Villanova University hiring Business Manager in Villanova, Pennsylvania, United States | LinkedIn (2024)

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Posting Details (Default Section)

Posting Number: 20244034S

Position Title: Business Manager

Position Type: Staff

Location: Villanova, PA

Recruitment Type: Internal/External Applicants

Work Schedule: full-time/12-months

Avg Hours WeekDepartment: 802 - Assistant VP Cabrini Operations

Position SummaryThe Business Manager will work for the Facilities Management Organization at Villanova University Cabrini campus and report to the Assistant Vice President of Operations at Cabrini, Director of Facilities at Cabrini, and Assistant Director of Finance/Administration of Auxiliary Services and Facilities Management.

This position will oversee all the accounting and administrative operations at the Villanova University Cabrini campus including management of Cabrini job postings in People Admin, employee payroll in UKG , quarterly/year end projections, procurement card reconciliation. The Business Manager will monitor and manage all functions of Accounts Payable to include the set up process for new vendors, processing of purchase orders through the NovaBuy system and all invoices within Concur and ensure proper allocation to the respective departments and accounts. This position will be responsible for procurement of parts and material, verifying all charges on invoices, reconciling to the purchase orders(if applicable), processing change orders, and all due diligence to ensure compliance with the University Procurment policy and procedures. This position will manage all vendor inquiries regarding purchasing, billing discrepancies and payment inquiries. The Business Manager will be in charge of fielding calls related to the operations of Cabrini University and forwarding to the respective predetermined Villanova departments.

Villanova is a Catholic university sponsored by the Augustinian Order. Diversity and inclusion have been and will continue to be an integral component of Villanova University’s mission. The University is an Equal Opportunity/Affirmative Action employer and seeks candidates who understand, respect and can contribute to the University’s mission and values.

Duties And Responsibilities

• Monitor and manage all functions of Accounts Payable to include the set up of new vendors, processing of purchase orders through the NovaBuy system and all invoices within Concur and ensure proper allocation to the respective Index and account.
• Responsible for prcurement of parts and supplies, and contract purchase services. Verify all charges on invoices, reconciling to the purchase orders(if applicable), processing change orders, and all due diligence to ensure compliance with the University Procurment policy and procedures.
• Oversee all vendors inquiries regarding purchasing, billing discrepancies and payment inquiries.
• Manages & pays all Cabrini utility bills and handles any billing disputes. Monitors utility usage and creates spreadsheets to help manage and predict utility usage. Schedules meter reading for high or estimated bills. Responsible for the timely processing of all payments to avoid late fees & shutoffs. Maintains a spreadsheet & deposits funds for electric demand management program.
• Serve as the departmental resource on procedural, administrative and operational issues. Assist the Assistant VP of Cabrini Operations and Director of Facilities Management with administrative tasks.
• Manage the UKG timekeeping process and payroll. Review time cards, ensure all punches are verified, resolve any discrepancies and errors, provide approval for the bi-weekly service payroll. Responsible for reconciliations and any required adjustments. May require working during a holiday to ensure accurate union pay when the payday falls over/during a holiday, e.g. Christmas Break.
• In collaboration with the Director of Finance and Administration Auxiliary & FMO , initiate Cabrini FMO job postings in People Amin, process Personnel Action Forms including salary changes, leaves of absence, short term disability, transfers and terminations.
• Monitor service employee schedules in UKG . Ensure the accuracy of all Union Employee Vacation/Sick/Leave records.
• Works closely with Director of Finance and Administration Auxiliary & FMO to monitor budgets vs spending and prepare quarterly projections.
• Maintain and oversee Cabrini facility contracts and ensure that contracts are current and fully executed. Manage the encumbrances in Banner to include quarter purchase order balance verifications, and update accordingly by processing changes, researching differences and close out of purchase orders as required.
• Receive and reconcile invoices and statements for various vendors
• Order office supplies for the Cabrini facility offices through Office Basics. Takes care of equipment such as the copier/printer.
• Manage Union personnel Safety Shoe reimbursem*nt renewals and uniform ordering.
• Collaborate with Maintenance Managers to keep current disciplinary records for all Union employees.
• Maintain Union personnel’s technical certifications and training renewal records.
• Review and audit all procurement card expense and payment requests in the Concur and NovaBuy systems to assure University policies are followed.
• Assist in procurement of parts and contracted services.
• Manage all calls and inquiries related to Cabrini University(for example, transcript requests) and provide resource information.
• Perform other duties and assist with special projects as assigned.

Minimum Qualifications

• High School Diploma. Bachelor’s degree preferred or minimum 3-5 years related discipline and/or applicable work experience.
• Strong knowledge of procurement systems as well as university policy and procedures preferred. —Banner and accounts payable software(Concur, NovaBuy) experience is strongly preferred.
• The individual must have proven ability to create spreadsheets and knowledge of administrative/financial/operational procedures with proficiency in Microsoft Excel and Word.
• Should possess solid training in all areas of Accounting including accounts payable, purchasing, payroll, budgeting, spending analysis.
• Possess Strong organizational, analytical, verbal and written communication skills.
• Displays professionalism while setting high standards.
• The individual selected must have three(3) or more years of applicable job-related experience, preferably in higher education with an accounting background.
• Excellent interpersonal, organizational, planning and prioritizing skills and be a team player.
• Must be flexible, energetic self-starter who enjoys collaboration with a wide variety of constituencies.
• Must have the ability to work independently under general supervision with exceptional attention to detail.
• He/she must have a proven ability to consistently maintain a high level of discretion and professionalism.
• Working knowledge of Microsoft Word and Excel required.
• The workload required to perform this job requires the ability to adapt to change often and quickly.

Preferred QualificationsPhysical Requirements and/or Unusual Work Hours: Special Message To ApplicantsPosting Date: 06/03/2024

Closing Date (11:59pm ET):Salary Posting InformationCommensurate with experience.

Salary Band: I

Job Classification: exempt

References NeededReferences Needed

Minimum Number of References Needed 3

Maximum Number of References Needed 3