Business Manager

Position Summary The Assistant Business Manager is responsible for the central administration and fiscal management of the assigned departments. This position works under the oversight of the Senior Business Manager of the assigned department(s) and within the Business Manager organization structure, reporting to the Chief Business Officer. The position directly coordinates or plans, guides, and evaluates the non-medical activities of the department. This position assists the Senior Business Manager, the Department Chair, and the Chief Business Officer within the areas of finance, grants management, budgeting, auditing, human resource management, supplemental pay, compliance with university policies, and coordination and negotiation with faculty, other departments, and the University Administration. The incumbent will also assist in coordinating, developing, and administering departmental policies, practices, and procedures. An Assistant Business Manager who has successfully served in the role for at least two (2) years and demonstrated the ability to perform all essential functions with a high degree of competency may be considered for promotion to Business Manager, subject to the approval of the Senior Business Manager, Department Chair, and Chief Business Officer. Essential Position Functions & Duties 40% Financial Management •Responsible for all business and financial management of assigned departments. Plans, organizes, directs, and coordinates the financial operations of their assigned department/budget areas, including financial planning, budget preparation, monthly forecasting, and accounting functions. •Oversees the establishment, implementation, and maintenance of the department''s accounting procedures in compliance with institutional policy. •Constructs and distributes monthly projection reports of departmental revenues and expenditures by source, prepares yearly budgets for the department, provides regular financial reports to the faculty, Chief Business Officer, and Department Chair regarding financial status. •Develops and maintains all accounting methods, financials, software, and reports to include accounts payable, accounts receivable, and payroll. •Monitors activities, balances, revenue/invoicing, and regulations on grants, contracts, State-supported funds, and foundation accounts to ensure compliance with applicable laws, regulations, policies, and procedures. •Creates and maintains an inventory management system related to supplies and equipment used by the departments. Serves as asset custodian and liaison with Asset Management. •Develops, enhances, and maintains the department''s business databases, spreadsheets, applications, and website. •Complies with all audit requirements; prepares information in response to audit inquiries; works to resolve audit findings. •Oversees administration of faculty income plan with distribution of funds on a monthly basis. Keeps CARTS up to date on a monthly basis. •Participates in duties related to health system revenue cycle, including, but not limited to: •Working with providers to close open charts/medical records for billing per policy. •Creating monthly revenue cycle monitoring reports (reconciliation/charges/variances/trend monitoring, etc.) •Referring weekly delinquent medical records lists to OLHS clinic managers if not assigned to department faculty/provider. •Reviews supplemental pay calculations to ensure accuracy. Ensures reporting of supplemental pay for applicable faculty is submitted to the supervisor for review in advance of the payroll deadlines. Makes corrections as required. 25% Chair Responsibilities •Assists Chair with recruitment and retention of faculty, administrative support staff, and researchers as needed. •Performs related duties and responsibilities as assigned by the Department Chair. 20% Sponsored Programs Management and Reporting •Provides leadership and direction for sponsored programs funded by federal, state, local, and intramural sources. Oversees the financial administration of the project, including tracking in required reporting systems, tracking time and effort for all faculty and staff, and ensuring compliance with invoicing and reporting requirements. •Produces monthly summary and detailed reporting to the Principal Investigator (PI)/custodian and management team for current expenditures/ balance tracking of annual award by expenditure category. •Works with PI to maintain required monitoring of sponsored expenses in accordance with grant/contract terms. •Submits Grant Establishment Records to the Office of Sponsored Programs for new grants and no-cost extensions. •Creates an annual fiscal year-based budget from sponsored projects to submit to the Budget Office as part of the annual budget request. Sets up financial tracking to show spending within and across each fiscal year. •Submits budget adjustments throughout the year for newly awarded grants or other changes as needed, cost transfers, etc. Ensures available funding for ongoing fixed costs at the end of the grant period (i.e., personnel, etc.). •Follows all policies and procedures with respect to set up and close out of sponsored projects. •Manages and monitors Indirect Cost (IDC) accounts for PI(s) and department(s). •Manages personnel expenses such as addition and deletion of personnel and changes in source of funding via PER, including coordinating with other departments to ensure PERs are completed successfully with required documentation. •Processes purchases of lab materials, animals, and general supplies for PIs and their research team. 15% Administrative and Personnel Management •Drafts and tracks PER forms for new staff or faculty and for funding changes; ensures accuracy. •Assists with non-immigrant paperwork and collection of necessary documentation. •Maintain required HRM departmental documentation and resources. •Oversees submission of pre-approval forms for travel and expense reimbursement and check request forms. Follows all policies regarding travel and expense reimbursement and ensures available funding within budget. •Serves as primary or backup timekeeper for areas of purview. •Processes purchasing requests for department(s).