Director Of Business Operations - College Of Emerging & Collaborative Studies

Director of Business Operations

College of Emerging and Collaborative Studies

The University of Tennessee College of Emerging and Collaborative Studies (CECS) invites applications for the position of Director of Business Operations to begin July 1, 2023. This position reports to the Dean of the College of Emerging and Collaborative Studies. The position supports CECS in providing professional guidance and management of financial, administrative, and human resource-related processes within the college. The Director of Business Operations will be responsible for building and overseeing CECS Business Operations unit over the next few years.

This is a full-time (12-month), permanent administrative appointment. The Director of Business Operations is responsible for financial, administrative, and human resources functions in the college. This position establishes college-wide standards and practices, ensures fiscal compliance per University policies and procedures, and prepares and manages departmental budgets (for both state-funded and externally-funded accounts). This position is the primary resource for college faculty and staff questions regarding fiscal and human resources policy matters.

The Director of Business Operations recommends budget and expenditure allocations; reviews human resources and financial documents in IRIS; prepares annual E account and I account budgets; prepares monthly budget and expense reports for faculty regarding startup and research accounts; manages startup accounts, Scholarly Activity and Research Incentive Funds (SARIF), Exhibit, Performance and Publication Expenses (EPPE), and internal research awards; monitors externally-funded accounts and provides financial reports to PIs; fulfills credit card orders and payments on a daily basis; and completes annual University Payment Card Industry (PCI) questionnaire and audit. This position has supervisory responsibilities and is responsible for staff performance management.

Director of Business Operations Duties

(1) Human Resources

• Staff Human Resources:

• Assists with finance team staff oversight and management, in conjunction with and at direction of dean

• Leads new hire processes, to include position description development, coordination with supervisor and central HR, oversight of job ad posting and interviews, etc.

• Establishes robust onboarding process that is followed for all staff members.

• Provides oversight of staff review process to ensure completion of annual reviews.

• Oversees termination/retirement process.

• Faculty Human Resources:

• Assists schools with review and processing of faculty hire processes.

• Reviews and approves faculty additional pay.

• Assists dean with input and analysis of annual merit process.

• GTA appointment letters and processes

• Oversee daily operations of CECS ensuring compliance with university regulations

(2) CECS Administrative Operations Oversight

• Assists in developing and implementing fiscal operations and policy for CECS to ensure accuracy and integrity of all financial matters.

• Develops, revises, and disseminates college-level expectations, processes and procedures and provides guidance as needed to current and new employees.

• Directs and/or advises administrative and financial staff, as well as school directors on interpretation of financial policies and procedures on behalf of the dean.

• Develops and maintains "best practices" guides and procedures to the various areas of financial, human resource, grant and contract operations.

• Assists the dean with strategic planning for CECS operations.

• Performs miscellaneous job-related duties as assigned

• Creates and oversees MoUs for agreements with colleges, hiring, buyouts.

(3) Financial Operations Oversight and Compliance

• Advises administrative staff and department heads on human resource functions and fiscal matters to promote and ensure compliance with UT HR and fiscal policies

• Maintains extensive understanding of institutional financial and sponsored project policies. Uses excellent professional judgment and integrity to evaluate the appropriateness of expenditures and possesses the maturity and confidence to address questionable transactions either directly or by escalating them, if needed.

• Reviews/approves transactions, payroll, pcard, and monthly ledgers while referring compliance and practice-based issues back to the director or originating unit. Uses high attention to detail to ensure expenditures are accurate prior to and all the way through approval.

• Monitors budget allocations, expenditures, and fund balances and related financial activities to ensure accuracy and compliance. Maintains big picture perspective in order to ensure that all expenditures are evaluated to assess impact on departmental operational needs and financial goals.

• Assists school administrative associates with compliance and oversight of sponsored project awards.

• Support submission of contract and/or grant proposals

• Travel arrangements and reimbursement for CECS leadership

• Manages finances, purchases, contracts, scholarships, student financial matters.

(4) Budget Development and Financial Reporting

• Collects and analyzes data necessary for annual budget preparation & reporting, physical and space inventory surveys, etc.

• Assists college administration with personnel tracking, salary reconciliation and position budgeting.

• Develops and maintains reporting systems in accordance with needs and reporting requirements for the college Administration

• Gathers and analyzes data, prepares and distributes monthly and annual reports for internal and external constituencies, performs data queries and prepares ad hoc reports.

• Creates and manages monthly budget and expense reports for programs and CECS leadership

• Tracks college wide WBS elements/restricted fund activity to ensure proper compliance and balance availability

Minimum Qualifications:

Bachelor's degree in business administration management, accounting/finance or related field and minimum 5 years relevant experience. OR minimum ten years relevant direct accounting experience can substitute for education. A valid driver’s license. Ability to deal with multiple priorities in a fast-paced environment. Experience in managing HR and budget-related tasks. Knowledge of budget preparation, cost estimating, monitoring and fiscal management procedures. Knowledge of computer software such as Word, Excel, Outlook. Ability to present precise materials and data, maintain confidentiality. Excellent written and communication skills and problem-solving skills. Experience related to pre/post award fiscal management of federal, state and private research grants and contracts. Knowledge of comprehensive accounting platform like SAP or PeopleSoft.

Preferred Qualifications:

Master's degree in business administration, Management, Accounting/Finance or related field. Knowledge of IRIS, Banner, and Argos. Experience with the University's/Higher Education annual budget preparation process. Knowledge of higher education policies and procedures and available resources; ability to work with various vendors.

Priority will be given to applications submitted by May 19th