Administrative Business Prof/S

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Work type:Support Staff
Pay Grade: 12
Major Administrative Unit / College: College Of Osteopathic Medicine
Department: Se Mi Macomb University Center 10034928
Sub Area: APSA- Pro Supervisory
Salary: Salary Commensurate with Experience
Location:Clinton Township
Categories:Administrative/Business/Professional, Professional Supervisory- APSA, Full Time (90-100%), Union

The MSU College of Osteopathic Medicine Macomb University Center (MUC) site seeks a service oriented, collaborative and self-motivated individual for the Department Business Manager role to oversee the operational activities of the department.  This role will support the finance, human resource and general business operations of the department, serving as Fiscal Officer, Budget Manager and Human Resources Manager to manage day to day operations and assist in planning fiscal and administrative procedures directly related to the management or general business operations of the unit and its customers. This position is located in Clinton Twp, MI.

Serve as Fiscal Officer of the Department to oversee internal and external financial accounts and controls; analyzes and reconciles accounting records for department general fund, gift fund, and other fund accounts. Responsible for review of the day-to-day activity on department accounts assigned through the MSU Financial System. Monitors, projects and verifies expenditures through monthly reconciliation of Department ledgers, payroll/labor distribution and department assigned credit cards.  Edits and approves transactional and maintenance documents for department accounts, including but not limited to purchase orders, internal billings, payment requests, disbursement vouchers, travel requests and reimbursements, Purchasing Card transactions, Event Card transactions. Prepares required documentation to support use of department Purchasing Card and/or Event Card for food/venue purchases, supply purchases as well as faculty/staff out of pocket reimbursements. Maintains Departmental financial records. Serves as liaison with COM Business Office and MUC site Administrators on financial matters of the Department.

Perform administrative tasks necessary to assist with the overall administration and support of the Department; develops and maintains positive relations with faculty, staff, students, community representatives, and general public in order to facilitate smooth running day to day operations to ensure Department success.  Develops plans, objectives, policies and procedures to answer questions, resolve problems and support the day-to-day operations of the Department.  Gathers information, composes emails, Teams messages, memos and/or letters to communicate with individuals to request information and follow up, in response to inquiries, in order to provide information or instructions for needed actions and/or explain established procedures. Evaluates current processes and implements solutions within designated area of responsibility to improve organizational processes and outcomes. Requisitions supplies, equipment and services for the Department; utilizing business solutions that are on-time and on-budget to effectively manage resources.  Coordinates long- and short-term space allocation requests. Implements decisions and manages physical facilities. Coordinates building maintenance for MSU leased spaces with University Center management. Works closely with vendors to ensure accuracy of billing, delivery of contracted services and any adjustments that may occur. Monitors contracts and agreements in order to ensure that all provisions are met. Serves as the liaison with COM Business Office and MUC site Administrators on operational matters of the Department.

This position will manage the human resource activities for the Department. Initiates faculty and academic staff personnel actions; manages the hiring and reappointment processes for fixed term faculty, academic staff, support staff, student and temp on call labor employees following MSU HR procedures. Acts as Department I9 verifier. Assists with onboarding of newly hired administrative, faculty, support staff and temp on call personnel. Coordinates annual evaluation process for MUC site Academic Specialist and Faculty. Maintains Departmental records related to Human Resources. Serves as liaison with COM Business Office and MUC site Administrators on Department matters related to human resources. 

Manage budget development, forecasting and preparation in order to ensure consistency with Department financial goals. Prepares and submits the annual Department fiscal budget. Monitors planned expenditures for variation from budget. Maintains, analyzes and reconciles the financial records for the department in order to assist with budget planning and forecasting. Serves as liaison with COM Business Office and MUC site Administrators on budget matters of the Department.

Supervise the Department Secretary and Department Office Assistant positions; training and coaching on Unit, College and University business processes and procedures; supporting/mentoring professional development; prepares and delivers annual performance reviews using MSU processes. Schedules, directs and monitors Blue Coats (student employees). Trains, schedules, directs and monitors Anatomy Lab Monitors and COMAT Exam Proctors (temp on call employees)

Act as Chief Proctor for NBOME and NBME computer-based shelf exams at the MUC site; reserving rooms, securing local IT support, printing sign in sheets, launch codes documents. Evaluates, approves and coordinates requests from local hospitals for use of computer lab for residency/in training proficiency exams; reserving rooms, securing local IT support. Evaluates, approves and coordinates special projects for the MUC site. Evaluates, approves and coordinates special events for the MUC site. Evaluates, approves and coordinates requests for use of MUC site facilities by MSU/COM departments and outside organizations. Owner of the SEMI Macomb Shared Calendar; monitors calendar entries including all classes, labs. review sessions and department specific programing, so that events don't conflict; attends MUC site bi-weekly check-in meetings.

Knowledge equivalent to that which normally would be acquired by completing a four-year college degree program in a business-related field or in a field which corresponds to the particular department of employment; three to five years of related and progressively more responsible or expansive work experience in office procedures and administration, or in performing responsibilities related to the operational activities of the employing unit; experience in a supervisory role; experience with word processing, database, spreadsheet, presentation software and/or desktop publishing, web page software; or an equivalent combination of education and experience.

Detail oriented with strong ability to organize, prioritize and work independently. Excellent interpersonal, written and verbal communications skills, one to three years of supervisory, accounting, budget management and project management experience. Enjoys working in cooperation with other team members with an ability to multi-task in a fast-paced environment with frequent interruptions while providing quality service to faculty, staff and students. Strong knowledge/experience with Microsoft Outlook, Word, Excel, PowerPoint, Adobe, Teams, and Zoom software; familiarity with Polycom/videoconferencing, Teams and Zoom; knowledge of or ability to learn MSU Business, Accounting and HR policies, procedures and regulations, Kuali Financial System (KFS), and SAP Ariba; prior experience with administration of online COMAT Clerkship exams and In Training Resident and Fellow Exams helpful. Experience with supporting a diverse and inclusive workplace environment, with a demonstrated ability to work with students, faculty, and staff from various social, economic, cultural, ideological, racial and ethnic backgrounds.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, citizenship, age, disability or protected veteran status.

Cover letter and resume.

STANDARD 8-5

Advertised:Nov 29, 2023 Eastern Standard Time
Applications close:Feb 6, 2024 Eastern Standard Time