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University Overview

The University of Pennsylvania, the largest private employer in Philadelphia, is a world-renowned leader in education, research, and innovation. This historic, Ivy League school consistently ranks among the top 10 universities in the annual U.S. News & World Report survey. Penn has 12 highly-regarded schools that provide opportunities for undergraduate, graduate and continuing education, all influenced by Penn’s distinctive interdisciplinary approach to scholarship and learning. As an employer Penn has been ranked nationally on many occasions with the most recent award from Forbes who named Penn one of America’s Best Large Employers in 2023.

Penn offers a unique working environment within the city of Philadelphia. The University is situated on a beautiful urban campus, with easy access to a range of educational, cultural, and recreational activities. With its historical significance and landmarks, lively cultural offerings, and wide variety of atmospheres, Philadelphia is the perfect place to call home for work and play.

The University offers a competitive benefits package that includes excellent healthcare and tuition benefits for employees and their families, generous retirement benefits, a wide variety of professional development opportunities, supportive work and family benefits, a wealth of health and wellness programs and resources, and much more.

Posted Job Title

Director, RHS Fiscal Operations; Business Services Division

Job Profile Title

Director, Fiscal Operations

Job Description Summary

The Director of Fiscal Operations reports to the Assistant Vice President for Residential & Hospitality Services (RHS) and is RHS’ Senior Business Administrator. In this capacity, the Director oversees a staff of 5 to lead and manage the fiscal operations of RHS, including: budgeting and financial management, financial analysis and reporting, compliance and contract management, and long-range financial and capital planning. Importantly, this position is responsible for consolidated forecasting and budget reporting for RHS and prepares a wide variety of reports and analyses for annual budgets, capital planning, and contracted dining operations. This position is highly collaborative and requires engagement with business partners in RHS, the Business Services Division, across other University departments, and external contractors.

Job Description

DUTIES:

Budget and Financial Management:

+ Residential Services Revenue: Manage and set the budget ($84M annually) for on-campus student residential services revenue in collaboration with the Director of Housing. This includes occupancy management for 6,000 students in 17 buildings. Work closely with the Housing Assignments group to update occupancy by semester, room type, and bed, adjusting for student cancellations and study abroad changes to ensure accurate revenue forecasts.

+ Hospitality and Conference Services: In collaboration with the Director of Hospitality Services, forecast and budget for Hospitality and Conference Services operations, including the University Club and summer conference programming, which hosts over 4,000 guests while generating $9M in gross revenues.

+ University Dining Operations: Ensure fiscal oversight and contract compliance of Penn’s third-party dining operator in collaboration with the Director of Hospitality services for Penn’s student dining program. Budget revenue and expenses, including meal plan programs, campus catering, and retail services, totaling $39M annually. Conduct extensive analysis of Penn’s self-managed dining operations including vending sales, commissions and small cafes, meal plan sales, gross margins, participation, and costs.

+ Capital Budgeting and Planning: Manage financial aspects of capital planning, including expense tracking and reporting; partner with operations to prioritize projects, strategize on funding of capital projects, create and review all capital project documentation, process certifications for funding, and track projects through closeout. Maintain closing balances in all funds with debt service tied to close-out amounts.

+ Operations Budget Planning: Plan the daily operations budget with Facilities and Real Estate Services (FRES), including capital project oversight and operations & maintenance (O&M) costs. Provide in-depth analysis of O&M costs, including housekeeping, trades labor, contracted services, and utilities. Oversee commercial rent budget and payments made for retailstorefront operations to RHS.

+ Security Budget Planning: Establish fiscal planning for the external security budget with RHS operations and Penn’s Department of Public Safety.

Financial Analysis and Reporting:

+ Financial Reporting and Analysis: Evaluate forecasts for revenue and expenses, including controllable budgets, and review with RHS Directors, Assistant Vice President for Residential & Hospitality Services, and key stake holders..Manage and track departmental costs and revenues to achieve short-term and long-term goals, focusing on stewardship and accountability. C reate analysis to support data-driven decision-making using financial, operational, and relevant industry benchmarks. Coordinate and ensure monthly and quarterly reporting deliverables are submitted in a timely and accurate manner, including the Business Services Monthly Report, EVP report, and balance sheet.

+ Financial Planning and Reconciliation: Responsible for forecasting, planning, and accounting reconciliation for RHS and ensuring budgets are submitted timely and accurately. Consolidate the total RHS budget, providing supportingschedules and modeling. Lead analysis for debt modeling, interest rate impacts, and divisional budget submissions.Provide in-depth analysis for residential operations, Hospitality Services, including Dining, Conference Services, andthe University Club. Serve as the point person for external partners, including FRES O&M, Real Estate services, Design &Construction, and Treasury.

+ Budget Strategy and Documentation: Create budget strategy documents for RHS, including budget narratives, capital investment history, representation letters, budget slides for trustee presentations, and debt modeling. Coordinate with campus partners for commercial rent, computer connectivity, project management, space rentals, and payment advances.

Compliance and Contract Management:

+ Compliance and Audit: Ensure compliance with GAAP and University procedures. Direct the audit and compliance function within RHS – escalating and coordinating with the Assistant Vice President of RHS, Business Services Finance, Comptroller, and Audit Compliance as needed.

+ Contract Management: Oversee the process of managing RHS contracts through the Associate Director of Contract & Compliance. Establish contracts, manage RFPs, evaluate proposals, and monitor contractor compliance. Forecastbudgetary impacts of contractual spend and professional services. Collaborate with leaders from RHS and Procurement on contracts related to RHS.

+ Purchasing and Contract Integration: Oversee the contract management function, supporting purchasing activities for $35M annually. Integrate contract planning, audit controls, and financial management/reporting systems to ensure adherence to billing and collection schedules.

Leadership and Organizational Development:

+ Leadership and Supervision: Provide leadership, supervision, and coordination for five assigned staff (three directreports and two indirect reports). Assign priorities and special projects, develop and implement department policies and procedures.

+ Organizational Proposals: Develop organizational proposals by evaluating financial trends and revenue opportunities, especially in managed dining. Analyze RHS operations to identify opportunities for improvement, cost reduction, and capital evaluation.

Long-Range Financial and Capital Planning :

+ In Partnership with RHS and Business Services leadership, develop capital plans for the budget horizon and long-termstrategic plans, including a 30-year P&L model and performing scenario analysis as it relates to housing rates, occupancy, capital financing strategies, and renovation phasing/planning.

QUALIFICATIONS:

+ A Master of Business Administration, with 7 to 10 years of experience or an equivalent combination of education and experience. More than 10 years is preferred.

+ Experience within a university setting is preferred.

+ Experience in conference services, housing, or the hospitality industry is preferred.

+ Excellent skills in oral, written, and interpersonal communications, as well as fiscal management and decision-making.

+ Demonstrated ability to manage projects simultaneously and work independently.

+ Ability to work collaboratively with students, administration, business, and community leaders.

+ Demonstrated ability in monitoring budgets and related financial activities to ensure accuracy, compliance, and adherence to fiscal practices.

+ Proficient in synthesizing and delivering executive-level summaries of detailed financial information.

About the Division of Business Services

The Business Services Division (BSD) supports the individual and collective needs of the Penn community by promoting a hospitable, customer-friendly campus environment and providing mission-critical services and essential operations. BSD is dedicated to delivering high-quality service in a fiscally responsible manner. Currently, the Division focuses on three major initiatives:

+ Revenue growth/retention through improved marketing efforts, extended services, and the development of new distribution channels.

+ Driving productivity for the Division and its customers through the better use of technology.

+ Enhancing service offerings through upgrades and expansions of facilities.​

For more information on BSD, visit: https://www.business-services.upenn.edu/

About Residential & Hospitality Services

RHS is one of 15+ departments and programs under the auspices of the Division of Business Services (BSD). Consistent with the division’s mission, RHS’s underlying philosophy is to provide our clients with high-quality services in a fiscally responsible manner. RHS is a group of dedicated, innovative, and student-centered staff who oversee the on-campus living and dining, and conferences, programs, and events hosted at Penn. The team works closely with other partners to provide students and guests with services that support living and learning at the University of Pennsylvania.

Specific business units comprising RHS are Penn Residential Services, Penn Dining, Penn Conference & Hospitality Services, Off-Campus Services, and the University Club.

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

Residential and Hospitality Services

Pay Range

$133,000.00 - $170,000.00 Annual Rate

Salary offers are made based on the candidate’s qualifications, experience, skills, and education as they directly relate to the requirements of the position, and in alignment with salary ranges based on external market data for the job’s level. Internal organization and peer data at Penn are also considered.

Equal Opportunity Statement

The University of Pennsylvania is an equal opportunity employer. Candidates are considered for employment without regard to race, color, sex, sexual orientation, religion, creed, national origin (including shared ancestry or ethnic characteristics) , citizenship status, age, disability, veteran status or any class protected under applicable federal, state or local law .

Special Requirements Background checks may be required after a conditional job offer is made. Consideration of the background check will be tailored to the requirements of the job.

University Benefits

+ Health, Life, and Flexible Spending Accounts : Penn offers comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefits to protect you and your family’s health and welfare. You can also use flexible spending accounts to pay for eligible health care and dependent care expenses with pre-tax dollars.

+ Tuition : Take advantage of Penn's exceptional tuition benefits . You, your spouse, and your dependent children can get tuition assistance here at Penn. Your dependent children are also eligible for tuition assistance at other institutions.

+ Retirement: Penn offers generous retirement plans to help you save for your future. Penn’s Basic, Matching, and Supplemental retirement plans allow you to save for retirement on a pre-tax or Roth basis. Choose from a wide variety of investment options through TIAA and Vanguard.

+ Time Away from Work: Penn provides you with a substantial amount of time away from work during the course of the year. This allows you to relax, take vacations, attend to personal affairs, recover from illness or injury, spend time with family—whatever your personal needs may be.

+ Long-Term Care Insurance: In partnership with Genworth Financial, Penn offers faculty and staff (and your eligible family members) long-term care insurance to help you cover some of the costs of long-term care services received at home, in the community or in a nursing facility. If you apply when you’re newly hired, you won’t have to provide proof of good health or be subject to underwriting requirements. Eligible family members must always provide proof of good health and are subject to underwriting.

+ Wellness and Work-life Resources : Penn is committed to supporting our faculty and staff as they balance the competing demands of work and personal life. That’s why we offer a wide variety of programs and resources to help you care for your health, your family, and your work-life balance.

+ Professional and Personal Development: Penn provides an array of resources to help you advance yourself personally and professionally.

+ University Resources: As a member of the Penn community, you have access to a wide range of University resources as well as cultural and recreational activities. Take advantage of the University’s libraries and athletic facilities, or visit our arboretum and art galleries. There’s always something going on at Penn, whether it’s a new exhibit at the Penn Museum, the latest music or theater presentation at the Annenberg Center, or the Penn Relays at Franklin Field to name just a few examples. As a member of the Penn community, you’re right in the middle of the excitement—and you and your family can enjoy many of these activities for free.

+ Discounts and Special Services : From arts and entertainment to transportation and mortgages, you'll find great deals for University faculty and staff. Not only do Penn arts and cultural centers and museums offer free and discounted admission and memberships to faculty and staff. You can also enjoy substantial savings on other goods and services such as new cars from Ford and General Motors, cellular phone service plans, movie tickets, and admission to theme parks.

+ Flexible Work Hours: Flexible work options offer creative approaches for completing work while promoting balance between work and personal commitments. These approaches involve use of non-traditional work hours, locations, and/or job structures.

+ Penn Home Ownership Services: Penn offers a forgivable loan for eligible employees interested in buying a home or currently residing in West Philadelphia, which can be used for closing costs or home improvements.

+ Adoption Assistance: Penn will reimburse eligible employees on qualified expenses in connection with the legal adoption of an eligible child, such as travel or court fees, for up to two adoptions in your household.

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To learn more, please visit: https://www.hr.upenn.edu/PennHR/benefits-pay

The University of Pennsylvania’s special character is reflected in the wide variety of backgrounds, experiences, and perspectives of the Penn community. We seek talented faculty and staff who will constitute a vibrant community and help create an educational and working environment that best supports the University’s commitment to excellence in teaching, research, and scholarship. The University of Pennsylvania is an equal opportunity employer. Candidates are considered for employment without regard to race, color, sex, sexual orientation, religion, creed, national origin (including shared ancestry or ethnic characteristics), citizenship status, age, disability, veteran status, or any class protected under applicable federal, state or local law.