Order & Inventory Manager (Financial Administrative Leader), Auxiliary Business Services at Indiana University in Bloomington, Indiana

Job Description:

Department



AUXILIARY SERVICES ADMINISTRAT (BA-AXAD-IUBLA)



Department Information



Auxiliary Business Services is a diverse group of organizations that provide essential services to students, faculty, and staff, in support of the university's academic mission on the Bloomington campus. Our Shared Service Center focuses on providing efficient and effective administrative services to help these organizations achieve their goals. The Shared Service Center provides services related to finance, purchasing, and payroll.



Job Summary



The Order and Inventory Manager is responsible for creating, and communicating, new policies and expectations regarding receiving, inventory, and purchasing. This includes managing all receiving for Dining and Hospitality and maintaining secure and accurate inventory. This role oversees purchasing processes, particularly supplier onboarding and contracts, sourcing, and process improvement, also manages systems for accounting and inventory and maintains and verifies capital asset inventory for Auxiliary Services and Student Life.

Department-Specific Responsibilities

• Leads the procurement team in developing and maintaining an efficient, productive, and valued procurement department.
• Responsible for supporting clients in procuring required goods and services to obtain the best quality and price, while ensuring that the proper and most effective purchasing methods are used to procure the items.
• Assists with employee relations, management of contracts, and the development and implementation of policies and procedures.
• Responsible for engaging and providing guidance employees on the procurement team, including offering constructive feedback and conducting performance evaluations.
• Advises management on various matters related to and/or affected by procurement policies and procedures.
• Works with managers to define the nature and extent of financial problems.
• Analyzes data and reports findings and recommends effective solutions to those problems.
• Serves as an expert resource to management on department and university procurement policy and procedure, ensuring departmental compliance with applicable rules and regulations through consultation with IU procurement.
• Supervises accounting activity related to travel, hospitality, accounts payable, capital assets, purchasing, and asset management.
• Monitors compliance, reconciliations, and document retention.
• Oversees the redistribution and/or sale of assets.
• Develops and maintains business relationships with outside vendors and contractors.
• Assists the Director for Dining and Hospitality in contract negotiations with local and national restaurants, franchises, and food vendors.
• Coordinates with the warehouse manager to establishes inventory policies, procedures, and standard practices for receiving, billing and tracking items delivered.
• Continuously reevaluates these procedures and standard practices to ensure adaptation to changing environments.

General Responsibilities

• Supervises the day-to-day work activities of Financial Administration Specialists performing various administrative support activities primarily in the areas of financial management, human resources, and compliance.
• Responsible for accuracy, timelines, and the general integrity of the Financial Administration family.
• Provides training and development of newly assigned or less experienced personnel.
• Advises higher-level people leaders regarding the effective use of resources and methods to maximize earnings.
• Analyzes and measures the effectiveness of existing financial processes and develops sustainable, repeatable, and quantifiable business process improvements.
• Develops and prepares budgets and financial reports for grants, general appropriations, endowments, and other funds.
• Creates annual revenue and expenditure budget for school or support unit. Develops budgetary policies and procedures.¿
• Provides input into non-technical portions of grant and contract proposals.
• May coordinate and participate in a variety of human resources activities including employment, labor relations, benefits, training, and classification for functional area.

Qualifications



Combinations of related education and experience may be considered. Education beyond the minimum required may be substituted for work experience. Work experience beyond the minimum required may be substituted for education.


EDUCATION



Required

• Bachelor's degree in finance, business, or related field

WORK EXPERIENCE



Required

• 2 years of related functional experience

Preferred

• Experience with FSS, Jaggaer, and /or Chrome River systems


• 5 years of relevant experience

LICENSES AND CERTIFICATES



Preferred

• Certification in relevant field


• Possesses a valid driver's license with the ability to be insured by Indiana University

SKILLS



Required

• Proficient communication skills


• Maintains a high degree of professionalism


• Demonstrates time management and priority setting skills


• Demonstrates a high commitment to quality


• Excellent organizational skills


• Excellent collaboration and team building skills


• Effectively coaches and delivers constructive feedback


• Instills commitment to organizational goals


• Experience using large scale financial platforms in and/or for a variety of financial operations


• Advanced ability to interpret financial documents from an accounting, policy, and practice perspective


• Experience in project management, user-testing, and implementation and/or development of financial structures, policies, and procedures


• Intermediate accounting skills and an understanding of Generally Accepted Accounting Principles (GAAP)


• Ability to mine data from multiple sources and integrate into usable formats


• Ability to clearly present material and make it accessible to a variety of audiences


• Ability to understand and interpret financial policies, regulations, and pertinent state/federal laws


• Advanced knowledge of financial statements and different budgetary models; ability to apply in different situations


• Knowledge of human resources laws and procedures as related to managing staff


• Knowledge and understanding of the importance of mentors and mentorships


• Demonstrates ability to create workable solutions from broad concepts and ideas, projections, forecasting, and long term planning

Working Conditions / Demands



This role requires the ability to effectively communicate and to operate a computer and other standard office productivity equipment. The position involves sedentary work as well as periods of time moving around an office environment and the campus. The person in this role must be able to perform the essential functions with or without an accommodation.



Work Location



Bloomington, Indiana


This position is eligible to work a hybrid schedule (mix between remote and in-person work), subject to change in the future based on university policy and business needs.



Advertised Salary



$75,000 - $85,000 per year



Benefits Overview



For full-time staff employees, Indiana University offers a wide array of benefits including:

• Multiple plan options for medical insurance


• Dental insurance


• Health Savings Account with generous IU contribution


• Life insurance, LTD, and AD&D options


• Base retirement plan contribution from IU, subject to vesting


• Additional supplemental retirement plan options


• Tuition benefit for IU classes


• 10 paid holidays per year


• Generous Paid Time Off


• Paid Parental Leave


• Employee Assistance Program (EAP)

Learn more about our benefits by reviewing our online Benefits Brochure.



Job Classification



Career Level: Operational


FLSA: Exempt


Job Function: Finance


Job Family: Financial Administration
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Posting Disclaimer



This posting is scheduled to close at 11:59 pm EST on the advertised Close Date. This posting may be closed at any time at the discretion of the University, but will remain open for a minimum of 5 business days. To guarantee full consideration, please submit your application within 5 business days of the Posted Date.


If you wish to include a cover letter, you may include it with your resume when uploading attachments.



Equal Employment Opportunity



Indiana University is an equal employment and affirmative action employer and a provider of ADA services. All qualified applicants will receive consideration for employment based on individual qualifications. Indiana University prohibits discrimination based on age, ethnicity, color, race, religion, sex, sexual orientation, gender identity or expression, genetic information, marital status, national origin, disability status or protected veteran status. Indiana University does not discriminate on the basis of sex in its educational programs and activities, including employment and admission, as required by Title IX. Questions or complaints regarding Title IX may be referred to the U.S. Department of Education Office for Civil Rights or the university Title IX Coordinator. See Indiana University's Notice of Non-Discrimination here which includes contact information.



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