Hybrid Manager, Physical Plant Budget & Payables en Regis University

Working at Regis University

As Regis employees, we embrace our Jesuit Catholic values of respect, inclusion and equity, and welcome employees, faculty and students from all faiths and cultures. Together, we perform our duties in alignment with the mission of the University and seek dedicated individuals to contribute to and strengthen that mission and our service to students. Why Work at Regis?

Job Summary:

Reporting directly to the Director of Plant Services, the Manager of Physical Plant Budget & Payables is responsible for overseeing the full-cycle accounts payable process within the Physical Plant Department, ensuring timely and accurate payments to vendors. Duties include generating disbursements, managing procurement commitments, and tracking the financial progress of projects, bulk purchase orders, and critical accounting oversight. The role also involves reconciling and preparing periodic financial reports for Financial Affairs covering capital construction, deferred maintenance projects, and tenant/lease budgets. This position is a key contributor to the University’s strategic goals and plays a pivotal role in supporting new construction and maintenance of historical assets.

The ideal candidate will exhibit meticulous attention to detail, be skilled at building effective working relationships, and possess the ability to work efficiently with little supervision.

Major Duties and Responsibilities:

Accounts Payable and Receivable:

• Prioritize and process a high volume of invoices for payment.

• Ensure invoices match purchase orders and align with budget requirements while preventing duplicate payments.

• Prepare and submit invoices in the Chrome River system and directly with the Financial Affairs Department for payment.

• Collaborate with budget managers to approve invoices and resolve discrepancies.

• Use appropriate general ledger or bulk purchase order (BPO) numbers for accurate accounting.

• Communicate with vendors as needed to maintain good account standing.

• Create and maintain spreadsheets for tracking construction project expenditures and multiple general ledger accounts.

• Occasionally complete accounts receivable processes.

Track, Reconcile and Report Budget Information:

• Maintain accurate, up-to-date budget tracking documents for projects, BPOs, and leases including project details, encumbered amounts, financial activity and forecasting.

• Communicate with budget managers and Financial Affairs about lease expenses and income, project status and budget completion.

Maintain Tenant, Vendor and Project Files:

• Oversee the electronic and physical filing system for vendors, projects, leases and general ledger accounts to ensure up-to-date and accessible records.

• Maintain electronic files in an electronic drive for shared access.

• Work with the Administrative Manager to ensure all required vendor documents (ex: Master Service Agreements, POs, BPOs, W-9s, and Certificates of Insurance) are received, filed, and archived properly.

Assist with Physical Plant Department’s Employee Onboarding and Training:

• Facilitate 1-on-1 training sessions for new employees on purchasing card use, reconciliation, the Chrome River invoice approval process, and P.O./BPO/material requisition procedures.

Provide Support as Needed:

• Maintain a working knowledge of colleagues’ functions to be prepared to assist with administrative tasks and serve as backup during staff absences or workload surges.

• Provide support during facilities or weather emergencies.

• Collaborate on and participate in initiatives or events when the Physical Plant’s support is essential. Provide department support during busy periods, including Commencement, fiscal year-end and back-to-school, when time-off requests may be restricted.

Required Qualifications:

• High School Diploma or GED

• Three years of accounting experience.

• Open to obtaining training, licenses and certifications for position advancement.

• Proficiency with Microsoft Office Suite including Office365 and SharePoint

• Ability to maintain confidentiality.

• Ability to maintain accurate records with high attention to detail.

• Ability to apply practical judgment and make connections between information that may not be immediately apparent.

Preferred Qualifications:

• Bachelor’s degree in accounting or related field

• Intermediate level knowledge of Microsoft

Special Instructions to Applicants

Please submit a CV/resume, cover letter and list of references with your application. Current employees, please submit an application and requested documents by logging into Workday. Click on the Career Worklet to access the internal jobs site.

Regis University offers a broad range of benefits that includes:

• Comprehensive group health insurance, including medical, dental, vision, disability and life insurance.

• A generous tuition benefit for employees, spouses and dependents

• Paid Mission leave to allow our employees to engage in acts of service or to have time for personal reflection.

• The "Gift of Time" when Regis closes between Christmas Day and New Year's Day.

• Options for flexible work arrangements based on position.

This position will remain open until filled with a priority application deadline of March 17th, 2025.

Pay Rate:

$57,000 to $60,000/annually commensurate with qualifications.

Application Deadline:

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