Business Manager -Institute of American Civics

Posted Mar 12

Full Job Description

: This Business Manager serves as an integral member of the Institute of American Civics finance and administrative team. The Business Manager serves as an expert financial and administrative resource while providing professional guidance and management of all financial and administrative processes. This position assists with fiscal operations including, but not limited to, the oversight of budgets, financial planning, and other financial and accounting operations as assigned by the Institute. The position also provides assistance with human resources activities, human capital budgeting, and other human resource operations. The Business Manager will provide direction on the development and implementation of administrative improvement initiatives, departmental policies and budget planning. This position will monitor and ensure that departments and units comply with relevant University and department policies and procedures and external regulations. Additionally, the Business Manager will work closely with the finance and human resource specialist of the Center, providing guidance and backup for processes. Working with the Executive Director of the Institute, the Business Manager will provide guidance and expert advice in formulating strategic plans and priorities. Duties include financial modeling, forecasting, and developing and disseminating data to inform decision making across the Institute. The Business Manager is responsible for ensuring division-wide adherence to university HR and fiscal policies and developing innovative solutions to enhance operational and technological efficiencies to provide "best practices."

Administrative Operations Oversight (40%)

  • Assists in developing and implementing fiscal operations and policy to ensure accuracy and integrity in all fiscal matters.
  • Develops, revises, and disseminates expectations, processes, and procedures and provides guidance as needed to current and new employees.
  • Directs and/or advises administrative and financial staff, as well as the leadership team, on interpretation of financial policies and procedures on behalf of the COS and Executive Director.
  • Develops and maintains "best practices" guides and procedures to the various areas of financial, human resource, and grant and contract operations in coordination with the Human Resources Specialist and Sponsored Programs and Contracts Manager.
  • Assists with strategic planning for internal operations.

Financial Operations Oversight and Compliance (40%)

  • Advises administrative staff and directors on all fiscal matters to promote and ensure compliance with UT HR and fiscal policies.
  • Maintains extensive understanding of institutional and departmental financial policies. Uses excellent professional judgment and integrity to evaluate the appropriateness of expenditures and possesses the maturity and confidence to address questionable transactions either directly or by escalating them, if needed.
  • Reviews/approves accounts payable transactions, departmental payroll, p-card, travel expense reports, and monthly ledgers while referring compliance issues back to the Chief of Staff. and office transactions referring compliance and practice issues back to the director or originating unit.
  • Monitors budget allocations, expenditures, and fund balances and related financial activities to ensure accuracy and compliance.

Budget Development and Financial Reporting (15%)

  • Collects and analyzes data necessary for annual budget preparation and reporting, physical space, and space inventory surveys.
  • Assists COS and Human Resources Coordinator with personnel tracking, salary reconciliation and position budgeting.
  • Reports status of budgets and gift accounts on a monthly and as needed basis to the COS and Executive Director. - Develops and maintains reporting systems in accordance with needs and reporting requirement of Center leadership team.
  • Gathers and analyzes data, prepares, and distributes monthly and annual reports for internal and external constituencies, performs data queries and prepares ad hoc reports.
  • Track university wide WBS elements/restricted fund activity to ensure proper compliance and balance availability.
  • All positions may also be assigned additional duties (5%).

Knowledge, Skills, and Abilities

  • Ability to prioritize and manage complex projects in a fast-paced environment maintaining attention to detail and accuracy.
  • Excellent leadership, administrative and problem-solving skills.
  • Ability to research and analyze financial information and make appropriate recommendations and projections.
  • Strong interpersonal, time management, communication, and organizational skills.
  • Knowledge of Microsoft Office Suite.
  • Proficient ability with spreadsheets, databases, and accounting software.
  • Knowledge of fund accounting principles.
  • Knowledge of Banner, Argos, and CAYUSE.

Preferred Knowledge, Skills, and Abilities

  • Strong knowledge of IRIS (SAP) or enterprise resource planning (ERP) software preferred.
  • Knowledge of university fiscal and human resource policies.

Required level/type of experience and/or years of experience:

  • 2 or more years of experience working in a business office or business position with accounting, finance, payroll, or human resource activities.
  • Extensive experience with Microsoft Office Suite.

Preferred level/type of experience and/or years of experience:

  • 4 or more years of experience working in a business office or business position with accounting, finance, payroll, or human resource activities.
  • Experience at UTK or with another higher education institution

Finalists for this position may be asked to provide information about investigations and findings related to sexual misconduct including sexual harassment, sexual assaults, dating/domestic violence, and stalking during their current or immediately previous employment (if not currently employed).