University of Georgia | Business affairs manager

FINANCIAL ANALYZE, BUDGETS, RECONCILIATIONS:

• This part of the job involves a high level of performance regarding in-depth analysis and detailed information where accuracy is paramount.
• The individual must have knowledge of Quickbooks, the ability to organize and prioritize work, as well as the ability to maintain focus in an extremely fast-paced office and growing university.
• The staff member filling this position will not only manage the account reconciliation process, but will also be critical in establishing and establishing a consistent monthly reconciliation process across the school.
• They prepare clear monthly reports for the administrative financial director/administrative financial director, containing the receipts, expenditures and encumbered amounts.CBOdean, associate deans and department heads and meets with them monthly to review reports and provide forecasting information.
• It analyzes the college’s $10 million+ budget, including payroll for all of Grady College’s state and limited and grant accounts.
• They are responsible for preparing the account reconciliation sheets at the beginning of each fiscal year and ensuring monthly and annual deadlines are met.
• This person works together with the administrative financial director/CBO during budget planning and salary determination every year.
• This employee will work closely with the coordinator of pre-award grants, the New Media Institute (NMI) and the financial staff of the Peabody Awards.
• A monthly meeting with the finance staff of these departments to review their accounts after the reconciliation reports are completed is mandatory.

The account analysis and reconciliation process includes, but is not limited to:

• Check monthly deposits, receipts and expenditure for accuracy.
• Review each account carefully to check for discrepancies and make sure corrections are processed and posted each month.
• Forecast reports. This includes reporting upcoming expenses, wage/benefit amounts, incoming grants and benefit percentages, and any other foreseeable changes.

SCHOLARSHIP MANAGEMENT AFTER PRICE:

• Serve as a resource for Principal Investigators and Grant Coordinators for all aspects of post-award management of sponsored projects.
• Monitor the end dates of sponsored projects and assist with closing.
• Oversee the colleges’ compliance with terms and conditions, including effort commitments, cost-sharing, sub-pricing, and over-the-cap activities.
• Work with finance staff to confirm that budgets set up in PeopleSoft match award budgets for both direct costs and indirect costs, advise on grant expenditures, reporting and processes to refine, and collaborate in resolving post-award accounting issues .
• Process financing position change, Express Direct Retros related to subsidy activities.
• Serve as a backup to the Pre-Award Grant Coordinator.
• May involve contacting other departments on campus as needed to complete work.
• Attend grant-related meetings, seminars and calls as appropriate to stay abreast of processing procedures and changes.

ACCOUNTS RECEIVABLE LINK:

• Oversees all invoicing and accounts receivable for Grady College, including grant.
• Creates a monthly process for accounts receivable in accordance with university audit guidelines.

PCARD COORDINATOR:

• Oversees all PCard holders in the college with pre-approval, works out transactions and compiles the monthly PCard statement package, ensuring all transactions are allowed and proper documentation is attached.
• Responsible for electronically sending all PCard monthly statements to Purchasing.
• Acts as the college’s contact for the procurement office.
• Responsible for ensuring that all PCard holders have completed required training and completed paperwork on time.

SERVES IF BACKUP APPROVAL:

• For Foundation Expenses and Check Applications, Install UGAmart.

SERVES IF PRIMARY APPROVAL:

• GL and DSS /CE magazines.
• Payroll Change Funding, Express Direct Retros and Ad Hoc salary changes for all temps.

PAYLOAD TO GRADUATE ASSISTANTSHIPS ON MONTHLY PAYLOAD:

This work is cyclical and is mainly carried out in May, June, July and August.

• UGA HR position management postgraduate positions, full recruitment proposals.
• Process the offer letters for graduate assistantship.
• Confirm assistantships on the monthly payroll every month.
• Process ShortWorkBreak (SWB) for graduates who receive an assistantship during the summer when they do not receive their assistantship but plan to return in the fall.
• Terminate graduate student employment upon graduation.
• Works with the graduate student, graduate dean and the student affairs professional in conjunction with all employment correspondence, meetings and questions.

OTHER OBLIGATIONS:

• Accreditation reports as required by the accreditation self-study (every 6 years).
• Attend various training courses, meetings, webinars and workshops to stay informed of changes.
• Annual budget planning and salary determination (BPSS) of CBO.
• Update workflow and roles for employees within each system.
• Collaborates with administrative finance director/CBO creating and updating office processes and procedures.