MIHE Business Operations Manager

S09794P

MIHE Business Operations Manager

SRVPAA-Institute of Higher Ed

Since our founding in 1785, the University of Georgia has operated as Georgia’s oldest, most comprehensive, and most diversified institution of higher education (https://www.uga.edu/). The proof is in our more than 235 years of academic and professional achievements and our continual commitment to 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 employs approximately 1,800 full-time instructional faculty and more than 7,700 full-time staff. The University’s enrollment exceeds 40,000 students including over 30,000 undergraduates and over 10,000 graduate and professional students. Academic programs reside in 18 schools and colleges, as well as a medical partnership with Augusta University housed on the UGA Health Sciences Campus in Athens.

The Louise McBee Institute of Higher Education is an academic unit of the University of Georgia committed to advancing higher education policy, management, and leadership through research, graduate education, and outreach. The McBee Institute’s mission encompasses higher education issues at the campus, state, national, and international levels.

We are noted for our multidisciplinary approach to graduate education and research, with areas of specialization in federal and state policy, governance and administration, institutional and system finance, faculty careers and development, institutional research and assessment, and knowledge development and exchange.

Our Mission
The McBee Institute advances effectiveness, equity, diversity, efficiency, and innovation in colleges and universities by preparing graduate students, undertaking research, supporting outreach programs, and engaging with state, national, and global leaders in areas relating to postsecondary education.

https://ihe.uga.edu/

External

TRS or ORP

Employee

Benefits Eligible

Full Time

8 AM to 5 PM, Monday- Friday

Commensurate with Experience

01/27/2023

Yes

02/20/2023

Athens Area

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. Persons needing accommodations or assistance with the accessibility of materials related to this search are encouraged to contact Central HR ([email protected]).

Business Operations Professional

Exempt

1.00

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.

This MIHE Business Operations Manager is responsible for the financial management of State, Foundation, and Grant accounts by applying a comprehensive professional understanding of financial accounting and budgeting as it applies to higher education. This will be accomplished by monitoring personal services and operating expenditures in relation to budget and expenditures and includes grant sub-awards, contracts, and other related services. Using advanced knowledge of financial accounting and budgeting, this business manager ensures all transactions against accounts meet the McBee Institute of Higher Education guidelines, University of Georgia policies, and Board of Regents policies. Development and production of complex financial reporting is expected of this business manager. Data, information, and records are to be maintained for MIHE accounts. The business manager will also perform regular analysis of accounts; reconcile accounts against University records to ensure accuracy; provide professional oversight of the fiscal affairs related to the accounts; and assist the MIHE Director, faculty, and staff regarding account review and expenditures. The position is also responsible for MIHE human resources activities/concerns as related to staff positions; for facilities management and for limited involvement in graduate assistant activities such as entering graduate waivers.

This position involves use of a P-Card.

• Thorough knowledge of UGA policies and procedures. Ability to make work decisions in accordance with administrative rules, regulations, and policies.

• Proficiency in UGA business systems including the budget management system, financial management system, and HCM system as well as others.

• Expertise in applying University policies and procedures in sponsored programs administration, restricted accounting, budgets, and payroll. Demonstrated experience with the grants portal and other grants reporting tools.

• Strong knowledge of Excel; knowledge of computer software programs such as MS Office Suite

• Strong organizational, written and verbal communications, and critical-thinking skills. Ability to use independent judgment and to work under limited supervision.

• Ability to work well in an environment where multi-tasking is expected. Demonstrate strong attention to detail.

• Knowledge of accounting and budgetary theory, principles, and practices. Knowledge of Budget management, budget development, payroll, and purchasing experience.

• Ability to maintain complex records and prepare reports from various statistical and financial materials.

• Ability to establish and maintain effective working relationships with internal and external UGA personnel.

• Ability to use discretion with confidential information.

Sitting at a computer for extended periods of time; lift up to 20 pounds.

No

Yes

Yes

Yes

Yes

No

Yes

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.

Financial Management:

• Review and/or approve internal UGA financial transactions to include vendor payments, reimbursable expenses and travel, ensuring that funding is available, and expense is allowable according to UGA/USG policies.
• Prepare, submit, and manage financial transactions to include journal vouchers, budget journals, general ledger journals, and other transactions.
• Responsible for oversight and use of P-Card and the UGAMart; track expenses, orders, and deliveries and assure full compliance with requirements.
• Provide monthly reports on all funds to the Director; provide financial reports to other MIHE personnel as requested or needed.
• Review and manage all foundation accounts, approving transactions according to UGAF policies and procedures; provide monthly reports to grant PIs.
• Work in consultation with the MIHE Director to create annual budgets and to project financial needs for state, income, foundation and restricted funds.
• Ensure proper year-end close out on all funds.
• Communicate approved financial policies and procedures to faculty, graduate students, and staff; serve as a financial resource for policies and procedures to MIHE personnel.
• Review and reconcile petty cash accounts; report account activities and replenish accounts as required.
• Review and initiate financial actions for the Executive Ed.D. program; the Georgia Teaching Fellows program and the Georgia College Advising Corps program; actions to include tuition differential review, interpretation of financial policies, and assignment of dedicated funding to programs.
• Attend VPAA/VPI monthly financial meetings; attend bi-weekly OneSource Status Calls; attend BSAG meetings; work with Academic Fiscal Affairs personnel to provide requested reports/information such as quarterly reviews, salary reports, etc.
• Initiate graduate assistant waiver actions.

47

Payroll:

• Serve as department payroll representative; process and approve all payroll for faculty, staff, students, and temporary employees.
• Set up funding and change funding for all employees as needed.
• Identify and submit corrective payroll actions when a discrepancy is identified.
• Reconcile all monthly, academic, bi-weekly, and summer payroll reports for accuracy.
• Work with confidential information such as personnel documents, salary information, and student records.

15

Awards Management:

• Provide professional management for sponsored projects including pre-award, award, and post-award. Assist Principal Investigators and Co-PIs with grants and contracts.
• Development and preparation of budgets to accompany proposals; management of award agreements, contracts, subcontracts, invoices, grants, budgets and sub-budgets.
• Review and/or approve financial transactions for contracts and grants.
• Proper interpretation of related sponsor policies, regulations and statutes, related University and Board of Regents policies and procedures. Adherence to Institute of Higher Education and University fiscal controls.
• Provide analyses and preparation of regular and ad hoc grant reporting for faculty and director.

15

Human Resources:

• Assist in creating and revising job descriptions, and in developing comparative analyses for postings and reclassifications.
• Utilize UGAJobs to post vacant staff positions, reclassify existing positions, submit salary reclassification actions and create new positions.
• Coordinate all new hire and termination paperwork for staff, graduate student and temporary hires.
• Assure that all employees have completed orientation, ethics training, and/or other training.
• Serve as departmental HR resource and work with HR liaison in the Academic Fiscal Affairs Office to answer and resolve personnel questions or concerns.
• Attend SRVPAA & VPI Monthly UHR meeting.
• Create secure, confidential personnel files.

13

Facilities Management:

• Serve as UGAPD primary contact for building alarms and security concerns.
• Initiate updates to the building’s alarm and door lock schedules; troubleshoot alarm issues.
• Monitor and report on building fire alarm panel and AED equipment.
• Monitor building for physical facility issues (e.g., plumbing; pest control; general building maintenance; etc.); enter and monitor FMD work requests to resolve facility issues.
• Secure and assign, as appropriate, all MIHE building keys.

5

Other duties as assigned.

5

For questions concerning this position or recruitment progression, please refer to the Recruitment Contact listed below.

Megan Holloway

[email protected]

706-542-0575