Note: The job is a remote job and is open to candidates in USA. The University of Louisville is seeking a Manager, Business Unit Administration for its Center for Integrative Environmental Health Sciences. The role oversees daily Center operations, fiscal and grant management, human resources, regulatory compliance, communications, and administrative staff while supporting the Center Director and managing the NIH P30 Center grant.
Responsibilities
- 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
- 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
- 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 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 will be required for this position to attend the annual NIEHS Center Directors Meeting
Skills
- 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)
- 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
- 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)
Company Overview
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