Business Manager
Overview:
Reporting to the Executive Director, High Meadows Environmental Institute (HMEI) seeks a highly qualified individual for the role of Business Manager.
The person in this role is responsible for the administration of sponsored research projects, including long-term center grants with funding including (but not limited to) government, foundation and corporate sources for 25-30 Faculty PIs and 16 academic departments.This includes an $8-10 million annual sponsored research spend: 45 active awards/120+ active projects, with 60-70 pre-award actions per year and growing. The Business Manager will seek continued professional development by staying current with SRA guidelines and procedures by collaborating with a community of research administrators from ORPA/SRA/RIA.
The incumbent is responsible for HMEI business management functions: budgeting/forecasting; administration of operating and discretionary funds; accounting and purchasing; financial controls and compliance; and reporting; financial administration of internally funded faculty and students awards, programmatic initiatives, sponsored activities; and analyses of reports to support leadership decision-making.
The incumbent is expected to perform these responsibilities in a highly independent manner while also maintaining collaborative relationships with HMEI leadership, faculty, and staff as well as colleagues across the University.
Responsibilities:
Financial Planning, Analysis, and Management:
- Develops pro-forma annual operating budgets including detail based upon chart of accounts under the direction of Executive Director.
- Tracks and monitors all expenditures.
- Develops and maintains departmental accounting and recordkeeping procedures to ensure compliant and responsible resource stewardship.
- Administers operating budget ($12 million) including departmental funds, 70+ term/endowed funds, and other sources to support HMEI personnel, administrative function and programmatic activities encompassing diverse research, teaching, and outreach priorities.
- Manages financial resources supporting Grand Challenges program ($3.0 million annually) and High Meadows Funds projects (~ $2.0 million annual spend).
- Administers Grand Challenges faculty research awards (~25 projects awarded annually) and other internally funded research activities: issues award letters; communicates reporting requirements; tracks, forecasts, and analyzes program/project spending.
- Approves labor accounting entries for departmental funds, Grand Challenge funds, and other sources of support.
- Evaluates and makes recommendations concerning capital purchases (computers, furniture, equipment).
- Approves departmental and research spending in line with budgeted allocations.
- Reviews and prepares financial reports involving expense reimbursement for faculty, graduate students and staff.
- Audits departmental credit card transactions/expenditures, sponsored research cost transfers requiring SRA approval, and extraordinary expenses that exceed transaction authority limits. Journal entries preparation and submission.
- Develops and maintains internal controls for routine review, approval, and reconciliation of department expenditures.
- Supports development and administration of collaborative arrangements, contracts, and MOUs involving peer/partnering institutions and NGOs.
- Provides guidance and interpretation of legal documents and contracts to faculty relating to intellectual property, confidentiality and technology transfer.
Sponsored Research Administration:
- Manages the administration of interdisciplinary sponsored research/grants including complex proposals/projects involving multiple PIs, researchers, academic departments, funding agents, and external sub-awards. Activities encompass comprehensive pre- and post-award grants management functions, contracts, compliance, and reporting.
- Assists faculty/PIs in the preparation and submission of research proposals. Prepares budgets and justifications. Serves as liaison with ORPA staff in preparing proposals for submission.
- Ensures University and sponsor guidelines, policies, procedures, and deadlines are met with accurate and complete materials.
- Facilitates proper award setup and manages sub awards. Prepares revised budgets/forecasts, modifications, and OPARs as needed for project management.
- Develops forecasts (monthly), monitors and approve spending. Prepares and disseminates financial reports to PIs (quarterly).
- Ensures accurate charging/accounting of research faculty and staff efforts in Labor Accounting and required compliance with effort certification policies.
- Provides documentation including financial and progress reporting as sponsors require; audits information collection and documentation. Ensures technical reports are accurate and submitted on time.
- Creates customized long-term projections of faculty financial portfolios including sponsored and non-sponsored accounts
Dean of Faculty Appointments: Engages with DOF, HMEI leadership and PIs on hiring and appointments:
- Coordinates the development and posting of ads for new DoF hires (50-60 post doc/researcher/visitor appointments per year).
- Analyzes and recommends incumbent salary levels; Drafts offer letters for DoF review. Identifies and assigns funding. Interfaces with Davis International Center on visa sponsorship/processing; RCR compliance.
- Assembles, organizes, and processes documentation for reappointments, renewals, promotions or transfers.
- Initiates onboarding and offboarding of new/terminating personnel.
- Works with appropriate contacts in DoF/ORPA to interpret postdoctoral researcher fellowship and other ad hoc funding agreements to determine how specific fellowships should be administered.
- Approves Time-Collection for bi-weekly and casual hourly staff (3-5 Staff).
- Supervises, trains, mentors and evaluates bi-weekly and administrative staff with responsibilities for grant writing/administration, financial accounting/purchasing functions, and faculty/visitor support.
- Reviews, develops and implements departmental policies consistent with University practices.
Qualifications:
Essential- Bachelor’s Degree with 5 plus years of experience.
- Skilled in financial analysis, accounting procedures and budget reconciliations
- Direct experience in the proposal and administration of sponsored research projects.
- Excellent interpersonal and communication skills
- Ability to work independently and simultaneously on multiple projects, meet deadlines and maintain a high level of accuracy in a fast-paced teamwork environment.
- Ability to set priorities, meet deadlines and maintain a high level of accuracy.
- Experience managing and administrating of sponsored research and grant proposals.
- Knowledge of COEUS and grant administration;
- Knowledge of NSF, NOAA, other Federal agencies and Grants.gov guidelines.
- Knowledge of OMB regulations and federal compliances regulations.
- Prior work experience in higher education.
- Experience with University financial systems.
KNOW YOUR RIGHTS
Standard Weekly Hours:- 25
Eligible for Overtime: No
Benefits Eligible: Yes
Probationary Period: 180 days
Essential Services Personnel (see policy for detail): No
Physical Capacity Exam Required: No
Valid Driver’s License Required: No
Experience Level: Mid-Senior Level- #LI-ZY1