Assistant Director and Budget Manager

Located in Morrow, Georgia, Clayton State University is roughly 15 miles southeast of downtown Atlanta. The university offers employees an adaptable, collaborative environment that fosters professional and personal development.

The university is committed to having a positive impact on the State of Georgia and beyond by serving students and the community through broadening access to high-quality education and advancing workforce development. Clayton State offers multiple certificates, Associate's, Bachelor's, and Master's Degree programs, which currently enroll over 5,500 students in challenging campus and online courses.

Clayton State's main campus is situated on 214 beautiful acres in a lakeside setting just minutes from downtown Atlanta, making access to the vibrant metropolitan area swift. The Atlanta-Journal Constitution has named the university a Top Workplace in Atlanta for six consecutive years. The Chronicle of Higher Education also named Clayton State one of 79 higher education institutions across the nation in its list of 2017 Great Colleges to Work For.

The Assistant Director and Budget Manager is responsible for several administrative tasks, including, but not limited to, providing support with budget keeping for each of the six budgets withing Facilities Management, including contract to pay processes, data and compliance related reporting duties on the campus, tracking utility expenses for campus buildings and coordinating bill payments, providing up to date audits of all demand work orders and PM work orders, training delegated employees in all aspects of Facilities administrative tasks, serves as HR and IT liaison, and assisting the Executive Director with all other assigned projects.

Maintains budgets for Facilities Management, prepares contractor reports quarterly, A/E Monthly Reports to the Procurement Director, reconciles monthly purchasing card statements, requests purchase orders and pays invoices, prepares construction and services contracts, and maintains budget tracking. This position is responsible for ensuring contracts, purchase orders, and invoices follow state policies and procedures. Tracks and records all utility expenses and usage for campus buildings, including Laker Hall and Laker Village, and coordinates bill payments.

Responsible for managing facilities data, floor plans, etc., in AutoCAD and in other formats, providing information and assistance to departmental personnel and consultants in all computing activities relating to projects. Also, the role is responsible for campus compliance reporting that will require working with all campus departments and employees to ensure compliance with campus policy and all federal, state, and local environmental regulations governing campus activities. The position is responsible for any other assigned data and compliance reporting duties on the campus. This position assists with small project management as assigned.

The Assistant Director and Budget Manager is responsible for all signage on campus. Including office name/title signs, interior signage, and exterior signage. This position is held accountable for all Facilities campus communications, such as road closures, power outages, and project announcements. The responsibility of ensuring lease payments and contracts are up to date falls on this position (example: mail machine lease and updated equipment). This position is also in charge of keeping the website www.clayton.edu/facilities updated with the latest information regarding the department, projects, and team members.

This position provides up-to-date audits of all demand work orders and PM work orders. Receives calls from the campus community for comfort, safety, and welfare (HVAC, fire alarms, temperature control, electrical emergencies, and other related issues) and directs information to the right department.

Financial Management & Reporting

• Monitor annual budget and develop monthly reports, maintain standard reports showing recent expenditures and current balances available for upcoming operations; monitor and oversee budgets; oversee funding and spending compliance; work in conjunction with various Facilities Management department managers and department heads to ensure fiscal compliance with federal, state and Clayton State University policies and procedures; develop and implement policies and procedures to ensure compliance.
• Including but not limited to, directing, administrating contract management, budget management, purchase order, invoice payments, record management, utility bill payment tracking.
• Provide financial reports, forecasting, and analysis of financial trends to assist the Executive Director and the senior leadership team in making decisions and allocating resources.
• Oversee budgetary planning and cost management to assure compliance and alignment with the Facilities Management goals and strategic priorities.
• Promote a workplace where every individual feels valued and empowered. Foster an atmosphere that is collegial, and that promotes and encourages a work environment that is recognized for the respect and support shown toward faculty and staff.
• Responsible for coordinating various Facilities Management Department functions.
• Other related duties as assigned.

Administrative Support & Office Management

• Microsoft Suite, facilities-related software (AUTOCAD & ServiceNow/work order management software).
• Assist as needed in managing small projects and addressing campus furniture needs.
• Coordinate various rebates preapproval applications as needed for building operations.
• Must know AutoCAD in good standing.
• Coordinate project schedules and send communications to campus regarding projects, road closings, new access, etc.
• Update project list and status, and keep the project requesters updated.
• Assign fuel cards to new Public Safety employees using Holman Insights.
• Distribute annual vehicle insurance cards.
• Maintains fuel usage log
• Other related duties as assigned.

• Bachelor's degree in accounting (preferred), Finance, Business Administration, or another related field.
• Minimum of three years of experience with PeopleSoft Financials or other similar financial reporting software.

• Master's Degree or related field of study and several years of experience.

• Microsoft Suite, facilities-related software (AUTOCAD & ServiceNow/work order management software)
• Assist as needed in managing small projects and addressing campus furniture needs.
• Coordinate various rebates preapproval applications as needed for building operations.
• Must know AutoCAD in good standing.

The University System of Georgia is comprised of our 26 institutions of higher education and learning as well as the System Office. Our USG Statement of Core Values are Integrity, Excellence, Accountability, and Respect. These values serve as the foundation for all that we do as an organization, and each USG community member is responsible for demonstrating and upholding these standards. More details on the USG Statement of Core Values and Code of Conduct are available in USG Board Policy 8.2.18.1.2 and can be found on-line at https://www.usg.edu/policymanual/section8/C224/#p8.2.18_personnel_conduct.

Additionally, USG supports Freedom of Expression as stated in Board Policy 6.5 Freedom of Expression and Academic Freedom found on-line at https://www.usg.edu/policymanual/section6/C2653.

Clayton State University will have a positive impact on the State of Georgia and beyond by serving students and the community through broadening access to high-quality education and advancing workforce development. Our statement of core values is adaptability, collaboration, excellence, integrity, and people-centered. Each Clayton State University community member is responsible for demonstrating and upholding these standards. More details on Clayton State's Statement of Core Values and Code of Conduct can be found online at https://www.clayton.edu/strategic-plan/mission-vision-values and https://www.clayton.edu/human-resources/current-employees/resources-policies

Offers of employment are contingent upon completion of a background investigation, including a criminal background check demonstrating eligibility for employment with Clayton State University, as determined by Clayton State University in its sole discretion, confirmation of the credentials and employment history reflected in application materials and, if applicable, a satisfactory credit check. Applicants may be subject to a pre-employment drug and alcohol screening. Candidate must disclose potential, actual, or apparent conflicts of interest in compliance.

Offers are made expressly subject to the applicable federal and state laws, statutes, rules, and regulations of this institution and the Bylaws and Policies of the Board of Regents (BOR) of the University System of Georgia (USG), which are available for your inspection upon request.

Clayton State University is an equal employment, equal access, and equal educational opportunity and affirmative action institution. It is the policy of the University to recruit, hire, train, promote, and educate persons without regard to race, color, national or ethnical origin, age, disability, gender, religion, sexual orientation, gender identity, or veteran status as required by applicable state and federal laws (including Title VI, Title VII, Title IX, Sections 503, and 504, AREA, ADA, E.O. 11246, and Rev. Proc. 75-50). Clayton State University is an Affirmative Action/Equal Opportunity Institution. For questions or more detailed information regarding this policy, please contact the Clayton State University Office of Human Resources at (678) 466-4230. For individuals requiring disability-related accommodations for participation in any event or to obtain print materials in an alternative format, please contact the Disability Resource Center at (678) 466-5445.

This position may be considered a Campus Security Authority, CSA. A Campus Security Authority is a Clery-specific term that encompasses certain departments, groups, and individual employees who have a duty to report crimes they become aware of, as defined by the Clery Act.