Business Manager - Modern Foreign Languages & Literature
Regular Full-time, Market Range 10
The Department of Modern Foreign Languages and Literatures (MFLL) at the University of Tennessee, Knoxville https://mfll.utk.edu invites applications for a regular, full-time Business Manager (staff) position. The Business Manager manages the financial activities of the Department of MFLL and ensures that these activities are in compliance with applicable university, state, and federal policies, regulations, and laws. He/she supervises the staff of the business office, prepares and manages budgets for the Department of MFLL, which include base, CIP, course fee, startups, scholarships, fellowships, and endowments, ensuring compliance with University fiscal policy. The CIP budget alone is over $1.9M and requires accurate allocation of funds across multiple languages to meet the department's diverse teaching needs. This position exercises full responsibility for all business and financial operations, as well as human resources and administrative functions for the department's 129 faculty, staff, and students. This position is the departmental resource for questions related to fiscal and human resources policies and is responsible for developing departmental procedures to ensure compliance with these policies. The Business Manager reports directly to the MFLL Department Head. The Knoxville campus of the University of Tennessee is seeking candidates who have the ability to contribute in meaningful ways to the diversity and intercultural goals of the University. The review of applications will begin May 15, 2021 and continue until the position is filled.
Duties and Responsibilities:
Prepares and manages departmental budgets according to fiscal policy, including base, CIP, course fee, startups and carryovers, deposits, internal orders, scholarships, fellowships, internships, and endowments, properly distributing the over $1.9M in CIP funds (second largest in the College) across languages to ensure instructional needs are met.
Prepares annual salary budget, ensuring that the submitted budget is balanced, and monitors expenditures throughout the fiscal year making needed budget adjustments to remain within the approved budget for each account. Tracks commitments from other entities on campus and secures funds from those sources prior to the end of the fiscal year.
Advises department head and faculty on account statuses and provides budget projections to department head.
Manages and oversees payments for all operating expenses including travel, honorariums, supplies, petty cash, equipment (including CUP equipment), services, and maintenance, and manages all payroll actions.
Prepares and provides financial information to department head and college for use in strategic planning.
Provides scholarship and award budgets to aid in discussions related to award distribution and oversees payment of scholarships and awards.
Coordinates summer school payments by providing information to the department head on instructor salaries and by monitoring course revenue; manages summer surplus expenditures, providing reports on surplus funds available and overseeing the allocation of those funds so that the amount allocated does not exceed the revenue amount.
Manages graduate assistantships, ensuring salaries do not exceed what is budgeted and verifying that fee waivers are available for all appointed students; responsible for securing reimbursement for centrally-funded fee waivers.
Oversees monthly on-line department ledgers according to fiscal policy, ensuring ledgers are reconciled and approved within policy-stated timelines.
Departmental resource for financial policies and procedures, developing departmental procedures to facilitate compliance with University and federal requirements.
Submits HR transactions in IRIS including personnel changes, position changes, pending employee actions, and terminations.
Processes all forms related to foreign hires including H-1B petition, permanent resident form, and J1 scholar form in collaboration with the Center for Global Engagement.
Facilitates and oversees the faculty search process. Prepares and submits paperwork to initiate search, verifying position numbers and approved salary range, providing assistance with the job ad to ensure compliance with University standards and EEO requirements. Oversees submissions in Interfolio. Assists in the completion and submission of the Narrative Summary. Oversees on-campus interview scheduling. Schedules search committee meetings. Submits Request to Make an Offer, as well as the Recommendation for Faculty Appointment Form, moving stipend request, and startup forms.
Facilitates and oversees the promotion and/or tenure process for faculty. Advises candidate and committee chair of department, college, and university guidelines. Sets timelines. Generates departmental sections of dossier. Gathers and formats dossier information from other parties for submission to tenured faculty. Schedules promotion and/or tenure meetings. Records department decisions. Assembles dossier according to guidelines and submits to college.
Assist in faculty evaluation and retention process.
Assist faculty with completing leave of absence requests, include FDL, educational leaves, FMDA, and ZTAs.
Payroll: Processes payroll actions. Submits time in IRIS for biweekly and monthly staff. Submits IRIS e-forms for additional pay, recurring pay, and salary transfer voucher.
Creates vendor numbers in Vendor Payment system, reconciles procurement cards, and process gift card approval forms.
Supervises non-exempt staff, including prioritizing office work assignments and reviewing staff performance. Develop training and cross-training opportunities and oversee special projects.
Ensures departmental compliance with University HR policies and procedures, interpreting policy for department head, faculty, staff, and students, and establishing departmental procedures and practices in order to facilitate compliance.
Maintains calendar for the Department Head; schedules departmental meetings (faculty meetings, executive committee, etc.), sending notifications to relevant parties.
Assists in data collection and compilation of reports, providing needed information to department head, faculty committees, college representatives, and University offices as appropriate.
Coordinates arrangements for guest speakers.
Handles parking allocations for departmental employees.
Advises department head and faculty committees of applicable administrative, fiscal, and procedural responsibilities.
Internal Number: 215250
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