The Manager, Library Business Office plays a senior administrative role in managing the University Library’s finances and operations. Manager, Library Business Office is responsible for developing, implementing, and overseeing all financial resource structures and activities in the University Library in accordance with University policies and procedures and in support of the University Library’s goals and objectives. The Manager, Library Business Office is a member of the Library Leadership Group (LLG). This group is a standing committee comprised of the senior managers responsible for carrying out the library’s activities in support of the University Library’s vision, mission and strategic plan. The LLG is the principal decision-making and advisory body to the University Librarian. It is generally involved in strategic planning for the library rather than operational management, which is carried out at the departmental level. The weekly meetings bring together the University Library’s senior managers to discuss progress on important strategic initiatives and address emerging issues.
In this capacity, the Manager, Library Business Office works with the University Librarian to determine financial priorities and plans for the University Library. The Manager, Library Business Office develops, recommends, implements and monitors the annual budget to ensure that adequate financial controls are in place and that they are in accordance with University policies and procedures.
Additionally, the Manager, Library Business Office:
- Implements year-end reconciliation for operational budgets in preparation for the external auditors, the University Budget Committee and the Provost's Office.
- Assists the University Librarian in planning operational, and project budget needs by analyzing plans and fiscal requirements on both a short and long term basis.
- Compile budgetary recommendations from each department and prepare operational budgets; monitor, verify and reconcile expenditure of budgeted funds.
- Prepares monthly financial reports for the University Librarian, and consults each quarter providing updated projections for revenue and expenditures and revising the financial plan accordingly.
- Uses and reconciles various systems of financial data to ensure the accuracy of the University Library’s financial statements.
- Responsible for authorizing expenditures; reconciling all accounts and revenues; ensuring compliance with University and Library budget policies and financial procedures; preparing all appropriate reporting and year-end documentation, including monitoring & interpreting accounts, and making financial recommendations.
- Monitors and maintains financial obligations. Prepares interim and year-end financial statements and assists the University Librarian in presenting them to the Provost and Budget Committee.
- Responsible for overseeing all Library operating and specifically funded accounts, including reconciliations, deficit planning, application of tax rebates, and providing input to the development of re-payment plans.
- Is the Trust Fund Administrator for 30+ trust funds.
- Plan, develop and coordinate the preparation of financial analyses and reports including, but not limited to, operational budgets, financial statements, statistical reports, cost analyses and other financial information.
- Responsible to provide the University Librarian and Associate University Librarians with detailed information on the status of the finances of the University Library and to act as an advisor for the purposes of making informed short and long-term strategic financial decisions including staffing plans which involve re-structuring; resources associated with department/program mergers; and quality management initiatives.
- Maintain liaison with unit managers to advise them regarding financial position, accounts, budgets, budget requests and related financial matters.
- Maintain checks on financial expenditures and prudent utilization of resources; make recommendations for improving services and reducing cost in all departments, schools and programs to include developing improved procedures for cost reduction in all areas of the University Library.
- Supervises the financial transactions delegated to staff within various library departments to ensure compliance with University policies and procedures, timely transactions, and accurate financial reporting.
- Provides training to Librarians and staff on the university's budgeting and financial processes and systems (including Mosaic and Hyperion).
Planning and Strategic Management
The Manager, Library Business Office contributes to discussion of, and is party to decisions concerning, the full range of issues that come under the purview of the Office of the University Librarian, including:
- As a member of the University Library Leadership Group, the Library Administrator provides strategic leadership and works collaboratively with the University Librarian, Associate University Librarians and the Library Human Resources Manager to determine priorities, make recommendations and develop strategies in support of the Library's goals and objectives.
- Oversees operational activities by ensuring effective use of financial and physical resources through planning, managing, directing and coordinating budgetary allocations and disbursements. This requires expertise in the area of strategic planning, policy development, risk management, assessing management reporting needs, customer service, and sound professional judgment in decision making.
- Collaborates in the development and implementation of operational resource plans that are consistent with future operational requirements.
- Has signing authority on all departments and programs and provides back up authorization to the Library Human Resources Manager on all human resources related forms, letters; contracts and agreements.
- In the absence of the University Librarian and Associate University Librarians, has decision making authority to ensure that essential activities of the library are handled in his/her absence.
- Acts for the University Librarian, as his or her delegate, whenever necessary.
- Acts as back-up to Library Human Resource Manager on HR authorization transactions.
- Works collaboratively with managers across various departments as well as the Sherman Centre, to develop procedures and recommend plans with respect to financial resources.
- Initiates and supports many activities that originate in the University Librarian’s office, and supports the University Librarian in regard to those activities that originate elsewhere.
- Participates in the development and implementation of projects, work methods and procedures. Recommends procedural changes to improve Library's overall efficiency.
- Represents the University Library's interests to the University on issues of University planning in the areas of Finance, Administration, Facilities, Policy, and Business information systems/structures.
- Identify and make recommendations to the University Librarian as well as Associate University Librarians regarding opportunities for improvement in operations and processes. Participate in and provide leadership for cross- functional and University-wide improvement efforts.
- Represents and takes action on behalf of the University Library across the range of responsibilities, in specific situations and through participation in departmental and University committees.
The Manager, Library Business Office supervises up to 2 full-time employees in the Unifor bargaining group and has direct authority to hire and discipline, oversee and manage their work, and encourage their ongoing development.
The Manager, Library Business Office will participate in discussions and decision making around facilities in the three libraries.
- University degree in Business Administration/Commerce or equivalent
- Chartered Professional Accounting designation
- At least 5-7 years prior experience in a senior administrative/finance role.
- A proven record of high accomplishment in problem solving, and demonstrated abilities in management and leadership, preferably in an academic environment.
- Proven skills in financial reporting and analysis, and strong financial management skills.
- Knowledge of the budgetary process at McMaster strongly recommended.
- Strong financial management skills
- A high level of initiative and resourcefulness
- Proven interpersonal, mentoring, management and organizational skills
- Ability to participate in projects: from concept to implementation and provide support in the intermediate stages
- Diplomatic: responsive to sensitive staff and or public service issues
- Analytical and thorough when presenting library and financial material to senior management
- Thorough understanding of the University's structure and financial procedures, contracts, library patrons
- Experience and proficiency with the wide range of computer applications used in the University Library, and the ability to adapt to change and learn new applications
- Capability to make decisions with authority and confidence
- Considerable discretion, judgement, tact, creativity and initiative
McMaster’s core leadership capabilities are designed to nurture employee engagement through best people practices. All leaders will demonstrate these Leadership Capabilities by Taking a Strategic Approach; Communicating and Collaborating; Developing People; Investing in Relationships; Championing Change and Innovation; and Driving Results.
How To Apply:
To apply for this job, please submit your resume online at the McMaster University Careers page found at www.workingatmcmaster.ca by 11:59pm, September 6, 2017.
Employment Equity Statement:
McMaster University is strongly committed to employment equity within its community and to recruiting a diverse faculty and staff. The University encourages applications from all qualified candidates including women, persons with disabilities, First Nations, Métis and Inuit persons, members of racialized communities and LGBTQ-identified persons. If you require any form of accommodation throughout the recruitment and selection procedure, please contact the Human Resources Service Centre at 905-525-9140 ext. 222-HR (22247).