Job Description

Pay Grade:  31E

Context of the Job:

Under the limited direction of the Chairperson, this position independently manages the administrative functions, human resource functions, and fiscal affairs of the unit.  Monitors and reviews all departmental and sponsored research account expenditures; coordinates all space renovations; supervises support staff; serves as liaison between department and college business office regarding research and academic activities. Responsible for Department and University policy applications and interpretation; assists in policy development; analyzes and interprets and recommends administrative practices and procedures.  

Major Responsibilities:

• Assists and advises the Chair on all matters related to the department including fiscal, academic and administrative areas.  
• Serves as liaison with other departments in the resolution of day-to-day administrative and operational issues.
• Manage the financial functions of the department.
  • Prepare and administer, in consultation with the Chairperson, all department accounts; develop systems to improve fiscal control and processing; includes approving and monitoring expenditures.
  • Perform financial analyses, including budget projections, analyses of actual activity, variance analyses and cost feasibility studies to facilitate decision-making and planning.  Prepare materials to summarize and justify program budget requests, including data gathering/reporting and trend analyses in connection with budgetary formulation and administration.
  • Acts as liaison with the College Business Officer regarding budget issues and planning; independently prepares financial reports and other reports as needed for the Chair/College.
  • Manage the expense tracking and procurement card reconciliation for approximately 42 faculty and staff members.   
• Serve as liaison for the Chair and staff regarding proper procedural methods and problem resolution; resolves complex administrative/procedural problems. Provide orientation and interpretation of University and Department policies and procedures for faculty and professionals.
• Manage matters related to personnel appointments, salary increases, space allocation, and dismissals.   Prepare all confidential personnel documents for faculty, professionals, and staff.  Prepare all overload and research effort payments to full time faculty and staff.
• Prepares the following for presentation to the Chair: strategic planning, budget and financial forecasting, staffing needs and other departmental initiatives.
• Provides fiscal and accounting oversight for the overall research mission of the Department.  Responsible for post-award management at the departmental level.
  • Manages the financials for sponsored awards. Prepares, analyzes and reviews budgets and expenditures; includes forecasting future commitments. Oversees daily processing and accounting for revenue and expenditures; ensures accuracy and availability of funding and compliance with standard accounting and audit procedures. Understands and enforces the terms and conditions of each award. Ensures compliance with sponsoring agencies regulations and University policy and procedures.
  • Meet with PI regularly  to review post award activity; analyze financial data to provide relevant expenditure projections; monitor all expenditures including grad students, summer pay for researchers, etc; anticipate spending, payroll obligations and analyze scenarios in changing financial projections.  Provide short- and long-term projections of anticipated expenditures.
  • On a monthly basis, review and reconcile statements to ensure compliance in areas of unallowable charges and prepare journal voucher adjustments as needed. Provide expense documentation to CHS Sponsored Program Accountant, participate in the close-out process. 
• Coordinates and participates in a variety of human resources activities including employment, labor relations, benefits, training, and classification for unit/department.
• Oversees and reviews/approves processing of personnel forms for faculty, staff, and postdoctoral associates, visiting scholars, and professionals. Approves vacation/sick leave requests and monitor leave balances.
• Develops and oversees renovation projects and other department space needs.
• Supervises administrative staff and a part time misc. wage employee; motivates, develops, directs and assigns work and special projects for staff; monitors workload and productivity; evaluates performance; promotes and provides staff training and development; provides assistance in analyzing and resolving complex issues.
• Keeps abreast of changes in University policies and procedures, current developments in research administration, accounting and auditing professions and changes in local, state and federal law. Reports changes and updates to Chair, faculty and staff.
• Special assignments – other duties as assigned.

 Qualifications:

• Bachelor’s degree and five years related experience, or equivalent combination of education and experience. Degree in a business related discipline preferred.
• Skilled in leadership, strategic planning, budget preparation, and fiscal management.
• Ability to gather and analyze financial data and other student/class data and create and generate reports.
• Ability to make administrative and procedural recommendations and decisions independently.  Advanced critical thinking and problem-solving skills.
• Experience with federal grants administration; understanding of Federal, State and University policies and procedures.
• Strong organizational skills. Ability to effectively manage multiple priorities simultaneously, meet tight deadlines, and give attention to detail.
• Supervisory experience, including team building and collaboration skills.
• Effective interpersonal and communication skills.
• Knowledge of University databases and systems including UDataGlance, PeopleSoft (including reporting and queries), Works, UDSIS, Effort, LAM, HRMS preferred.
• Proficiency in the Windows environment, including Word, Excel, PowerPoint, and Outlook.

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