Business Manager 1

  • Augusta University
  • Augusta, GA, USA
  • Nov 13, 2022
Full time Business/Financial Affairs/Financial Aid

Job Description

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Business Manager 1

About Us
Augusta University is Georgia's innovation center for education and health care, training the next generation of innovators, leaders, and healthcare providers in classrooms and clinics on four campuses in Augusta and locations across the state. More than 9,000 students choose Augusta for educational opportunities at the center of Georgia's cybersecurity hub and experiential learning that blends arts and application, humanities, and the health sciences. Augusta is home to Georgia's only public academic health center, where groundbreaking research is creating a healthier, more prosperous Georgia, and world-class clinicians are bringing the medicine of tomorrow to patient care today.

Location
Augusta University –
Our Health Sciences Campus:
1120 15th Street, Augusta, GA 30912

College/Department Information
The Medical College of Georgia is one of the nation's largest medical schools by class size, with 260 students per class. The educational experience is anchored by the main campus in Augusta, regional clinical campuses for third- and fourth-year students across the state and a second four-year campus in Athens in partnership with the University of Georgia. MCG's expanding partnerships with physicians and hospitals across Georgia currently provides about 350 sites where students can experience the full spectrum of medicine, from complex care hospitals to small-town solo practices. MCG and its teaching hospitals also provide postgraduate education to more than 500 residents and fellows in 50 different Accreditation Council for Graduate Medical Education-approved programs. Our researchers and clinicians focus on what most impacts the health of Georgia's and America's children and adults, including cardiovascular biology and disease, cancer, neurosciences and behavioral sciences, public and preventive health, regenerative and reparative medicine, personalized medicine, and genomics. Our physician faculty also share their expertise with physicians and patients at about 100 clinics and hospitals statewide.

Job Summary
This position will report to the Senior Associate Dean for Evaluation, Accreditation, and COI/Administrator. The position assists the Administrator in conducting the administrative, financial, and educational missions of MCG Office of Academic Affairs. The position serves as a liaison between the MCG Academic Affairs Vice Dean's office, Graduate Medical Education, MCG Office of Admissions, MCG Evaluation Services, MCG Learner Affairs, and the Dean of MCG, and VA, and other internal and external customers. The individual will assist the Administrator with managerial planning and administration of finances, facilities, and the review and implementation of departmental and institutional policies and procedures. Responsible for maintaining and reporting the Department Administrator and financial data directly relating to the GME residents and VA. Assist with all other MCG Academic Affairs budgets and duties as assigned. This position will provide direct supervision and assist in staff oversight for approximately 40% of their time.

Responsibilities to include but not limited to:

Assist the Graduate Medical Education Operations Manager with financial operation activities, including preparation of original budget, GME central budget and associated exhibits, preparation of monthly and/or annual financial reports and statements, reconciliation of GME budget, AUMA, and MCG Foundation funds. Assist with management of AUMA funds and MCG Foundation accounts with regards to expenditures that are processed to ensure appropriateness and that fund amounts are within budgetary guidelines. Audit and process payments: resolve accounting discrepancies and irregularities: ensure accurate and appropriate recording and analysis of revenues/expenses: maintain and analyze budgets, preparing periodic reports; ensure financial records are maintained in compliance with accepted policies and procedures.

This position will provide direct supervision to the two Business Operations Specialist 2 positions and will assist the Administrator with the supervision of staff within Academic Affairs, Regional Campuses (Savannah/Brunswick, Albany, Rome/Dalton), and GME - 4 full time, direct reports and 31 full time dotted line reports. The Business Manager will assist the Administrator in providing training, evaluation Academic Affairs and Regional Campus staff in the daily operational function or Academic Affairs/Regional Campus/GME including the management of activities and events. The Business Manager will also assist in assigning tasks, organizing, planning, and coordinating the assigned tasks in respective areas of responsibility to meet objectives and ensure the efficient, economic, and quality performance of the Academic Affairs/ Regional Campus/ GME Offices.

Assist in the oversight of departmental operations to include purchasing, supply management and inventory, annual training, and compliance, leave monitoring in absence of department administrator; serve as departmental contact for budget, invoicing and bookkeeping of GME finances. Assist with the management of daily operations for MCG Academic Affairs, Regional Campuses, MD/PHD and other offices within Academic Affairs with the oversight of administration, management, and long-term managerial planning of all standard administrative support activities (budget administration, personnel management, facilities, effort, procurement, and office management). Interactions with faculty and staff regarding departmental policy, procedures, and philosophy. Exercises sound judgement, strong decision-making skills, and initiative in planning and monitoring of all activities of the offices to meet needs and objectives in accordance with Institutional and MCG operating policies.

Manages departmental AUMA funds ($300K) with regards to expenditures that are processed to ensure appropriateness and that fund amounts are within budgetary guidelines; reviews all fiscal reports and summarize account status on a conditional basis; inform all units of the status of their accounts. Develop and analyze statistical information regarding budgets. Develop methods for improved operations of departments functions financially. Resolve problems in a timely manner with equitable, effective, and efficient solutions. Assist department administrator with MCG Academic Affairs budgets of approximately $30 million. This includes Academic Affairs departmental funds, core educator funding, new faculty funding, and scholarship and strategic funds. Assist with originating budget planning; project administrative support expenses; plan operational expenditures, negotiate for funding, examine projected budget for compliance with policies and procedures; management budgets, review and authorize expenditures; establish accounts and determine appropriate uses, prepare budget amendment, oversee reconciliation of the institution's system of record, audit financial activities, prepare financial reports, ensure that appropriate personnel are aware of budget status.

Responsibilities
Responsibilities to include but not limited to:
Assist and manage and oversee the business planning for the Academic Affairs departments, monitoring departments for progress toward agreed upon allocated funding resources and notifies departments when changes need to be made to correct allocations. Assist in preparation of Academic Affairs, MD/PHD, Regional Campus budgets prior to beginning of original budget planning. Compile the data and utilize data to build the projection worksheets for the upcoming fiscal year. Analyze the data to determine if departments will meet or exceed their allocations. Ensure that all faculty, staff, and MD/PHD students are assigned to correct distribution by entering ePARs and distribution change ePARs as needed to reflect the correct CFC and program code. Assist and manage all personnel and non-personnel budgets throughout the year. Approve requisitions related to purchases for Academic Affairs, MD/PHD, and Regional Campuses. Work with MCG Financial Operations to monitor expenditures and ensure proper allocation of funds throughout the budget year. The management of this budget also includes student travel and tutoring budgets. Assist with establishment of various accounts with the MCG, PPG, and Foundations providing monthly oversight.

Verify monthly that expenditures and accounts are accurate, funds are allocated appropriately. Submit ePAR transactions to correct any salary distribution discrepancies to ensure compliance with policies and procedures. Prepare budget analysis, compile and report statistical data to the Administrator and the MCG Office of Operations financial director and manager. Review and authorize proposed grant and state budgets.

P-Card Holder and Authorizer:
P-Card holder for the Academic Affairs/MD/PHO/Regional Campuses. Responsible for initiating and submitting payments for approved purchases, shipping dues, conference registrations, and ensuring that all purchases are in compliance with State and lnsitutional requirements. Maintains receipts and invoices for p-card purchases. Reconciles Bank of America statement with purchase receipts and submits to the Administrator and Director of Operations for signature and audit as needed. Identifies any incorrect charges or errors on the Bank of America statement and notifies the P-Card office and conducts follow-up with the vendor on incorrect charges or missing receipts. Maintains P-Card purchase records and bank statements for all of MCG Academic Affairs, Regional Campuses, MD/PHO etc. Responsible for approval of purchases for all P-Card employees within Academic Affairs, Regional Campuses, and MD/PHD purchases in compliance with all state regulations.

Health Shop Approver and Purchaser:
Responsible for reviewing and approving all requisitions for office supplies through Health eShop and other special orders. Ensures that all purchases are in compliance with State and Institutional requirements. Identifies procurement needs for Academic Affairs, MD/PHD, Regional Campuses and requests quotes from vendors. Initiates and submits requisitions for all office furniture/supplies and educational materials to include computers, laptops, simulators, etc. Collects supply order packing slips to verify receipt of items and enters the receipts into People Soft to close out requisitions. Monitor open encumbrances for purchase orders to ensure they are closed in a time manner.

Assist the department administrator with financial operation activities including preparation of original budget, GME central budget and associated exhibits, preparation of monthly and/or annual financial reports and statements, monthly reconciliation of GME budget, AUMA and MCG Foundation funds. Assist with management of AUMA funds and MCG Foundation accounts with regards to expenditures that are processed to ensure appropriateness and that fund amounts are within budgetary guidelines. Audit and process payments, resolve accounting discrepancies and irregularities, ensure accurate and appropriate recording and analysis of revenues and expenses, maintain, and analyze budgets, and prepare periodic reports. Ensure financial records are maintained in compliance with accepted policies and procedures. Analyze financial data; recommend/develop efficient use of resources, provide strategic recommendations and solutions to financial problems; assist with analyze trends, costs, revenues, financial commitments, and obligations, to project future revenues/expenses. Report to management regarding departmental finances. Review all fiscal reports and summarize account status on a continual basis. Ensure that all expenditures are within AUMA and Foundation guidelines and report status to the Administrator.

Serves as liaison with MCG Operations, AUMA, MCG Foundation, VAMC and other internal and external agencies. Assists with monthly validation, Housestaff FTE, and Budget projection reporting to MCG Operations and AUMC. Maintain communication and ongoing review of GME budget projections with GME Manager and MCG Operations and attend Budget review meetings. Prepare requested reports/surveys and assist with financial requests from MCG Operations and AUMC Administration. Assist with processing ePAR transactions, budget amendments, and cost transfers to ensure accurate budget management, maintain ongoing review of GME accounts, ensuring timely and accurate reconcilement; perform ongoing reconciliation of various accounts as assigned; ensure that all accounts are not overdrawn and that all expenditures are within institutional guidelines; and continually monitor all accounts.

Serves as liaison with VA Medical Center; maintain VA Billing data for Housestaff in compliance with VA Disbursement Agreement and GME Policies. Process monthly VA Billing, manage and update VA Draft Bill, prepare invoices and submit to the VA Medical Center for payment. Assist with ongoing monitoring of VA reimbursements, data collection, analysis and reporting to the Senior Associate Dean for Graduate Medical Education, Senior Associate Dean for Evaluation, Accreditation and CQI & VA Affairs, and MCG Operations. Reconcile MCG VA Billing with payments received and report reimbursement funds received to include any deficits.

Assist with review of monthly Housestaff budget verification/Pre-Payroll report. Identify discrepancies, process ePAR transactions for Ad Hoc Salary Changes and Distribution Changes as needed. Ensure that Housestaff expenses are allocated appropriately. Process Additional Duty Pay ePAR transactions in Peoplesoft for Housestaff extra duty and moonlighting. Manage GME Housestaff Meal funds budget. Allocate annual Housestaff meal money funds and upload to
JagCard. Process monthly meal fund disbursements for Residents. Receive invoice and remit payment to AUMC for Housestaff Lounge meal expenses. Monitor Meal funds budget and expenditures to ensure the department does not exceed budget.

Required Qualifications
Bachelor's degree from an accredited college or university in a related field. Two years of experience with preparation and review of funding proposals.

Preferred Qualifications
Working knowledge of AU's policies and procedures. Complete understanding of the structure and guidelines related to National Institutes of Health sponsored projects.

Knowledge, Skills, & Abilities
Ability to maintain confidentiality. Excellent interpersonal, written, and verbal communication skills. Proficient in Microsoft Office and other computer software/databases.
Shift/Salary/Benefits
Shift: Days Mon-Fri
Pay Grade: 16
Salary Minimum: $41,846- $56,492.
Salary to be commensurate with qualifications of the selected candidate within the established range (generally minimum-midpoint) of the position.

Recruitment Period: Until Filled.

Augusta University offers a variety of benefits to full-time benefits-eligible employees and some of our half-time (or more) employees.
Benefits that may be elected could include health insurance, dental insurance, life insurance, Teachers Retirement System (or Optional Retirement Plan), as well as earned vacation time, sick leave, and 13 paid holidays.
Also, our full-time employees who have been employed with us successfully for more than 6 months can be considered for the Tuition Assistance Program. Consider applying with us today!

Conditions of Employment
All selected candidates are required to successfully pass a Background Check review prior to starting with Augusta University.
If applicable for the specific position based on the duties: the candidate will also need to have a credit check completed for Positions of Trust and or approved departmental Purchase Card usage.
Those candidates trained by a foreign institution will also be required to provide an educational/credential evaluation.
All employees are responsible for ensuring the confidentiality, availability, and integrity of sensitive [patient, student, employee, financial, business, etc.] information by exercising sound judgment and adhering to cybersecurity and privacy policies during their employment and beyond.
Credit Check
This position will require the acquisition of a P-Card and/or handle cash, credit or other sensitive information and will require a satisfactory Consumer Credit check as a condition of employment.

Other Information
This position is also responsible for promoting a customer-friendly environment and providing superior service to our patients, students, faculty, and employees. "Augusta University is a patient-and family-centered care institution, where employees partner every day with patients and families for success."

Augusta University is a tobacco-free environment, and the use of any tobacco products on any part of the campus, both inside and outside, is strictly prohibited.

Equal Employment Opportunity
Augusta University is proud to be an equal opportunity employer welcoming applicants from underrepresented groups, including individuals with disabilities and veterans.

For more information, and to apply, visit: https://careers.hprod.onehcm.usg.edu/psc/careers/CAREERS/HRMS/c/HRS_HRAM_FL.HRS_CG_SEARCH_FL.GBL?Page=HRS_APP_JBPST_FL&Action=U&FOCUS=Applicant&SiteId=12000&JobOpeningId=251043&PostingSeq=1&PortalActualURL=https%3a%2f%2fcareers.hprod.onehcm.usg.edu%2fpsc%2fcareers%2fCAREERS%2fHRMS%2fc%2fHRS_HRAM_FL.HRS_CG_SEARCH_FL.GBL%3fPage%3dHRS_APP_JBPST_FL%26Action%3dU%26FOCUS%3dApplicant%26SiteId%3d12000%26JobOpeningId%3d251043%26PostingSeq%3d1&PortalRegistryName=CAREERS&PortalServletURI=https%3a%2f%2fcareers.hprod.onehcm.usg.edu%2fpsp%2fcareers%2f&PortalURI=https%3a%2f%2fcareers.hprod.onehcm.usg.edu%2fpsc%2fcareers%2f&PortalHostNode=APPLICANT&NoCrumbs=yes&PortalKeyStruct=yes




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