Business Manager

Overview

Reporting to the Executive Director, High Meadows Environmental Institute (HMEI) seeks a highly qualified individual for the role of Business Manager.

The person in this role is responsible for the administration of sponsored research projects, including long-term center grants with funding including (but not limited to) government, foundation and corporate sources for 25-30 Faculty PIs and 16 academic departments. This includes an $8-10 million annual sponsored research spend: 45 active awards/120+ active projects, with 60-70 pre-award actions per year and growing. The Business Manager will seek continued professional development by staying current with SRA guidelines and procedures by collaborating with a community of research administrators from ORPA/SRA/RIA.

The incumbent is responsible for HMEI business management functions: budgeting/forecasting; administration of operating and discretionary funds; accounting and purchasing; financial controls and compliance; and reporting; financial administration of internally funded faculty and students awards, programmatic initiatives, sponsored activities; and analyses of reports to support leadership decision-making.

The incumbent is expected to perform these responsibilities in a highly independent manner while also maintaining collaborative relationships with HMEI leadership, faculty, and staff as well as colleagues across the University.

Responsibilities

Financial Planning, Analysis, and Management:

• Develops pro-forma annual operating budgets including detail based upon chart of accounts under the direction of Executive Director.

• Tracks and monitors all expenditures.

• Develops and maintains departmental accounting and recordkeeping procedures to ensure compliant and responsible resource stewardship.

• Administers operating budget ($12 million) including departmental funds, 70+ term/endowed funds, and other sources to support HMEI personnel, administrative function and programmatic activities encompassing diverse research, teaching, and outreach priorities.

• Manages financial resources supporting Grand Challenges program ($3.0 million annually) and High Meadows Funds projects (~ $2.0 million annual spend).

• Administers Grand Challenges faculty research awards (~25 projects awarded annually) and other internally funded research activities: issues award letters; communicates reporting requirements; tracks, forecasts, and analyzes program/project spending.

• Approves labor accounting entries for departmental funds, Grand Challenge funds, and other sources of support.

• Evaluates and makes recommendations concerning capital purchases (computers, furniture, equipment).

• Approves departmental and research spending in line with budgeted allocations.

• Reviews and prepares financial reports involving expense reimbursement for faculty, graduate students and staff.

• Audits departmental credit card transactions/expenditures, sponsored research cost transfers requiring SRA approval, and extraordinary expenses that exceed transaction authority limits. Journal entries preparation and submission.

• Develops and maintains internal controls for routine review, approval, and reconciliation of department expenditures.

• Supports development and administration of collaborative arrangements, contracts, and MOUs involving peer/partnering institutions and NGOs.

• Provides guidance and interpretation of legal documents and contracts to faculty relating to intellectual property, confidentiality and technology transfer.

Sponsored Research Administration:

• Manages the administration of interdisciplinary sponsored research/grants including complex proposals/projects involving multiple PIs, researchers, academic departments, funding agents, and external sub-awards. Activities encompass comprehensive pre- and post-award grants management functions, contracts, compliance, and reporting.

• Assists faculty/PIs in the preparation and submission of research proposals. Prepares budgets and justifications. Serves as liaison with ORPA staff in preparing proposals for submission.

• Ensures University and sponsor guidelines, policies, procedures, and deadlines are met with accurate and complete materials.

• Facilitates proper award setup and manages sub awards. Prepares revised budgets/forecasts, modifications, and OPARs as needed for project management.

• Develops forecasts (monthly), monitors and approve spending. Prepares and disseminates financial reports to PIs (quarterly).

• Ensures accurate charging/accounting of research faculty and staff efforts in Labor Accounting and required compliance with effort certification policies.

• Provides documentation including financial and progress reporting as sponsors require; audits information collection and documentation. Ensures technical reports are accurate and submitted on time.

• Creates customized long-term projections of faculty financial portfolios including sponsored and non-sponsored accounts

Dean of Faculty Appointments: Engages with DOF, HMEI leadership and PIs on hiring and appointments:

• Coordinates the development and posting of ads for new DoF hires (50-60 post doc/researcher/visitor appointments per year).

• Analyzes and recommends incumbent salary levels; Drafts offer letters for DoF review. Identifies and assigns funding. Interfaces with Davis International Center on visa sponsorship/processing; RCR compliance.

• Assembles, organizes, and processes documentation for reappointments, renewals, promotions or transfers.

• Initiates onboarding and offboarding of new/terminating personnel.

• Works with appropriate contacts in DoF/ORPA to interpret postdoctoral researcher fellowship and other ad hoc funding agreements to determine how specific fellowships should be administered.

Staff Supervision/Other

• Approves Time-Collection for bi-weekly and casual hourly staff (3-5 Staff).

• Supervises, trains, mentors and evaluates bi-weekly and administrative staff with responsibilities for grant writing/administration, financial accounting/purchasing functions, and faculty/visitor support.

• Reviews, develops and implements departmental policies consistent with University practices.

Qualifications

Essential

• Bachelor's Degree with 5 plus years of experience.

• Skilled in financial analysis, accounting procedures and budget reconciliations

• Direct experience in the proposal and administration of sponsored research projects.

• Excellent interpersonal and communication skills

• Ability to work independently and simultaneously on multiple projects, meet deadlines and maintain a high level of accuracy in a fast-paced teamwork environment.

• Ability to set priorities, meet deadlines and maintain a high level of accuracy.

Preferred

• Experience managing and administrating of sponsored research and grant proposals.

• Knowledge of COEUS and grant administration;

• Knowledge of NSF, NOAA, other Federal agencies and Grants.gov guidelines.

• Knowledge of OMB regulations and federal compliances regulations.

• Prior work experience in higher education.

• Experience with University financial systems.

Princeton University is an Equal Opportunity/Affirmative Action Employer and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity or expression, national origin, disability status, protected veteran status, or any other characteristic protected by law. KNOW YOUR RIGHTS

Standard Weekly Hours

36.25

Eligible for Overtime

No

Benefits Eligible

Yes

Probationary Period

180 days

Essential Services Personnel (see policy for detail)

No

Physical Capacity Exam Required

No

Valid Driver's License Required

No

Experience Level

Mid-Senior Level

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