Systems and Reporting Manager

Colorado State University, United States

Updated: 5 days ago
Location: Fort Collins, COLORADO
Deadline: 02 Apr 2024

Posting Details
Posting Detail Information


Working Title Systems and Reporting Manager
Position Location Fort Collins, CO
Work Location Position qualifies for hybrid/in-office work
Research Professional Position No
Posting Number 202400150AP
Position Type Admin Professional/ Research Professional
Classification Title Prof/Indiv Contrib III
Number of Vacancies 1
Work Hours/Week 40
Proposed Annual Salary Range $60,000 to $80,000
Employee Benefits
Colorado State University is not just a workplace; it’s a thriving community that’s transforming lives and improving the human condition through world-class teaching, research, and service. With a robust benefits package, collaborative atmosphere, commitment to diversity, equity and inclusion , and focus on work-life balance, CSU is where you can thrive, grow, and make a lasting impact.
  • For detailed benefit plan information for eligible employees, visit https://hr.colostate.edu/hr-community-and-supervisors/benefits/benefits-eligibility/ and https://hr.colostate.edu/prospective-employees/our-perks/ .
  • For the total value of CSU benefits in addition to wages, visit https://hr.colostate.edu/total-compensation-calculator/ .
  • For more information about why Fort Collins is consistently ranked in the top cities to live in, visit https://hr.colostate.edu/prospective-employees/our-community/ .
Desired Start Date
Position End Date (if temporary)
To ensure full consideration, applications must be received by 11:59pm (MT) on 04/02/2024
Description of Work Unit
Founded in 1870, Colorado State University is among the nation’s leading research universities and enrolls approximately 32,000 undergraduate, graduate, and professional students. Located an hour north of the Denver metro area, Fort Collins is a vibrant community of approximately 157,000 residents that offers the convenience of a small town with all the amenities of a large city. Fort Collins is situated on the Front Range of the Rocky Mountains with views of 14,000 foot peaks, and offers access to numerous cultural, recreational, and outdoor opportunities.
The Finance section is a work unit within the department of Facilities Management (FM). The section oversees 150 departmental accounts with over $100M in operating costs in the areas of budgets; accounting; financial management and reporting; university billings; department receivables, internal financial control processes and procedures; financial instruction; and the department’s integrated work management system (IWMS). The work unit is responsible for:
  • Ensuring adherence to university financial procedures.
  • Maintaining and improving processes to protect the financial integrity of internal departmental work units.
  • Development of strong oversight and understanding of departmental and construction project budgets.
  • Development of best practices that enable effective and accurate management of financial policies, processes, and activities.


The section also provide services to the university community and non-university entities in the areas of:
  • Billing, accurate and timely financial reporting, university utilities (pay, track and report), and oversight real estate leases.
  • Reporting (building costs, project costs, leases, student facility fees, budget information, etc.) developed and distributed to university departments include Budget Office, Business and Financial Services, Vice President for University Operations, President’s Office, etc.
Position Summary
This position exists to provide management and financial information, analysis, reporting, and instruction by:
  • Supervising and managing day-to-day operations of the accounting team including: assigning and prioritizing work, establishing goals, allocating staff, developing performance plans and evaluations, and approving time cards and leave requests.
  • Structuring and producing on-demand reports using MS Office, Assetworks IWMS, Kuali, WebFocus, SQL queries, PowerBI and other available tools. Including training others on how to use these reporting tools to query data.
  • Producing monthly, quarterly and annual reports Facilities Management covering a wide range of reporting needs for internal and external customers.


This position also exists to maintain accounting configurations and data integrity of the Assetworks IWMS by:
  • Designing billing processes and procedures and documenting these in the department IWMS manual and training others on processes.
  • Identifying billing transaction problems and resolving issues effectively to ensure there are no adverse impacts to the financials and developing quality control procedures to prevent future billing and reporting problems.
  • Maintaining, proposing, testing, reviewing and updating changes to IWMS software accounting configurations within the context of software-allowable configurable adjustments.
  • Maintaining FM Finance and IWMS Communications webpages on the FM website.
Required Job Qualifications
  • Bachelor’s degree.
  • One year of direct supervisory experience over full-time accounting personnel.
  • Proficiency with Microsoft Excel, including pivot tables and advanced macros/formulas.
  • Demonstrated attention to detail and effective communication skills, both verbal and written, based on application materials submitted.
  • Experience querying data with tools such as WebFocus, MS Access, MySQL Workbench or similar.
Preferred Job Qualifications
  • Bachelor’s degree in accounting, finance, business administration, or related field.
  • At least three years of experience working in a fast-paced accounting environment.
  • Financial working knowledge within an institution of higher education.
  • Experience interpreting and ensuring compliance with regulatory policy.
  • Experience with Kuali Financial Systems.
  • Experience creating, writing and using SQL to query various datasources, including MS Access, MySQL and Oracle.
  • Experience creating reports from large datasets.
  • Experience with Assetworks AIM IWMS software.
  • Experience in PowerBI.
  • Experience with performance management and evaluation.
  • Experience working both autonomously and in a team environment.
Diversity Statement
Demonstrated knowledge of, and relevant ability with, culturally diverse communities among potential target and constituent populations.

Essential Duties


Job Duty Category IWMS Accounting Configuration, Testing, Process Development & Training
Duty/Responsibility
Facilities Management uses an Integrated Workplace Management System (IWMS) as a sub-system to feed accounting data to the Kuali Financial Systems (KFS). IWMS is used to record university space and building/property use; manage warehouse inventory; work management (work orders), purchase materials and services; bill work order costs to university accounts; and, report costs by building, equipment, program, etc. This position provides formal and informal training and information to FM staff regarding how to set up work orders, the effects of time card entry on individual budgets, instructs staff on IWMS configurations, etc.
This position oversees the accounting configurations for the IWMS, including:
  • Changing and updating shops, accounting strings, job costing and billing configurations, labor rates, and other fees as needed.
  • As FM’s procedures and processes evolve, proposes best methods for updating IWMS software configurations to reflect those changes.
    • Testing in the IWMS development program and ultimately implementing new processes into the production environment once user-acceptance testing is completed. This includes training FM staff as needed.
    • Writing and updating IWMS accounting related instructions. This includes working autonomously and with subject matter experts to develop the instructions. This information will be stored in the process library and will be shared with the FM team as part of our standard processes.
    • Key member and accounting representative on Process Committee. Includes attending meetings, developing the process library, and working with all FM areas to create flowcharts and Visio diagrams to document processes.

  • Maintaining the IWMS accounting training manual and independently training staff on the IWMS.
  • Key member and accounting representative on the IWMS Communications Committee which is tasked with disseminating information regarding the new IWMS.
    • Maintain the FM Finance and IWMS Communications webpages located within the Facilities Management website.
Percentage Of Time 30%
Job Duty Category IWMS Financial Reporting
Duty/Responsibility
  • Creates unique reports from the IWMS database using MS Excel, MS Access, PowerBI or MySQL Workbench for analyzing financial transactions, hours, inventory, materials, etc. Reports may be complex in nature due to the utilization of many tables. Linking tables correctly in systems is crucial to retrieve accurate financial data and may require advanced knowledge of SQL query types, parameters, and syntax.
  • Work with other units within FM to assist with development of queries to track data critical to performing job duties, including working internal customers to assess needs and develop queries for them.
  • Develop reports for reporting data and analytics from the IWMS system to be used for financial analysis. There will be ongoing development of reports as needs arise, in addition to current reports such as:
    • Productivity reports to track billable hours and charge allocations to aid in budgeting.
    • Logistics and services reports to be used for account reconciliations and annual overhead allocations.
    • Assets and costs by building.
    • Work order transaction reports to be used for correcting entries and other analysis.
Percentage Of Time 30%
Job Duty Category Financial Reporting & Analysis
Duty/Responsibility
  • Design, prepare, and produce periodic and on-demand reports by gathering, researching, analyzing, and structuring information from various sources. Tools used to query this data may include MS Excel, MS Access, MySQL Workbench, SQL Developer, WebFocus and PowerBI.
  • Work with other units within FM to assist with development of queries to track data critical to performing job duties, including working internal customers to assess needs and develop queries for them.
  • Develop reports for reporting data and analytics from the IWMS system to be used for financial analysis. There will be ongoing development of reports as needs arise, in addition to current reports such as:
    • Productivity reports to track billable hours and charge allocations to aid in budgeting.
    • Logistics and services reports to be used for account reconciliations and annual overhead allocations.
    • Assets and costs by building.
    • Work order transaction reports to be used for correcting entries and other analysis.
    • Historical data queries from old database using Access or SQL Developer.

  • Oversee accounting side of monthly work order collector feed. Ensure accurate date prior to posting and create additional collector feeds as needed to immediately correct any errors. Investigate cause of errors and work with applicable groups as needed to correct.
  • Oversee continuation account for FM and ensure timely reallocation of expenditures.
  • Oversee FM parking permits acting as liaison between FM and PTS. Ensure data is distributed timely to pertinent parties for any violations so they may be addressed timely. Oversee annual billing process to ensure timely and accurate processing.
  • Create monthly financial reports and journal entries for all of FM. Includes the following reports: fringe reimbursement, admin staff support billings, taxable uniform calculations and associated journal entries, and FM financial summary.
  • Create quarterly financial reports such as the capital equipment reconciliation.
  • Create annual financial reports such as the NCAA audit report, fringe reimbursement history to Budget Office and Predictor file, and FM salaries to the Budget Office, APPA Key Metrics Survey, and Sightlines bench marking reports.
  • Create high level data requests for survey or other critical financial needs.
  • Serve as liaison for reporting requests that involve all FM departments.
  • Financial oversight and tracking for employee recognition programs, including quarterly audits of inventory counts, including SPARK, JEDI, ERC and any other groups that may maintain a gift inventory to be used for employee recognition items. Duties also include any associated journal entries and tracking as needed.
Percentage Of Time 30%
Job Duty Category Financial & Systems Leadership
Duty/Responsibility
  • Provide financial leadership and advise FM staff in the use of correct accounting strings for work orders, all operating expenses and overhead expenses.
  • Manages the section by performing supervisory duties such as: assigning job duties, determining work load, establishing performance plans, prepare and carry out mid-year and final annual performance reviews, determining staff priorities, establishing section goals, designing process and procedures, assess training needs and provide guidance and training to personnel, resolving employee performance issues, ensuring employee work quality, establishing section deadlines and ensuring they are fulfilled, ensuring accounting and purchasing rules and regulations are adhered to by staff. Creates and updates unit processes and procedures. Reviews and rewrites position descriptions as necessary and recommends promotions. Approve leave requests and time cards. Participate in Facilities Management supervisors’ meetings and project manager meetings.
  • Ensure federal, state and university rules and regulations are being followed by departmental staff and help facilitate an understanding of these rules to FM staff.
  • Hold trainings and work sessions to educate managers, supervisors and staff on the intricacies of the IWMS. Provide ongoing guidance to departmental staff to aid in financial and business decisions.
  • Assist in the analysis, evaluation, revision, development, documentation, and implementation of departmental processes and procedures.
  • Advise department personnel on accounting and budget issues, fiscal rules, and financial processes.
Percentage Of Time 10%

Application Details


Special Instructions to Applicants
CSU is committed to full inclusion of qualified individuals. If you are needing assistance or accommodations with the search process, please reach out to the listed search contact.
To apply, please upload a cover letter that addresses the required and preferred job qualifications, a resume, and the contact information for three professional references. References will not be contacted without prior notification to candidates.
Conditions of Employment Pre-employment Criminal Background Check (required for new hires)
Search Contact Michelle Tate: [email protected]
EEO Statement
Colorado State University is committed to providing an environment that is free from discrimination and harassment based on race, age, creed, color, religion, national origin or ancestry, sex, gender, disability, veteran status, genetic information, sexual orientation, gender identity/expression, or pregnancy in its employment, programs, services and activities, and admissions, and, in certain circumstances, marriage to a co-worker. The University will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. Colorado State University is an equal opportunity and equal access institution and affirmative action employer fully committed to achieving a diverse workforce and complies with all Federal and Colorado State laws, regulations, and executive orders regarding non-discrimination and affirmative action. The Office of Equal Opportunity is located in 101 Student Services.
The Title IX Coordinator is the Director of the Office of Title IX Programs and Gender Equity, 123 Student Services Building, Fort Collins, CO 80523-0160, (970) 491-1715, [email protected] .
The Section 504 and ADA Coordinator is the Director of the Office of Equal Opportunity, 101 Student Services Building, Fort Collins, CO 80523-0160, (970) 491-5836, [email protected] .
The Coordinator for any other forms of misconduct prohibited by the University’s Policy on Discrimination and Harassment is the Vice President for Equity, Equal Opportunity and Title IX, 101 Student Services Building, Fort Collins, Co. 80523-0160, (970) 491-5836, [email protected] .
Any person may report sex discrimination under Title IX to the Office of Civil Rights, Department of Education .
Background Check Policy Statement
Colorado State University strives to provide a safe study, work, and living environment for its faculty, staff, volunteers and students. To support this environment and comply with applicable laws and regulations, CSU conducts background checks for the finalist before a final offer. The type of background check conducted varies by position and can include, but is not limited to, criminal history, sex offender registry, motor vehicle history, financial history, and/or education verification. Background checks will also be conducted when required by law or contract and when, in the discretion of the University, it is reasonable and prudent to do so.

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