The Assistant Director of Business Services within the Business Office at High Point University is responsible for overseeing the Accounts Payable and Contracts and Procurement functions of the University, including direct supervision of the Manager of Contracts and Procurement and the Manager of Accounts Payable.
The Assistant Director administers the University’s Travel Card program and HPU Health’s e-procurement system (Dentira). This position also assists with setting up business services for both the University and HPU Health LLC, encompassing banking, merchant services, and declining balance services (Passport), and manages AP-related tax reporting and administrative support functions.
The Assistant Director evaluates business processes, maintains internal control policies and procedures, and ensures compliance with policies.
The Assistant Director reviews and/or performs accounting activities related to month-end and year-end financial closings.
QUALIFICATIONS:
Education, Experience, and Training:
- A bachelor’s degree in accounting, business, or a closely related field from an accredited college or university is required.
- Five or more years of experience in accounting, business operations, or a closely related field is required.
- Three or more years of supervisory experience is required.
- Experience in higher education or a non-profit environment is preferred.
Knowledge, Skills, Ability:
- Strong commitment to the mission of High Point University.
- Superior customer service skills and the willingness to go above and beyond for the customer, both internal and external, while ensuring customer satisfaction
- Knowledge of accounting systems and general accounting principles, including how daily transactions flow through the general ledger and the impact on financial reporting.
- Must have the ability to analyze financial transactions accurately, with a clear understanding of how entries affect the general ledger, trial balance, and financial statements.
- Knowledge of general ledger maintenance, accounts payable, contracts and procurement, merchant services, cash receipt processing, fixed assets, and tax reporting, such as NC withholding tax, sales and use tax, occupancy tax, and annual 1099 tax reporting.
- Ability to handle confidential information with discretion.
- Knowledge and ability to utilize the Internet, Microsoft Office software, ERP software such as Ellucian-Colleague or a related higher education software package, E-Commerce software, such as Unimarket and Dentira, and other software systems such as Perceptive Content, Clarity, Entrinsik Informer, and Blackboard Reporting System.
- Ability to perform and excel in a digital environment.
- Excellent analytical and problem-solving skills.
- Strong interpersonal skills and the ability to work effectively with internal and external personnel.
- Ability to work both independently and as a team.
- Effective communication skills, both oral and written.
- Ability to establish cooperative working relationships with team members and across other departments.
- Ability to learn, apply, and communicate policies and procedures positively and clearly.
- Strong organizational and time management skills, including the ability to multitask and prioritize competing work responsibilities and deal courteously with numerous interruptions.
- Ability to work confidently and competently under tight deadlines.
- Ability to quickly analyze situations, consider alternatives, and take an appropriate course of action.
- Willingness to perform administrative tasks and/or assist team members with workloads.
ESSENTIAL FUNCTIONS:
- Supervises the Accounts Payable function and the Manager of Accounts Payable, who manages the Accounts Payable Assistant, Accounts Payable Specialists, and the Accounts Payable Clerk.
- Supervises the Purchasing function and the Manager of Contracts and Procurement, who manages the Purchasing/Receivables Accountant and Procurement Generalists 1 & 2.
- Ensures staff are trained appropriately to perform their job responsibilities. Monitor work performance for accuracy and completeness, ensuring compliance with established policies and procedures.
- Becomes an expert in established AP and procurement policies and procedures and provide clear communication, training, guidance, and interpretation to the campus community.
- Oversees the tri-weekly accounts payable payment runs, journal entries by direct reports, non-AR cash receipts processing, and daily contract administration. Ensures timeliness and accuracy.
- Assists the Associate Vice President for Student Accounts with overseeing the weekly processing of electronic student refunds outsourced to TouchNet.
- Administers the HPU Travel Card program and serve as the main point of contact. Maintain and enforce policies and procedures. Create a training program for cardholders and supervisors and offer it regularly. Aid the campus community with program questions and requests. Ensure that transactions are properly reviewed and approved and import them into the general ledger monthly. Determine and post the North Carolina use tax on Travel Card charges on a monthly basis. Audit transactions for program compliance.
- Administers HPU Health LLC’s e-procurement system, Dentira, and serve as the liaison.
- Serves as the liaison with Paymerang, our electronic payments vendor.
- Serves as the liaison with Aramark, our food service vendor, audit invoices, and process invoices for payment.
- Approves and releases wire transfers.
- Oversees and reviews tax reporting and remittance for accuracy, such as semi-weekly NC-4 withholding, monthly NC sales and use tax, monthly county occupancy tax, and annual 1099 tax form processing.
- Performs the reconciliation of AP accounts monthly.
- Enters department requisitions into Unimarket and process for payment.
- Reviews the Manager of Accounts Payable’s monthly journal entries for accuracy.
- Audits and approves international per diem requests.
- Assists with setting up and maintaining business services for HPU Health LLC, i.e., banking and merchant services.
- Assists with setting up and maintaining business services for the University, i.e., banking, merchant services, and Passport.
- Assists with the monthly financial closing and the monthly operating performance package (MOPP).
- Assists with the year-end financial closing and in the preparation of year-end audit work papers, as itemized on the client (PBC) list for areas of responsibility. Provide documents and analyses to the auditors for testing and examination of the general ledger accounts, accounts payable, and procurement procedures.
- Maintains the Business Office Policies and Procedures Manual.
- Evaluates and maintain business processes and related internal controls.
- Serves as a backup for tasks within the Business Office as needed.
- Performs ad hoc reporting as needed for departments and executive management.
- Performs other duties as assigned by the AVPBS.
SUPERVISORY RESPONSIBILITIES:
The incumbent is responsible for the direct supervision of the Manager of Contracts and Procurement and the Manager of Accounts Payable.
ACCOUNTABILITY:
This position contributes to the University’s successful use of accounting by managing the accounts payable and procurement functions of the Business Office daily. The incumbent works closely with the Associate Vice President for Business Services, the Senior Vice President for Business Affairs, the Vice President for Financial Affairs and University Development, and the Manager of Financial Accounting to ensure compliance with University policy, federal and state regulations and laws, and GAAP (Generally Accepted Accounting Principles).
For more information, please contact Nancy Gordon, Associate Vice President for Business Services at
ngordon@highpoint.edu