The Division of Biology at the University of Tennessee, Knoxville invites applications for Division Business Manager position within the Biology Business Office (BBO). This is a non-exempt, 12-month, full-time, non-tenure track staff position.
The University and Region:
The University of Tennessee, Knoxville (UTK) is the state's flagship research institution, a campus of choice for outstanding undergraduates, and a premier graduate institution. Enrolling 30,000 students, the campus is located in the foothills of the Great Smoky Mountains and beautiful East Tennessee. As a land-grant university, it is committed to excellence in learning, scholarship, and engagement. In all its activities, the university aims to advance the frontiers of human knowledge and enrich and elevate society. The university values intellectual curiosity, pursuit of knowledge, and academic freedom and integrity.
The city of Knoxville is a hidden gem surrounded by eight gorgeous lakes, with a beautiful and accessible downtown, a diverse music scene including internationally recognized festivals, active neighborhoods, unique restaurants, and a strong offering of diverse cultural and outdoor activities. Knoxville and the surrounding counties have a population of more than 850,000 people. UTK is located within easy driving distance to the Great Smoky Mountains, Atlanta, Nashville, Asheville, Charlotte, Louisville and Cincinnati. It is only a day's drive to Memphis, Chicago, and Washington, D.C.
The Division of Biology houses three different departments: Microbiology, Ecology and Evolutionary Biology, and Biochemistry, Molecular, and Cellular Biology. The Division is home to over 1,000 faculty, staff, and students. These researchers are actively engaged in scientific exploration, including field studies throughout the world. BSF functions to actively support these endeavors.
The position of Division Business Manager exists to assist the Biology Leadership Team (of three heads) by providing direction and management for all business, financial, and budgeting operations within the Division of Biology. This includes, but is not limited to, overseeing general ledger accounting, accounts payable and receivable, procurement, research administration, equipment and space inventory. The Division Business Manager has signature authority for the Division. The Division of Biology consists of 5 units: 3 departments - Biochemistry & Cellular and Molecular Biology (BCMB), Ecology and Evolutionary Biology (EEB), and Microbiology; The Graduate School of Genome Science and Technology (GST), and the Division itself. The Division itself includes General Biology, Advanced Microscopy and Imaging Center Core Facility, Animal Care Facility, Biology Service Facility, and Genomics Core Facility. The position of Division Business Manager provides direction and management for all business, financial, and budgeting operations for the Division of Biology which includes, but is not limited to, general ledger accounting, accounts payable and receivable, procurement, equipment inventory, and space inventory. The Division Business Manager oversees the accountants working for 3 biology division departments - Biochemistry & Cellular and Molecular Biology (BCMB), Ecology and Evolutionary Biology (EEB), and Microbiology, with their own business managers. This position develops the annual budget for the Division of Biology and reviews the budgets for each of the 3 associated Biology departments. Additionally, this position provides guidance and necessary financial information in order to assist in the establishment of fees for the Biology Service Facility and Lab Animal Facility. This position includes transaction review and approvals and assures compliance with policy. It also includes troubleshooting issues that the biology business office staff cannot resolve. This position reviews and approves personnel actions and requires familiarity with HR policies and procedures. Division of Biology Business Manager (DBBM) ensures consistent, reliable, and efficient services for the procurement of goods and delivery of shipments.
Manage Division of Biology Business Office (BBO): Direct operations of all BBO activities providing centralized purchasing, contracts, accounts payable, financial file maintenance, sponsored projects administration, and account ledger reconciliations for General Biology, BCMB, EEB, GST, Microbiology, 2 Core Facilities and 2 Recharge Centers. (Human Resources, Payroll, and Travel transactions are handled within the individual departments.) Ensure compliance with policies, deadlines, and changes in procedures. Hire, train, and administer disciplinary actions for (6) full-time BBO staff, including 2 accountants and 4 accounting/administrative support positions. Prepare annual performance reviews and conduct performance review meetings with staff. Advise Division of Biology Head of Heads regarding staff performance and make recommendations regarding salary increases for staff. Authorize staff paid leave absences while maintaining adequate staffing at all times. Hire and assign tasks for work study students. Develop/revise work flow structure and delegate staff responsibilities. Advise BBO staff and Biology departmental business managers/staff/faculty regarding policies, practices, and procedures. Consult with and advise BBO accountants regarding activities in sponsored projects administration. Intervene as necessary to resolve on-going issues. Responsible for financial records management (original document files, record retention policy compliance, disposition of archived files) for all (5) Division Fund Centers. Attend trainings relevant to managerial, financial and sponsored projects policies and procedures for application in BBO. Maintain documentation of BBO procedures. Meet with BBO staff (personally and as a group) to discuss pertinent information and overall BBO concerns. Troubleshoot various issues that staff is not able to resolve.
Transaction Reviews and Approvals: Approve all accounts payable and internal transfers for all (5) Division Funds Centers, assuring policy compliance and accuracy of data entry. Ensure that release of funds reservations, attachment of supporting documents and asset creation are properly processed during approval process. Approve payroll, human resources, travel transactions and electronic ledgers for the (1) Division Fund Center. Substitute approve payroll, human resources, travel and electronic ledgers for other (4) Division Fund Centers as requested in the absence of Department Heads. Substitute review IRIS transactions for all (5) Division Fund Centers in absence of assigned Reviewers. Consult with university central offices regarding processing of unusual transactions to assure compliance with policies. accounts receivable invoices.
Procurement: Ensure consistent, reliable and efficient services for procurement of goods and delivery shipments. Advise departmental and division personnel regarding procurement policies and procedures. Review vendor quotes submitted by staff/faculty, requesting any revisions needed to comply with policies and meet Procurement Office requirements. Determine if departmental procurement request meets criteria for requisition or contract. Prepare requisitions and contracts for all (5) Division funds centers. Review and approve contracts, requisitions, bids, non-competitive justifications. Follow-up with Procurement/Contract Offices to monitor progress of submitted items. Expedite requisitions/contracts when short time frames are required. Act as liaison between department personnel and Procurement/Contract Offices. Represent Division of Biology interests when reviewing requests for purchase/framework order extensions, renewals or rebids as requested by Procurement Office.
Planning and Reviews: Maintain accounts receivable aging schedule. Reconcile monthly cash deposits for all Division units. Reconcile accounts receivable aging schedule with Division Accounts Receivable account and outstanding invoices file. Review payroll check registers. Review Division cost center ledgers for appropriate expenses. Anticipate budgetary variances and notify responsible persons/department head of potential impact. Propose courses of action to deal with budgetary constraints. Work with Budget & Finance Office and Core Facilities Program to monitor annual activity and policy and procedures compliance for (2) Core Facilities and (2) Recharge Centers. Assist, as requested with annual reports and rate proposals. Review billing process for accuracy of rates and general ledger codes for Division of Biology Core Facilities and Recharge Centers.
Periodic Responsibilities: Manage the Division of Biology participation in annual university-wide activities including budget development, equipment inventory, space inventory, computer upgrade program purchasing, records management review and disposition, self-assessment audits, staff performance reviews, BBO fiscal year-end preparation and coordination. Respond to special requests for financial information, budget reviews, audits, etc. from department, college, and university personnel. Respond to vendor and customer queries regarding BBO requirements and practices for conducting external activities. Submit proposals for Joint Faculty task orders as needed. Responsible for overseeing disposable of assets and determining asset retirement obligations under GASB 83.
Our primary mission is to move forward the frontiers of human knowledge and enrich and elevate the citizens of the state of Tennessee, the nation, and the world. As the preeminent research-based, land-grant university in the state, UT embodies the spirit of excellence in teaching, research, scholarship, creative activity, outreach, and engagement attained by the nation’s finest public research institutions.