Assistant Business Manager, Department of Entomology & Plant Pathology: UTIA

The Assistant Business Manager provides direct support to the Business Manager and is responsible for supporting daily accounting operations through the performance of a variety of analytical tasks in accordance with university policies and procedures. This position provides financial and accounting support related to budget and grant management, financial reporting, and audit and reconciliation activities. This position also has direct supervision over the Accounting Assistant and Accounting Specialist positions in the department.

Financial Report Updates & Supervision (40%):

• Compiles, analyzes, and prepares financial data and reports for state, federal, and sponsored grant accounts across four entities with varying levels of complexity. Monitors grant budgets and reconciles activity codes to ensure accurate financial tracking and reporting. 
• Reviews and analyzes grant expenditures for accuracy and compliance by identifying anomalies, preventing overexpenditures, and ensuring adherence to federal regulations, sponsor requirements, and institutional policies. Determines and processes corrections where necessary. 
• Supports faculty and principal investigators by providing postaward financial reporting and guidance, facilitating timely review and approval of expenditures, and ensuring compliance with award terms and conditions. Forecasts salary needs for laboratories and recommends HR reduction in force or layoff procedures if no funds will be available. 
• Supervises Accounting Assistant III (20011613) and Accounting Specialist II (20028090) positions by exercising discretion within delegated authority to make decisions, set objectives, monitor deadlines, and delegate tasks. 
• Conducts performance evaluations of supervised positions, reports team performance to Business Manager and Department Head, and provides guidance, trainings, or conflict resolution to Accounting Assistant and Accounting Specialist as needed.

Financial Reconciliation (30%):

• Prepares reconciliation of posted expenditures to ensure costs are appropriately charged to the correct Chart of Accounts (COA) or project accounts. Reviews expenditures for accuracy, compliance with sponsor and institutional requirements, adequate supporting documentation, and alignment with approved budgets. Determines and processes internal transfers, nonlabor cost transfers, and recommends long-term solutions to prevent errors. 
• Reconciles Labor Distribution Reports to verify accuracy, allowability, and consistency with approved project budgets and funding guidelines. Prepares labor distribution schedules. 
• Monitors outstanding commitments generated through the procurement system (Marketplace) and works with stakeholders to resolve discrepancies within sponsor guidelines and project timeframes. 
• Resolves errors by processing journal entries, nonlabor cost transfers, and labor distribution corrections. Provides individual consultations, develop departmental documentation, or facilitate training and process improvement initiatives to reduce recurring errors and strengthen compliance.

New Awards (10%):

• Organizes documentation for new awards and projects in DASH by running reports, compiling COA string Data, pulling Award Documentation and Award Budgets 
• Coordinates meetings with financial staff and faculty to discuss particulars of new projects including any necessary budget revisions from proposal to actuals, and cost extensions that may be required, any equipment that needs to be purchased, and what effort of people will need to be assigned to projects in labor distribution schedules. 

Closing Awards (10%):

• Reviews 90 day closing activity for awards.   
• Provides reporting and analysis of expenditures in comparison to award budgets. 
• Provides and prepares Labor Distribution recommendations for employee new assignments. 
• Recommends actions for moving reoccurring charges (motor pool) to next project.
• Verifies that all committed items are fully expensed prior to closing date. 
• Coordinates meetings with financial staff and faculty to discuss total expenditures, reporting requirements, and final charges to sponsored projects.

Recharge Service Center Billing (5%):

• Prepares recharge billing transactions monthly to post income for centers. 
• Verifies that income streams are reconciled to the correct COA strings.

Administrative Duties (5%):

• Responsibilities may change based on availability of other team members, but will be expected to provide backup expertise in other financial areas when needed. 
• Expected to attend meetings and developmental trainings within position scope. 
• Approves timecards of supervised positions on biweekly basis.
• Completes annual performance reviews for supervised positions on annual basis.