The Assistant Vice President is a key senior leadership team member reporting to the Sr. Vice President of External Affairs. The Assistant Vice President of Administration and Finance provides leadership and direction in creating and implementing financial and operating strategies that support the mission of External Affairs. The Assistant Vice President directly oversees finance, human resources, business operations, development, and strategic organizational management and growth for three distinct divisions (Marketing & Communications, Government & Community Affairs, and its Washington, DC office of Federal Relations). The Assistant Vice President advises, counsels, and makes recommendations to the Sr. Vice President and senior leadership team on fiscal oversight, administrative policy, departmental restructuring, future growth, and operational functions. Serving as a chief operating officer for External Affairs, a unit of approximately 120 staff with an annual budget of $17,000,000 million, they provide strategic planning and direction to senior leaders and department heads in creating and establishing annual budgets for Marketing & Communications, Government & Community Affairs, and Federal Relations to ensure sound and effective fiscal resource management. The Assistant Vice President leads and implements all human resource management functions for Marketing & Communications, Government & Community Affairs, and Federal Relations. They work closely with all directors and department heads to provide vision, direction, and guidance in human resource practices and procedures in collaboration with Human Resources. The Assistant Vice President oversees a staff of five: the Sr. Director of Finance and Administration, Assistant Director of Finance and Administration, Administrative Coordinator, Sr. Staff Coordinator, and Sr. Staff Assistant responsible for all accounting and financial transactions across the unit. Responsible for performance management and assessment of direct reports.
Essential Functions:
Budget (30%)
- Serve as a chief operating officer for External Affairs, a unit of approximately 120 staff with an annual budget of $17,000,000 million.
- Provide strategic planning and direction to senior leaders and department heads in creating and establishing annual budgets for Marketing & Communications, Government & Community Affairs, and Federal Relations to ensure sound and effective management of fiscal resources.
- Analyze, recommend, and approve the allocation of funds for staff promotions, increases to budgeted positions, and related budgetary activities pertaining to administrative and operating expenses to maximize available fiscal resources and leverage new resources.
- Provide analysis and recommendations to the Sr. Vice President on unit-wide budget planning, staffing, and general operations.
Administration, Planning, Leadership, and Management (55%)
- Lead and implement all human resource management functions for Marketing & Communications, Government & Community Affairs, and Federal Relations.
- Work closely with all directors and department heads, providing vision, direction, recommendations, and guidance in human resource practices and procedures in collaboration with Human Resources.
- Serve as the HR liaison to the unit.
- Develop and apply staffing strategies to hire the best talent available and attract a diverse workforce.
- Develop, promote, and retain valuable employees.
- Identify competency and talent gaps within the unit and develop a structure for filling or reorganizing the department.
- Engage, collaborate, and direct managers to review the departments organizational structure and develop career paths and positions that will allow the university to retain high-performing and talented staff in accordance with HR's Compensation division.
- Direct and coordinate all human resource management functions, including job classification and performance evaluation, staffing, and disciplinary protocols in collaboration with senior leaders, department heads, and Human Resources.
- Identify training and resources to foster growth and staff development.
- Lead the annual merit process for non-exempt and exempt staff, including equity analyses.
- Keep senior leadership and departments closely apprised of all information relating to initiatives developed by Human Resources, Talent Acquisition, and Compensation or changes to existing policies and/or procedures.
- Collaborate with Human Resources and the Office of General Counsel on workforce reductions, performance management, and disciplinary issues in compliance with university policies and standards.
- Work closely with department heads to ensure they have the financial and human resources required for success in their respective areas.
- Recommend, plan, and direct new projects and initiatives within External Affairs.
- Identity and resolve operational issues and work on issues of diverse scope where analysis of the situation or data requires evaluating various factors, including understanding current policies and procedures.
- Lead a team of finance and administrative professionals, mentor and develop staff to support their professional growth and success.
- Foster strong relationships with colleagues across departments to achieve common goals.
- Supervise and work closely with the Sr. Director of Finance to analyze data with significant financial implications and make decisions on complex financial reporting.
- Provide direction and guidance to the Sr. Staff Coordinator to manage and monitor facilities, office operations, and building security critical to the overall functioning of the unit.
Operations (15%)
- Administer and evaluate all current and future space and equipment requirements, recommend appropriate upgrades, and plan and implement the acquisition.
- Direct, plan, and supervise all aspects of renovations and new projects across the unit and liaise with relevant University departments.
- Serve on the advisory board of the Operations and Administration Representatives (OAR) group under the Office of the Senior Vice President of Operations to provide input and recommendations and coordinate university-wide responses to issues and operational changes that impact the day-to-day functions of buildings and units across campus.
- Apprise the leadership and staff of Safety, Security, and Preparedness.
- Develop recommendations for computing and non-computing capital needs in collaboration with IS&T and the Client Technology Analyst.
- Work in partnership with IS&T to keep apprised of new initiatives, upgrades, changes, or recommendations that better serve and support our technology needs.
Required Skills
A cover letter is required for consideration.
- Master's Degree or equivalent with at least twelve years of experience in human resource management, finance, and administration, and eight years of demonstrated leadership experience.
- Excellent analytical skills with the ability to interpret complex financial data and make informed decisions.
- Professionalism, diplomacy, and excellent interpersonal and communication skills.
- Ability to effectively communicate with colleagues from BU departments/organizations.
- Ability to work under pressure and deadlines.
- Ability to resolve communication issues.
- Supervisory and management experience.
- Must be comfortable dealing with sensitive issues with all levels of the university under the full range of possible circumstances.
- Ability to manage multiple projects on deadline. Experience in assessing, prioritizing, and solving communications problems.
- Familiarity with Boston University is strongly preferred.
- The incumbent frequently interacts with senior leadership, managers, and directors of all departments.
- This unit's total financial portfolio is more than $17 million. Due to the confidentiality of much of the information managed, it is always crucial that the incumbent exercise discretion and good judgment.
_We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, natural or protective hairstyle, religion, sex, age, national origin, physical or mental disability, sexual orientation, gender identity, genetic information, military service, pregnancy or pregnancy-related condition, or because of marital, parental, or veteran status. We are a VEVRAA Federal Contractor. _
Required Experience