Business Manager - Institute Of American Civics

Business Manager - Institute Of American Civics - 24000000HT 

Description

 

Business Manager

Institute of American Civics (IAC)

Howard Baker Jr School of Public Policy and Public Administration

The Institute of American Civics (IAC) in the Howard H. Baker School of Public Policy and Public Administration at the University of Tennessee, Knoxville, invites applications for a Business Manager (Full-time, Exempt).

The Institute of American Civics is a natural extension of the work the Howard H. Baker Jr. Center/School has done since its beginning, and the Institute is designed to build on the University of Tennessee’s capabilities in politics, economics, philosophy, American History and American government. The legislated mission of the Institute is to provide a comprehensive civic education for University of Tennessee undergraduates and the State of Tennessee at large, including America’s founding principles, the economic and political institutions that maintain American democracy and the basics of civic engagement.            

Since its founding in 2003, the Howard H. Baker, Jr. Center for Public Policy (now, the recently established Baker School) has served as the Knoxville campus’s hub for civic engagement and education. In 2022, legislation creating the Institute of American Civics received strong bipartisan backing in the 112th  Tennessee General Assembly. Lawmakers from both parties spoke in favor of the Institute’s mission to strengthen civic education and participation while reviving thoughtfulness, civility and respect for opposing viewpoints in national discourse. Senator Baker’s legacy of conciliation and respect for opposing viewpoints, along with his deep patriotism and commitment to public service, provide an ideal foundation for the Institute’s activities.

 

Qualifications

 

POSITION SUMMARY

We are in search of a dedicated and flexible professional, who thrives in developing out-of-the-box approaches to addressing new challenges. This role requires a solution finder, someone who enthusiastically embraces opportunities to address novel situations through teamwork and collaboration. We need a critical thinker who exercises good judgment and who can be relied upon and trusted to provide sound counsel to colleagues and leadership.

 

Reporting to the Baker Chief of Staff, the IAC Business Manager serves as an integral member of the Institute of American Civics finance and administrative team. The Business Manager serves as an expert financial and administrative resource while providing professional guidance and management of all financial and administrative processes. This position assists with fiscal operations including, but not limited to, the oversight of budgets, financial planning, and other financial and accounting operations as assigned. The position also provides assistance with human resources activities, human capital budgeting, and other human resource operations. The Business Manager will provide direction on the development and implementation of administrative improvement initiatives, departmental policies and budget planning. This position will monitor and ensure that departments and units comply with relevant University and departmental policies and procedures and external regulations. Additionally, the Business Manager will work closely with the Baker School Senior Business Manager, providing guidance and backup for processes. Working with the Executive Director of the Institute, the Business Manager will provide guidance and expert advice in formulating strategic plans and priorities, including financial modeling, forecasting, and data development and dissemination to inform decision making across the Institute. The Business Manager is responsible for ensuring compliance to university HR and fiscal policies and developing innovative solutions to enhance operational and technological efficiencies to provide "best practices." The IAC Business Manager will supervise and provide work direction to IAC administrative staff.

 

The IAC Business Manager also serves as an advisor to the Baker School Chief of Staff, contributing to operational strategy and recommending process and procedure improvements.  The position is a liaison to multiple campus support offices and will provide leadership and support for fiscal year close operations, and budget planning.

 

FUNCTIONS/RESPONSIBILITIES

Administrative Operations Oversight (45%)

 

·        Assists in developing and implementing fiscal operations and policy to ensure accuracy and integrity in all fiscal matters.

·        Develops, revises, and disseminates 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 the leadership team, on interpretation of financial policies and procedures on behalf of the COS and Executive Director.

• Respond to requests from auditors and administrators on fiscal matters

·        Develops and maintains "best practices" guides and procedures to the various areas of financial, human resource, and grant and contract operations in coordination with the Human Resources Specialist and Sponsored Programs and Contracts Manager.

·        Assists with strategic planning for internal operations.

• Provide overall guidance, work direction, and training for successful, compliant operations to IAC administrative staff and IAC leadership
• Oversee IAC email accounts for fiscal and operational matters - answer questions, provide expert guidance and policy interpretation
• Serve as coordinator of IAC HUB Sharepoint site ensuring regular updates, consistent and accurate information, and site development; coordinate with team members for content as needed
• Continually evaluate operations, recommending and implementing improvements and/or policy updates and ensuring compliance and efficiencies. In conjunction with the Baker School Senior Business Manager, develop policies and procedures for the IAC operations office to organize and properly manage all financial and administrative areas.

 

Financial Operations Oversight and Compliance (40%)

 

·        Advises administrative staff and directors on all fiscal matters to promote and ensure compliance with UT fiscal policies.

·        Maintains extensive understanding of institutional and departmental financial 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 accounts payable transactions, departmental payroll, p-card, travel expense reports, and monthly ledgers.

• Troubleshoots Accounts Payable/Receivable and HR issues as they arise, providing guidance and interpretation regarding fiscal policy and best practices.

·        Monitors budget allocations, expenditures, and fund balances and related financial activities to ensure accuracy and compliance.

 

Budget Development and Financial Reporting (15%)

 

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

·        Assists COS and Human Resources Specialist with personnel tracking, salary reconciliation and position budgeting.

·        Reports status of budgets and gift accounts on a monthly and as needed basis to the COS and Executive Director. Develops and maintains reporting systems in accordance with needs and reporting requirement of IAC leadership team.

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

·        Track university wide WBS elements/restricted fund activity to ensure proper compliance and balance availability.

 

 

 

Required Qualifications and Experience:

• Bachelor's degree with two to three years of progressively responsible accounting, financial, or related administrative experience

-OR-

• Equivalent combination of education, training, and progressively responsible accounting, financial, or related administrative experience

 

Desired Qualifications and Experience: 

• Experience in a higher education setting
• Leadership and/or supervisory experience

Required Knowledge, Skills and Abilities

• Ability to prioritize, multi-task, and manage complex projects while maintaining attention to detail and accuracy.

·        Excellent leadership, administrative and problem-solving skills.

• Excellent organizational skills
• Excellent interpersonal and communications skills
• Excellent writing, grammar, and proofreading skills
• Decisiveness and extensive problem-solving skills
• Professional integrity, including a thorough understanding of confidentiality.
• Knowledge of standard accounting principles
• Competence with common office and database software and ability to generate financial/operational reports and analyze data
• Must be self-motivated.

·        Ability to research and analyze financial information and make appropriate recommendations and projections.

·        Knowledge of Microsoft Office Suite

 

 

Preferred Knowledge, Skills and Abilities

• A working knowledge of SAP or enterprise resource planning (ERP) software preferred.  Knowledge of other reporting software such as advanced proficiency with Excel, Power BI and/or Tableau a plus.

·        Knowledge of Banner, Argos, and CAYUSE

·        Knowledge of university fiscal and human resource policies

 

Who We Are

We are a dynamic team of dedicated and hardworking individuals who are devoted to providing an exemplary, proactive level of service to the Baker School and IAC stakeholders in pursuit of research, education, and public service initiatives that address real-world problems in local, state, national, and global communities. Each team member is a valuable contributor to our mission, and we work together to find innovative approaches to continue moving the Institute forward. Our work is fast-paced and constantly evolving to meet the fast-growing ever-changing needs.

This role oversees all IAC financials, human resources, contracts and procurement, scholarships, data analysis, reporting, and more, with a mission of fostering a culture of engagement and excellent customer service with a focus on integrity, accountability, innovation, and professionalism. 

 

 

Job
  Other Professional 
Primary Location
  US-Tennessee-knoxville 
Organization
  Institute of American Civics 
Schedule
  Full-time 
Campus/Institute  Knoxville 
Job Posting
  Apr 1, 2024, 4:01:47 PM