University of Tennessee Looking for Assistant Director Of Finance at Knoxville, TN, United States Full Time

Job Description

Assistant Director Of Finance, Extension Administration
– 2200000167

POSITION X2253 Assistant Director of Finance, Extension Administration
LOCATION University of Tennessee, Institute of Agriculture, Extension, Knoxville, TN
EFFECTIVE DATE June 20, 2022
SALARY AND BENEFITS
Salary is commensurate with training and experience. Benefits include group hospitalization and life insurance, State Employees Retirement; Workers’ Compensation; sick and annual leave; numerous University of Tennessee and state benefits programs, including liberal time off for holidays and longevity pay after three years of service; reimbursement for official travel.
JOB DESCRIPTION
This position is responsible for the fiscal operations of UT Extension, approving all financial transactions, advising on fiscal policy for budget entity 12, as well as providing analysis of the Extension budget and reporting for strategic planning on behalf of the Budget Director. This position carries full signature authority for fiscal and human resources transactions. Consequently, the position can have major impact on the capacity for strategic planning, responsible budget management, and compliance with university and governmental agency policies and regarding financial, human resources, grant and contract operations. This position is responsible for the supervision of one non-exempt position.
RESPONSIBILITIES
Responsible for fiscal operations of UT Extension = ~ $71.8M expenditures annually, to ensure accuracy
and integrity of all financial matters, including but not limited to:

• Approves financial transactions for budget entity 12, including but not limited to, entertainment, contract payments, and miscellaneous reimbursement requests. Approves entity level HR transactions as needed.
• Directs and/or advises Extension administration, business managers, financial staff, directors, and department heads, interpreting financial policies and procedures, as well as disseminating new ones, developing new procedures and providing training as needed.
• Manages financial commitments and position resources to support initiatives within budget scope.
• In collaboration with the Budget Director, develops, analyzes, and enters the Extension budget, including the uploading and downloading of budget information to and from the ERP system (IRIS); attends budget meetings, workshops, etc. to use in development of budget inputs, scenarios, and plans.
• Forecasts and analyzes revenue streams, including state and federal appropriations.
• Allocates/reallocates resources to align with strategic plan as directed by the Budget Director.
• Provides oversight of administrative gift accounts, working with UTIA Advancement to ensure that monies are used wisely and appropriately per gift agreements.
• Calculates and distributes F&A Return allocations to Extension departments/regions/counties.
• Manages new faculty startup accounts including initial setup, monitors and advises departments on procedural guidelines and coordinates annual startup carryover process.
• Reviews/approves contract invoices in IRIS.
• Approves miscellaneous reimbursement requests for all Extension personnel.
• Audits UTIA gift card requests for UTIA Associate Vice Chancellor.
• Determines logical chart-of-accounts sequencing for budget entity 12 and completes new fund center and cost center requests submitting to UT Controller’s Office for creation. Responsible for account maintenance (addition, deletion and maintenance of all fund centers, cost centers and restricted accounts) for Extension Administration.
• Responsible for calculation of benefits for UT Extension Federal employees. This is includes processing payment to USDA/NIFA.
• Provides oversight of contract administration as well as coordination of annual asset and space surveys for UT Extension. Facilitate procurement questions as needed.
• Provides oversight of procurement and travel card distribution for all Extension personnel.
• Serves as IRIS User Security Coordinator for budget entity 12 reviewing and approving all departmental and center requests for system and subsystem access to the budget entity’s accounts/fund centers.
• Supervises Administrative Associate 3 position whose responsibilities include but not limited to: procurement, including administration of P-cards, vendor invoice payments and contract administration; as well as asset management.

Compliance – This position ensures fiscal compliance for sponsored projects through the following duties:

• Advise financial staff and business managers in Extension departments, regions and counties on fiscal matters for externally funded research to promote and ensure compliance with UT HR and fiscal policies, Uniform Guidance, and sponsor requirements.
• Develop and conduct or coordinate fiscal compliance workshops as needed and/or requested by the UTIA Associate Vice Chancellor or the Extension Budget Director for faculty or staff, including but not limited to salary budget, effort certification, reading/approving ledgers, budget revisions. Responsible for tracking and ensuring that UT Extension employees stay up-to-date on entering effort certification.

• Conducts budget entity 12 financial compliance audits as needed without supervision. Prepares written summary report for the Budget Director and department head of audit findings, including recommended corrective actions.
• Provides information and answers inquiries related to audit requests.
• Notifies UT compliance officer(s) if sponsored project financial compliance violations occur. Collaborates with UTIA Associate Vice Chancellor and Extension Budget Director, as well as affected faculty and/ or staff, to determine best immediate corrective action and best long-term corrective action to prevent future violations.

Salary Budget:

• Manages and is responsible for an approximately $2.5 million salary budget. Builds the salary budget and maintains its integrity throughout fiscal year.
• Maintains budget commitments made by administrators for all faculty and staff positions. Provides budget, financial and HR reports to administrators.
• Has approval authority over budget entity 12 items as substitute for Budget Director. Has electronic approval authority over accounts specific to dean’s office. Has full signature authority for fiscal and human resource transactions.
• Provides guidance, training and direction to departments and 4-H centers on fiscal policy matters and proper procedures including but not limited to salary budget, ATB and merit raises, and ad hoc financial reporting from IRIS.
• Assists in the management of the annual merit raise process for all employees and units supported by UT Extension.
• Maintains database of committed faculty lines and search statuses in order to forecast salary budget needs for faculty positions/salaries.
• Assures payroll/HR funding changes do not negatively impact UT Extension’s salary budget and maintains budget integrity.
• Reviews and approves departmental, regional, county and center time sheets as “the chief payroll officer” when the approver is unavailable.
• Provides direction to departments, regions, counties and 4-H centers to assure proper positions are utilized in searches, funding is allocated in salary budget, and manages budget on all positions.
• Has budgetary approval for all new and rehire positions for budget entity 12.

QUALIFICATIONS
Required:
Education/Experience: Bachelor’s degree in accounting, business, finance or related field with six years of progressively responsible accounting or business management experience including supervisory experience.
Knowledge, Skills and Abilities: Knowledge of standard accounting principles; Professional integrity, including a thorough understanding of confidentiality; Communication and interpersonal skills sufficient for effective interactions with a broad range of individuals, including faculty; Excellent organizational skills; Excellent writing, grammar, and proofreading skills; Decisiveness and extensive problem-solving skills; Excellent skills with common office and database software including Microsoft Office; Ability to multi-task and prioritize; Ability to work independently or on a team; and Ability to generate ad hoc reports.
Preferred:
Education/Experience: Master’s Degree in business or related field. Financial work history at a comprehensive research university. Work history related to post-award management of grants and contracts. Working knowledge of SAP or equivalent software.
Knowledge, Skills and Abilities: Extensive knowledge of UT budgeting practices/procedures and IRIS system and extensive working knowledge of federal and state regulations as well as agency guidelines, such as USDA NIFA, regarding sponsored projects. Experience with large enterprise software system, such as SAP, is strongly preferred.

TO APPLY:

REQUIREMENTS
Submit a complete application packet which includes a 1) letter of interest, 2) a resume or curriculum vitae, 3) and official or unofficial transcripts showing degree(s) conferred.
Please apply online by clicking this link: External Applicants
UT Extension Phone: (865) 974-7245
212 D Morgan Hall Fax: (865) 974-0882
Knoxville TN 37996-4525
E-mail: [email protected]
Web Site: http://utextension.tennessee.edu https://4h.tennessee.edu