Fiscal Operations Manager

Job description

Posting Details

Posting Details

Posting NumberS04127PWorking TitleFiscal Operations ManagerDepartmentFranklin College Biochemistry & Molecular BioAbout the University of Georgia

The University of Georgia (UGA), a land-grant and sea-grant university with statewide commitments and responsibilities is the state’s oldest, most comprehensive, and most diversified institution of higher education ( UGA is currently ranked among the top 20 public universities in U.S. News & World Report. The University’s main campus is located in Athens, approximately 65 miles northeast of Atlanta, with extended campuses in Atlanta, Griffin, Gwinnett, and Tifton. UGA was founded in 1785 by the Georgia General Assembly as the first state-chartered University in the country. UGA employs approximately 1,800 full-time instructional faculty and more than 7,600 full-time staff. The University’s enrollment exceeds 36,000 students including over 27,500 undergraduates and over 8,500 graduate and professional students. Academic programs reside in 17 schools and colleges, as well as a medical partnership with Augusta University housed on the UGA Health Sciences Campus in Athens.

About the College/Unit/Department

The Franklin College of Arts and Sciences is the oldest, largest and most academically diverse college at the University of
Georgia. In many ways, it is at the heart of UGA, the nation’s first state-chartered institution of higher education. Three
of the five most popular undergraduate majors are among the nearly 40 departments and institutes that make up
Franklin College. Offering 78 undergraduate majors, 35 master’s degree programs and 31 doctoral degree programs,
Franklin College produces nearly 50% of the institution’s total student credit hours.

The Department of Biochemistry and Molecular Biology’s greatest strength, and identity itself, resides in its people – the
approximately 500 undergraduate majors, 70 graduate students training for their Ph.D. degrees, 20 post-doctoral
fellows, 40 research and administrative staff, and 40 primary faculty members. Faculty teach and conduct research in
classrooms all over campus and in research labs in Davison Life Sciences, Coverdell, and the Complex Carbohydrate
Research Center and Center for Molecular Medicine buildings. It is here that the department realizes its aspirations in
research, education and service, subscribing to the cross-fertilization of ideas that flow from the synergy of its missions.
The department’s flipped classroom and problem- and case-based teaching strategies and education research programs
are advancing the frontiers of student learning. Making new discoveries and enlightening students, whether in the
classroom or in the research lab via undergraduate or dissertation projects, provides excitement more than anything

College/Unit/Department website TypeExternalRetirement PlanTRS or ORPEmployment TypeEmployeeBenefits EligibilityBenefits EligibleFull/Part timeFull TimeWork ScheduleAdditional Schedule Information

Monday – Friday, 8am – 5pm

Advertised SalaryCommensurate with ExperiencePosting Date10/09/2019Open until filledYesClosing DateProposed Starting Date11/11/2019Special Instructions to ApplicantsLocation of VacancyAthens Area EEO Policy Statement

The University of Georgia is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, ethnicity, age, genetic information, disability, gender identity, sexual orientation or protected veteran status.

Position Information

Classification TitleFiscal Affairs ManagerPay GradeFLSAExemptJob FamilyAdministrativeFTE1.0Minimum Qualifications

Requires at least a baccalaureate degree in the field. Please contact your Human Resources office for an evaluation of education/experience in lieu of the required minimum qualifications.

Preferred QualificationsPosition Summary

The fiscal operations manager position has a high level of responsibility, and manages the day-to-day operations on behalf of the department head of the Biochemistry and Molecular Biology Department. This position serves as liaison between the department head, the Deans office and other University officials relating to fiscal affairs or business operating procedures. Overall duties include: management of professional and fiscal (non-sponsored) work in planning, organizing, leading and monitoring the fiscal, instructional, HR and logistical activities of the unit; project financial needs and oversee instructional budget, manage approved budget; prepare reports and provide information to Department Head or to College; supervise two professional staff, oversee the hiring of personnel and processing of paperwork for all new non-research staff; serve as payroll representative for department; serve as departmental staff liaison for other units on campus; provide assistance to faculty and staff regarding policies and procedures.

Knowledge, Skills, Abilities and/or Competencies

• Demonstrated ability to coordinate and manage multiple competing projects in an organized, efficient manner by prioritizing tasks to meet deadlines.
• Knowledge of budgetary theory, principals and practices; knowledge of state and federal laws and regulations pertaining to departmental budget and accounting practices
• Strong attention to detail
• Ability to act independently and exercise sound judgment with sensitivity to identify matters with higher-level management consultation.
• Ability to interpret policies and procedures and to propose solutions to problems.
• Substantially developed interpersonal and teamwork skills to successfully work with diverse groups in an academic environment
• Excellent interpersonal, written and verbal communication skills to interact with a variety of personalities at all levels, exercising tact, confidentiality, sound judgment, diplomacy, and flexibility to promote positive working relationships and job effectiveness.
• Software experience and expertise in:
o MS Office Suite
o Adobe

Physical Demands

Sedentary office work.

Is driving a responsibility of this position?Does this position have operation, access, or control of financial resources?YesDoes this position require a P-Card? NoIs having a P-Card an essential function of this position? NoDoes this position have direct interaction or care of children under the age of 18 or direct patient care?NoDoes this position have Security Access (e.g., public safety, IT security, personnel records, patient records, or access to chemicals and medications)YesCredit and P-Card policy

Be advised a credit check will be required for all positions with financial responsibilities. For additional information about the credit check criteria, visit the UGA Credit Background Check website.



Job Duty: Financial Management, 60%
• Maintain the master budget for the department.
• Review, forecast and manage budgetary processes including developing annual budgets for state funds and any special projects to adhere to UGA policy and fiscal management. Interacts with accounting staff on all aspects of the operation helping and directing as needed.
• Oversight of all foundation accounts, endowed and spendable to reconcile to all corresponding UGA accounts.
• Oversight and high-level management of sponsored and department sales and services funds.
• Manages process for monthly reconciliations for all departmental funds including state, restricted and foundation, (non-research funds).
• Reconciles expenses to insure they are accurately charged to appropriate department IDs.
• Ensure proper year-end close out on all state-funded accounts.
• Assist with department Field Study and/or Study Abroad financial management.
• Oversee process for all scholarship and other awards.
• Oversee the processing of budget and direct retros for payroll and provide approvals.
• Reconcile all monthly, academic, and bi-weekly payroll reports for accuracy in coordination with Business Manager.
• Prepare summer school budget and process all summer school payroll in coordination with the Business Manager.
• Manage the instructional budget for department, which involves working closely with the college.
• Maintain accurate records on fund allocations and buyout money from grants.
• Compile budget information, maintain spreadsheets, and request replacement teaching funds and buyout approvals from the College.
• Serve as departmental approver in the UGA Financial Management system.
• Ensure compliance with UGA financial processes and standards.
• Serve as point of contact for student technology fees and equipment requests that are submitted through the college.
• Work with confidential information such as personnel matters, salary information, and student records.

Percentage of time60 Duties/Responsibilities


Departmental Human Resources Coordinator, 25%
• Serve as the departmental approver in the OneUGS Connect system
• Create and revise job descriptions, train and evaluate staff performance, may make recommendations on pay increases to the department head.
• Coordinate workflow among staff, assign or redistribute work as necessary.
• Serve as back-up to utilize UGAJobs to post vacant staff, temporary (non-faculty), and hourly positions; reclassify existing positions or create new positions as needed.
• Assure that all employees have completed orientation, ethics training, and/or other training.
• Create secure, confidential personnel files, complete EEO forms, Workers’ Comp forms, FMLA forms, Shared Leave forms, separation notices and exit interview forms.
• Manage annual and sick leave for faculty and staff and reconcile state-funded bi-weekly/monthly.
• Insure that combo codes are entered into HCM for all state-funded positions.

Percentage of time25 Duties/Responsibilities


Daily Operations Management, 10%
• Manage the daily operations of the department.
• Supervise, recruit, interview and recommend hiring of office staff (non-research).
• Coordinate workflow amongst staff and coverage for essential areas of the department.
• Communicate approved policies and procedures to faculty, graduate students, and staff; provide advice as necessary.
• Serve as the assistant to the department head for financial and personnel matters.
• Serve as backup as necessary when staff are absent or unavailable.
• Perform related work as required by department head or associate head.

Percentage of time10 Duties/Responsibilities


General Departmental Support, 5%
• As a member of the staff in the department, this position supports the faculty. This position either provides the requested customer service or refers it to the appropriate staff member to respond. In cases where a service is requested that falls outside of the normal duties, this position will either provide the service or consult with the department head as to possible alternative resources
• Coordinate and provide leadership on special projects assigned by the department head.
• Perform tasks and assignments as instructed by the departmental leadership
• Collegiality, as well as professional and ethical conduct, is expected of all employees when engaging with colleagues, faculty members, students, administrators, and members of the public.

Percentage of time5Posting Specific Questions

Required fields are indicated with an asterisk (*).

    Applicant DocumentsRequired Documents
    1. Resume/CV
    2. Cover Letter
    Optional Documents




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      Job No:
      Posted: 10/10/2019
      Application Due: 12/5/2019
      Work Type: