Business Manager - UBA / National High Magnetic Field Laboratory

Job Title: Business Manager - UBA / National High Magnetic Field Laboratory
Location: Tallahassee, FL
Regular/Temporary: Regular
Full/Part Time: Full-Time
Job ID: 63569
Department

University Business Administrators - National High Magnetic Field Laboratory

Responsibilities

Responsible for managing National High Magnetic Field Laboratory (NHMFL) travel operations, travel-related contracts, and associated financial activities that support national and international programs and events in support of NHMFL University Business Administrators (UBA) business operations.

• Implements best business practices, policies, and procedures for NHMFL travel functions related to domestic/foreign travel for faculty, staff, and students. Evaluates and recommends travel practices, policies, and procedures to ensure effective and efficient travel. Serves as a departmental travel approval for travel funded through NHMFL budgets and projects. Ensures appropriate approvals are obtained and travel activities comply with State of Florida, FSU, and NHMFL policies and procedures. Conducts regular audits of NHMFL travel transactions and receipts to ensure compliance with applicable laws, rules, policies, and procedures of FSU, State, and Federal Government. Approves and reconciles travel advances.
• Coordinates preparation of forms and documentation for required expenditure transfers, journal corrections, and related transactions. Works with NHMFL Budget Office to ensure accuracy of shadow budgets and accounting records. Monitors travel-related expenditures and funding sources to ensure expenses are accurately charged and comply with departmental, grant, and project budgets. Reviews financial transactions, analyzes expenditure activity, coordinates corrective accounting actions, and supports fiscal accountability through reconciliation of travel-related financial records.
• Develops and maintains collaborative partnerships with University Travel and Procurement Contract Offices to support efficient travel and contract processes for NHMFL. Serves as departmental resource for travel policy interpretation, compliance, and process improvement, working closely with university partners to resolve travel-related issues and implement best practices. Supervises, trains, and supports departmental travel delegates, ensuring they maintain current knowledge of university, state, and NHMFL travel policies and procedures. Coordinates travel-related training, provides guidance to faculty, staff, and travelers to promote compliance and operational effectiveness. Participates in new employee onboarding activities to educate new travelers and travel delegates on travel requirements, procedures, and available resources. Resolves travel discrepancies by collaborating with travelers, university offices, and vendors. Collaborates with NHMFL leadership to analyze travel and contract expenditure trends, identify operational and fiscal risks, develop recommendations for improved resource utilization, support budget planning, financial decision-making. Leads process improvements, supports implementation of new systems and enhancements that improve efficiency, compliance, and financial oversight.
• Serves as NHMFL Contract Manager for travel-related agreements and event contracts associated with national and international activities. Collaborates with faculty, staff, vendors, and university legal counsel to develop, review, execute, and monitor contracts and agreements. Coordinates vendor onboarding activities, including coordinating new vendor registrations through PaymentWorks, reviewing vendor documentation for completeness and accuracy, and verifying vendor information prior to processing contracts within the Contract Module (TCM). Maintains contract records and monitors contractual obligations, deliverables, expenditures, and payment terms. Reviews contract-related financial documentation for accuracy and compliance, tracks expenditures against contractual commitments, and coordinates with vendors and university departments to ensure timely processing of payments and adherence to university fiscal policies and procedures.
• Attend NHMFL and UBA meetings as requested by the UBA Assistant Director. Compiles and presents budget and expenditure reports and compliance information on travel activity to support management planning and operational decisions. Serves as the NHMFL/UBA Assistant Director in their absence for travel-related operations and financial administration functions.

Qualifications

A Bachelor's degree and two years of experience; or a high school diploma or equivalent and six years of experience. (Note: a combination of post high school education and experience equal to six years.)

Preferred Qualifications

The ideal candidate is a detail-oriented professional with strong customer service skills and the ability to communicate effectively, both verbally and in writing. They demonstrate excellent critical thinking and multitasking abilities, enabling them to manage competing priorities in a fast-paced environment. Leadership and supervisory experience are highly valued, along with knowledge of University Travel policies and procedures.

University Information

One of the nation's elite research universities, Florida State University preserves, expands, and disseminates knowledge in the sciences, technology, arts, humanities, and professions, while embracing a philosophy of learning strongly rooted in the traditions of the liberal arts and critical thinking. Founded in 1851, Florida State University is the oldest continuous site of higher education in Florida. FSU is a community steeped in tradition that fosters research and encourages creativity. At FSU, there’s the excitement of being part of a vibrant academic and professional community, surrounded by people whose ideas are shaping tomorrow’s news!

Learn more about Florida State University and our campuses.

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How To Apply

If qualified and interested in a specific job opening as advertised, apply through the FSU Careers site (jobs.fsu.edu). If you are a current FSU employee, apply through myFSU Self Service.

Applicants are required to complete the online application with all applicable information. Applications must include all work history up to ten years, and education details even if attaching a resume.

Considerations

This is an A&P position.

This position requires successful completion of a criminal history background check.

Equal Employment Opportunity

FSU is an Equal Employment Opportunity Employer.