Manager, Business Unit Administration

Department:

CIEHS

Location:

Health Sciences Center

Time Type:

Full time

Worker Type:

Regular

Job Req ID:

R108921

Minimum Requirements:

Bachelor's degree in a related field and four (4) years of relevant experience or an equivalent combination of education and experience. Grade 7 (Salaried)

Position Description:

The University of Louisville Center for Integrative Environmental Health Sciences is seeking to fill the position of Manager, Business Unit Administration. This position will oversee and manage the day-to-day operations of the Center, including serving as primary supervisor of administrative core staff and providing executive support to the Center Director. This position will serve as the primary operations director and finance officer for CIEHS and the NIEHS P30 Core Center grant, enabling integration of all Center components. The Manager, Business Unit Administration will be responsible for the forecasting, development, implementation and maintenance of the Center budget and ensuring that the unit functions in a fiscally responsible manner. The person in this position will develop and implement plans and budgets, identify and resolve issues, develop and implement operational policies and procedures, supervise staff and delegate tasks and responsibilities. The incumbent will manage and implement changes as required by the changing regulatory environment. They will be the final signatory authority on all funding allocations, travel reimbursements, payment requests and purchase orders (POs). This position will be the hub for Center communications concerning meetings, events, and funding opportunities by supervising staff who will work to communicate this information. The incumbent will play a key role in assisting the Center Director in interactions with NIEHS officials. The incumbent will act as a liaison with the Office of Sponsored Programs, HSC Research Office and will Interface nationally with NIEHS P30 grant administrators in bi-monthly virtual meetings and in person at the annual NIEHS meeting. Travel is required to this annual meeting.

Essential Duties and Responsibilities

Fiscal Management:

• Responsible for the forecasting, development, implementation and maintenance of all budgets at the Center, including Grants and Institutional funds. This position will identify, resolve and report issues/risks related to the budget. Responsible to ensure that the Center is operating in a fiscally responsible manner. This includes development of budget estimates and projections, monthly reconciliation of all accounts and monthly financial reporting to the Center Director. This position also provides reports monthly to pilot project awardees on project balances, spending trends, etc.

• Prepare the annual operating budget for entry into the University Budget Application Model (BAM).

• Develop and implement fiscal management policies/procedures for the Center. Initiate changes as needed to provide effective business management.

• Provide fiscal oversight and ensure fiscal compliance with Departmental, University and regulatory policies.

• Manage and implement changes as required by the changing regulatory environment.

• Manage the effective operations of the cores.

• Final signatory authority on all funding allocations, travel reimbursements, payment requests and POs for the Center.

Human Resources Management:

• Develop and implement human resource policies/procedures for the Center and evaluate periodically to determine if changes/updates are needed.

• Facilitate/oversee all personnel transactions in the Center including new position establishment, advertising, interviewing, new employee hire and onboarding, annual evaluations, terminations, funding changes, etc. Manages funding changes and payroll actions for the eight staff and twenty five faculty paid on the NIH P30 grant across twenty departments and seven schools.

• Supervise staff and delegate tasks and responsibilities.

Grants Management:

• Manage (pre and post award) the NIH P30 Center grant which includes six cores and multiple pilot awards. Responsible to ensure all cores and pilot awards are operating under the NIH rules and regulations for the Center grant. In addition, this position must ensure sound fiscal management of the P30 grant.

• Act as a liaison with the Office of Sponsored Programs, HSC Research Office, HSC Financial Affairs Office and the NIH/NIEHS.

• Oversee and ensure that all expenditures on grants are appropriate and verify that personnel percent effort is charged correctly to grant and cost share speedtypes through coordination with multiple departments across campus.

• Ensure that NIEHS progress reporting requirements are met, and maintain documents (e.g., IACUC and human studies approvals) to ensure that Center programs are in good standing, CEC programs are running smoothly, and facility core usage surveys and feed-back are regularly evaluated and recorded.

• Supervise staff who maintain a database to track Center members and their funding and publications, pilot project funding and outcomes, and noted achievements of Center members.

• Organize Center leadership and advisory board meetings, and one annual NIEHS Center Directors Meeting when called upon by NIEHS Program Official.

• Interface nationally with NIEHS P30 grant administrators in bi-monthly virtual meetings and in person at the annual NIEHS meeting. Travel is required to this annual meeting.

Supervision:

• Supervision of Department Coordinator I in purchasing, human resource, tracking of center activities and general administrative duties. Duties are often delegated to this position.

• Supervision of Communications and Marketing Specialist II to ensure the Center website is maintained, communicating regular updates, post ‘breaking news’, such as publications, new grants, speaking engagements, etc. and maintaining and updating the Center’s social media. Ensure that this position works closely with the Community and Engagement Core (CEC) to assist with their communication and marketing needs. Duties are often delegated to this position.

Travel:

• Travel will be required for this position to attend the annual NIEHS Center Directors Meeting.

Preferred Qualifications

• Master's degree in  Business Management, Accounting or equivalent field 

• Prior experience as a Center Administrator for an NIEHS P30 Center is preferred, experience as a Unit Business Manager a Center or Department may substitute. Experience within the financial and accounting fields.

• Well versed in NIH compliance and policies, in active pursuit of building strong relationships with NIH personnel and is constantly striving to remain up to date with any changes.

• Eight or more years experience in an administrative position (Center Administrator, Unit business manager for Department or Center, or equivalent).

Competencies

• Organized – task oriented, manages time effectively, keeps tasks appropriately prioritized.

• Proactive - anticipates and plans for problems before they arise.

• Analytical- evaluating data and other information with the ability to choose the best solution and make recommendations.

• Flexible – ability to change directions as needed for the good of the Center.

• Service Excellence – responsive, informs constituents of process, pleasant to work with, educates and provides timely, accurate information.

• Critical Thinking – ability to think through issues and identify appropriate options.

• Work Ethic – motivated, diligent, industrious and persistent in the workplace, stays on tasks to completion. Interpersonal – can build effective, strong working relationships with employees, colleagues, management and vendors through trust, communication, and credibility.

• Teamwork – ability to work with others, serve others, help others, lead others, mentor others, take directions from others in the interest of moving process and programs forward to the desired outcome.

• Proficient in MS-Office (Word, Excel, PowerPoint, Teams) Effective oral, written and interpersonal communication skills.

Target Compensation Maximum:

$91,721.00

Target Compensation Minimum:

$61,147.00

Compensation will be commensurate to candidate experience.

Equal Employment Opportunity

The University of Louisville is an Equal Employment Opportunity employer. The University strives to provide equal employment opportunity on the basis of merit and without unlawful discrimination on the basis of race, sex, age, color, national origin, ethnicity, creed, religion, disability, genetic information, sexual orientation, gender, gender identity or expression, veteran status, marital status, or pregnancy. In accordance with the Rehabilitation Act of 1973 and the Vietnam Era Veteran Readjustment Act of 1974, the University prohibits job discrimination of individuals with disabilities, Vietnam era veterans, qualified special disabled veterans, recently separated veterans, and other protected veterans. The University acknowledges its obligations to ensure affirmative steps are taken to ensure equal employment opportunities for all employees and applicants for employment. It is the policy of the University that no employee or applicant for employment be subject to unlawful discrimination in terms of recruitment, hiring, promotion, contract, contract renewal, tenure, compensation, benefits, and/or working conditions. No employee or applicant for employment is required to endorse or condemn a specific ideology, political viewpoint, or social viewpoint to be eligible for hiring, contract renewal, tenure, or promotion.

Consistent with applicable law, demographic information is collected for aggregate reporting requirements. Demographic information provided through this application is not available to hiring managers/committees and is not considered in hiring or employment decisions.

Assistance and Accommodations

Computers are available for application submission at the Human Resources Department located at 2315 South First Street Walk, Room 02C - Louisville, Kentucky 40292.

If you require assistance or accommodation with our online application process, please contact us by email at [email protected] or by phone 502-852-6258.