Unit Business Administrator IV

Department:

Location:

Health Sciences Center

Time Type:

Full time

Worker Type:

Regular

Job Req ID:

R108882

Minimum Requirements:

Bachelor's degree in a related field and six (6) years of relevant experience or an equivalent combination of education and experience. Grade 8 (Salaried)

Position Description:

The Unit Business Administrator IV will be a primary back-up to the Executive Director of The Department of Ophthalmology and Visual Sciences. The position will be responsible for overseeing office operations on the academic side of the department, to include process reviews and revisions to existing policies. The Unit Business Administrator will be assigned special projects as determined by the Executive Director and/or Chair/Vice-Chairs of the department, to include ad hoc report development

Essential Duties and Responsibilities

• Budget & Finance:  Work with the Executive Director to develop clinical and practice budgets; enter information into the Budget Application Model (Workday Adaptive); run, reconcile, review and address balance variances against budget detail reports to ensure accurate information is entered per University policy. Review, process and/or delegate recruitment requests for staff or faculty. Prepare and submit Budget Transfer Requests (BTR), Budget Revision Requests (BRR) and Budget Change Orders (BCO) as necessary to ensure department complies with University policy and that budgets balance correctly. Monitor budgets versus actuals and address variances in a timely fashion. Upon request, work to forecast account status at annual, biannual, quarterly and/or monthly milestones. On needed basis, verify faculty and staff effort on grants, and input funding changes via SOM Finance Office, PAR or FMP processes developed by Position Management/Budget Office.

• Human Resources: Serve as approver of all Hiring Requests, Job Data Changes, and other similar functions in the department. Where necessary, route applicable Dean's Office and/or Health Affairs Staff on approval requests for requests 18% and/or above midpoint for Staff, or Faculty roles as warranted by SOM policy. Oversee research faculty and departmental staff annual performance appraisal process and report to SOM Dean, EVPHA and HR output of efforts to ensure compliance. Verify (if available) annual increases to staff and research faculty. Generate departmental organizational charts.

• Reconciliation: Oversee and troubleshoot Workday/BA3/BA4 reports in the Department of Ophthalmology and Visual Sciences; supervise grant reconciliation process (and grant pre/post award staff), and report issues to software provider and work to train users on utilization of the software, reports, etc. Verify that budget for clinical trials, cost shares, are being run based on cash balances, and that timely transfers are made to ensure full funding of cost shares. Ensure effort reports are developed, reviewed and verified per University policy.

• Office Management:  Analyze systems, policies and procedures within the Department of Ophthalmology and Visual Sciences and initiate changes to provide effective function of office and its staff; supervise the work of the Financial Assistant III position; research and make recommendations on software or other technology to enhance flow, information storage and retrieval. Prepare and review departmental business plans and operations, in collaboration with the Executive Director, Chair and Vice-Chairs. Oversee point-of-contact for building access processes between University of Louisville, University of Louisville Physicians and University of Louisville Hospital for faculty and staff.

• Other duties as assigned, to include ad-hoc projects as requested by the Executive Director, Vice-Chair(s) or Chair of the Department of Ophthalmology and Visual Sciences.

     

 Competencies

•      PeopleSoft Financials/Workday

•      PeopleSoft Human Resources/Workday

•      Microsoft Office, including Excel

•      Accounting software/department management system (e.g., BA3/BA4)

•      Budget preparation

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