Assistant Controller - Financial Operations

About the role

Job Description Department: Office of Financial Services Pay Rate Type: Salary Employee Type: Job Summary: Reporting to the AVP & Controller, the Assistant Controller - Financial Operations serves as a strategic leader responsible for the College's end-to-end disbursement ecosystem, including Payroll, Accounts Payable, and Procurement. This role oversees a high-performing team of five, responsible for driving operational excellence by architecting robust internal controls, optimizing ERP workflows, and championing cost-savings initiatives. The Assistant Controller - Financial Operations acts as the primary institutional expert on payroll compliance, tax governance, and strategic sourcing. By partnering with colleagues across campus, including the Office of Human Resources, the Office of the Provost, Risk Management, and Information Technology, the Assistant Controller - Financial Operations ensures that our financial operations are not only accurate and compliant but also efficient and aligned with the College's broader mission. The ideal candidate is a strategic problem-solver who balances meticulous attention to detail with the emotional intelligence required to serve a diverse faculty, staff, and student body. Essential Functions To be successful in this position, an individual should be able to perform the essential duties and bring the education, experience, knowledge, skills, and abilities that support the role. Colby College supports the Americans with Disabilities Act and is committed to providing reasonable accommodations to enable individuals with disabilities to perform the essential functions of the position. We encourage inquiries from candidates who will contribute to the cultural and ethnic diversity of our college. The successful candidate will be a mission-driven leader who views financial administration as a service-oriented partnership. You will be joining a team that values kindness, clear communication, curiosity, accountability, and professional pride. We are looking for a leader who believes in the importance of cultivating followership on their team. This list of duties is intended to be representative rather than exhaustive, and additional responsibilities may be assigned as needed. Payroll Strategy & Operations: Strategic Oversight: Provide high-level leadership for the payroll function, ensuring all payrolls (exempt, non-exempt, and student) are processed accurately and in accordance with federal, state, and institutional policy. Team Empowerment & Mentorship: Direct and develop two payroll staff members. Foster an environment of excellence, providing the training and guidance necessary for them to own the daily processing and routine reconciliations. Payroll Systems: Act as the primary technical lead for payroll system architecture. Partner with IT, HR, and the Provost's office to improve efficiency, manage the department's required validation steps for periodic, required upgrades, and implement new initiatives (including the Maine Paid Family and Medical Leave Act this spring). Compliance : Serve as the expert on complex payroll matters, including executive compensation, tax treaties for international staff, and sensitive leave/withholding issues. Maintain the highest level of confidentiality in the administration of non-routine pay arrangements. Audit Management: Serve as the primary institutional liaison for annual workers' compensation and retirement plan audits. Ensure that all data transmission, security protocols, and internal controls are robust, documented, and fully compliant with evolving IRS and Department of Labor standards. Partner closely with the Associate Controller, the Senior Director of Student Financial Services, and the Director of Grant, Restricted and Endowment Funds Accounting to provide requested year-end audit deliverables, with a high degree of accuracy and adherence to audit deadlines. . Escalation & Resolution: Act as a strategic problem-solver for the department. Resolve non-routine discrepancies, troubleshoot systemic malfunctions, and provide high-level guidance to staff when they encounter complex scenarios that fall outside of standard operating procedures. Continuous Improvement: Cultivate a culture of proactive compliance. Regularly review internal processes to ensure they reflect best practices, leveraging data to improve department efficiency and service to the campus community. Accounts Payable & Procurement Leadership Operational Leadership: Oversee the day-to-day operations of the AP and Procurement functions, ensuring accuracy and efficiency. Lead, motivate, and mentor three staff members, fostering a culture of professional growth and high performance. Internal Controls & Risk Management: Partner with the Associate Controller and the Controller to architect and maintain robust internal controls and procurement policies. Partner closely with Risk Management and the Information Security departments to protect the college aga