e.g., gift accounts, acknowledgement
letters, reports, audit responses, etc.); recommend and implement improvements that
lead to a positive and measurable impact on systems or processes to improve efficiency
 Establish a continuous performance and quality improvement effort and monitoring and
reporting system to identify process improvement opportunities.(ex. processing gifts including pledge reminders, matching gifts, payroll deductions/year end reporting);
regularly report the status of performance and quality improvement efforts and impacts;
work with Director of Information Business Process and Information to ensure systems
and system processes are setup and functioning to achieve maximum efficiency and
optimal use of resources
 Develop and manage financial process controls to ensure that all transactions and
approvals are compliant with prescribed protocol and IRS guidelines
 Responsible for implementing and maintaining the document imaging application for
accounting and gift records; implement improved customer service strategies for
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Assistant Controller, Operations
accounting unit (i.e., a customer service manual or workflow which allows for better
assessment and response to customer inquiries)
25% - Financial Accounting, Compliance, and Reporting
 Establish new accounts in all systems and subsystems in use at the Foundation
 Generate receipts and customized acknowledgement letters
 Respond to customer inquiries
 Reconcile the daily cash receipts to the deposit
 Reconcile accounts, provide financial reporting and analytical reporting
 Collaborate in the development of data integrations from main campus systems
 Query relational data and produce reports
 Work directly with Director of Information Business Process and Information to facilitate
gift and campaign reporting, financial statement (end user reports) & executive
dashboards
 Represent the Foundation in providing guidance and training to fiscal/clerical staff
throughout the university concerning Foundation procedures such as monthly account
balancing, preparing journal vouchers and other administrative documents
20% - Project Management
 Act as a team leader in the campus iNtegrate2 conversion and implementation
 Communicate and implement project management timelines
 Manage the implementation of the project into standard practices and systems
 Monitor project milestones and deliverables and communicate needed resources, scope
increases and time delays
 Coordinate additional projects as assigned
 Participate in DAR-wide work groups, committees, and projects
15% - Supervision and Leadership
 Supervise classified clerical accounting position
 Train employees in new work flows and processes
 Assign and prioritize workflows
 Fully document and maintain operating manual for training
 Ensure employee engagement during research and implementations; maintain strong
change management strategies
3. Describe the types of decisions the position(s) makes independently as part of the core
responsibilities. Provide examples. If a line of progression, describe the decisions made
at the highest level.
The Assistant Controller has independent authority for assessing and recommending workflow
improvements and coordinating the project management schedule to ensure successful
implementation. The incumbent will be expected to perform daily financial accounting duties
and query data for reporting with limited direction.
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Assistant Controller, Operations
4. Describe the types of problems, issues, action, communications this position typically
takes to the supervisor for resolution and/or consultation. Provide examples. If a line of
progression, describe the supervisory consultation at the highest level.
The Assistant Controller, Operations will be required to consult with the direct supervisor to
present workflow improvement strategies/recommendations and obtain approval for an
implementation strategy. The incumbent would be expected to keep the direct supervisor
apprised of any employee relations matters with direct subordinates or complaints brought
forward by a customer for informative purposes rather than to seek approval for the solution to
be taken, unless the solution is considered an exception to policy.
5. Select the applicable competencies required to successfully perform the job. The
selected competencies will be evaluated within the Administrative Faculty evaluation as
Competencies for Success.
Competency
Adaptability
Analytical Thinking
Communication
Diversity and Inclusion
Financial Responsibilities
Human Resource Responsibilities
Leadership
Program/Project/Functional Knowledge
Resource Responsibilities
Serving Constituents
Teamwork
Other (specify)
Required
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6. Minimum requirements of the position. Minimum requirements should be consistent
with the Job Evaluation Model. If Line of Progression, minimum requirements must be
defined for each range.
Education
Experience
Bachelor’s Degree in Accounting,
Four years of related work experience
Finance or Information Technology
Master’s Degree in Accounting,
Two year of related work experience
Finance or Information Technology
Relevant Experience: public sector accounting experience (public accounting
experience a plus), and information technology experience in accounting and
processing applications.
Certification and Licensure: None
Schedule or Travel Requirements: None
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Assistant Controller, Operations
Optional Addendum: Describe the knowledge, skills, and abilities required to successful
performance of this job (in bullet format).
Knowledge of:
 Generally Accepted Accounting Principles, GAAP
 Financial Accounting Standards Board, FASB
 Governmental Accounting Standards Board, GASB
 Federal tax law for non-profit organizations, trusts, estates, etc.
 Demonstrated knowledge of accounting systems and software applications
Skills:
 Problem solving and analytical (qualitative and quantitative)
 Business process evaluation and documentation
 Data analytics, efficiency and process improvement
Ability to:
 Supervise and motivate staff
 Be a liaison between the functional users and technical support staff
 Learn technology and software packages
 Plan, conceptualize and make sound business decisions
 Follow data quality standards, metrics and audit procedures
 Identify and resolve problems
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