Assistant Director, Supply Chain & Finance

Department Number/Name: 0-0204-000 / Administrative Services Business Center
College Division:  Administrative Services
Salary Plan: Administrative
Job Code/Title: 4661 / Assistant Director, Supply Chain & Finance
Hiring Salary/Salary Range:  $85,000 - $92,000
Position Number: 00004501
ORGANIZATIONAL SUMMARY:
USF's Office of Administrative Services (OAS) is made up of the dedicated people who keep our campus, the equivalent of a medium-sized city, moving forward. This team delivers essential services across USF's multiple campuses and locations that together total 11 sites, 1,646 acres, 350 buildings, and 12.8 million gross square feet. With responsibilities that include land use and planning, construction and development, maintenance and utilities, custodial and grounds services, parking and the Bull Runner bus system, environmental health and safety, university police, and emergency management; the OAS team has a wide-reaching impact that touches nearly every aspect of the University of South Florida community in support of the university's mission and strategic plan.

On USF's Tampa campus, the OAS team performs a broad scope of services that includes processing and completing over 45,000 work orders annually, providing custodial and maintenance services for 83 buildings totaling 4.5 million square feet, managing over 350 construction and renovation projects each year, providing utilities services for 350 buildings totaling 12.8 million square feet, maintaining 20,500 parking spaces across 93 surface lots and 4 garages, operation and maintenance of a fleet of 26 buses, and performing grounds care of 500 acres of space.
OAS is a service organization and believes that providing excellent customer service starts with an engaged workforce. To that end, we are dedicated to offering opportunities for professional development and growth, providing the job resources necessary for success, fostering open communication and feedback at all levels, and recognizing the achievements of our team members!
The Administrative Services Business Center (ASBC) is made up of a dynamic team that provides cost-effective and efficient fiscal and administrative support services to departments in the Office of Administrative Services and manages an operating budget of over $100M.
POSITION SUMMARY:
Serving a critical role in the ASBC and reporting to the Director, the position is responsible for managing financial and operational systems, processes, administration, and internal controls in support of the organizations mission. Financial and business operations include Accounts Payable, purchasing, supply chain and inventory management of $100+ million operating budget consisting of 112 accounts and 20+ departments. The position collaborates with Assistant/Associate Director and Director on budget and financial impacts. Responsible for interpreting university and functional policies and procedures and ensuring that financial activities are in compliance with USF policies and procedures. This position mentors and trains support staff and serves as a liaison to the University community.
RESPONSIBILITIES:
Responsible for overseeing all supply chain related activities involving the procurement of materials, inventory, optimization and control, external supply assurance, cycle counting, and other material metrics in the spirit of continuous improvement. Plan and implement supply chain management strategies that increase efficiency and maximize productivity. Oversee product storage, handling, and distribution. Find cost-effective solutions for supply chain processes and optimize warehouse functions. Maintain supply chain inventory and records. Develop and implement safety guidelines in all aspects of the supply chain (e.g. use of trucks, forklifts).
Responsible for overseeing accounts payable transactions (AP), controls, and accounting procedures. Ensure all AP requests are resolved and communicated in a timely manner to internal and external customers. Accountable for all AP deadlines. Identify, plan, and implement key projects to improve quality, reduce costs, increase productivity and improve cycle time by reducing wasted time, rework, ect. resulting in significant business process improvement and customer satisfaction.  Oversees and reports weekly, monthly, quarterly, and annual metrics. Effectively measure efficiencies gained from process improvement and service level agreements through customer feedback and data to ensure client satisfaction. Develop and establish metrics/KPI's to ensure adherence to service level agreements through use of dashboards to identify past and current trends.
Provide leadership, coaching, feedback, and supervision for employees to meet the goals of the ASBC and VP unit overall. Serve as mentor and coach to develop service excellence standards and communicate service philosophy and guiding principles. Oversee recruitment, selection, interview and hiring process for team members. Demonstrates the ability to communicate, schedule, assign work to and provide feedback to staff, as required, or the supervision of staff that will be processing financial transactions.
Develop and manage relationships with suppliers and customers with focus on collaborative partnerships. Work with suppliers and customers to resolve complex issues or discrepancies related to Supply Chain, Accounts Payable, Purchasing.  Communicate customer issues with leadership and devise ways of improving the customer experience, including resolving issues and complaints. Serve as business and fiscal advisor and liaison to departments and the University community.
Performs other duties as assigned.
POSITION QUALIFICATIONS:
MINIMUM:
Requires a Bachelor's degree from a regionally accredited institution. Minimum of 4 years of related exempt level experience including 2 years of supervisory experience.  Degree Equivalency Clause: Four years of direct experience for a bachelor's degree.
PREFERRED:
A keen sense of organizational change techniques that will engage employees and drive the adoption of process improvement, factoring in the human side of change management.  Must demonstrate initiative to learn new skills and be a self-starter, able to work under minimal supervision.  Business process, Business Analysis, and/or Lean or Six Sigma certifications preferred.  5+ years of experience working and leading project initiatives, preferably with a combination of business operations/business process improvement experience.  Functional knowledge of a shared services business process (prior experience preferred).
SPECIAL SKILLS/TRAINING:
Thorough understanding of supply chain management, general accounting/finance, and implementation of process improvement technology within shared service center. Intermediate proficiency with a strong emphasis on Microsoft Excel. Adherence to tight deadlines and quick turnaround for financial accounting and logistical deliverables.  Strong organizational skills and ability to develop and maintain an organized structure, ability to work collaboratively in a dynamic environment where adaptability is imperative. Accurate with strong attention to detail. Strong documentation skills and ability to write clear concise business processes with appropriate levels of detail.  Strong interpersonal and management skills, with ability to manage multiple people and projects in fast-paced environment.

Information for Applicants 

This position is subject to a Level 1 criminal background check.

Job Opening Number: 36370

Posting Date:  02/23/2024

Re-Posting Date:  04/05/2024

Re-Posting End Date: 04/12/2024

How To Apply 

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Apply online by completing the required information and attaching your cover letter and resume. Please include your experience as it relates to the qualifications stated above.  YOUR COVER LETTER AND RESUME, PLUS ANY OTHER REQUESTED MATERIAL, MUST BE IN ONE ATTACHMENT. Only online applications are accepted for this position.

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Equal Employment Opportunity 

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The University of South Florida does not discriminate on the basis of sex and prohibits sexual harassment. Any person may report sex discrimination, including sexual harassment (whether or not the person reporting is the person alleged to be the victim of conduct that could constitute sex discrimination or sexual harassment), in person, by mail, by telephone, or by electronic mail, using the contact information listed for the Title IX Coordinator. Reports may be made at any time either online or directly to the University's Title IX Coordinator.

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Applicants have rights under Federal Employment Laws: Family and Medical Leave Act (FMLA) , Equal Employment Opportunity (EEO) and Employee Polygraph Protection Act (EPPA) .

Work Location 

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About USF 

The University of South Florida is a high-impact global research university dedicated to student success. Over the past 10 years, no other public university in the country has risen faster in U.S. News and World Report's national university rankings than USF. Serving more than 50,000 students on campuses in Tampa, St. Petersburg and Sarasota-Manatee, USF is designated as a Preeminent State Research University by the Florida Board of Governors, placing it in the most elite category among the state's 12 public universities. USF is a member of the American Athletic Conference.

Working at USF 

With more than 16,000 employees at USF, the University of South Florida is one of the largest employers in the Tampa Bay region.  At USF you will find opportunities to excel in a rich academic environment that fosters the development and advancement of our employees.  We believe in creating a talented, engaged and driven workforce through on-going development and career opportunities. We also offer a first class benefit package that includes medical, dental and life insurance plans, retirement plan options, tuition program and generous leave programs and more.

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