Business Manager (2375)

SIU Medicine; Springfield (IL); On-site; USD 60,000 - 85,000; Full time

Job summary

SIU Medicine is seeking an experienced Administrative and Departmental Administrator to provide executive support to the Chair of Pharmacology and related departments. The role includes fiscal management, staffing, and general administration to ensure policy adherence and efficient operations.

The position requires strong organizational, budgeting, and supervisory skills, with on-site duties and collaboration across research and clinical education programs.

Qualifications

• Bachelor’s degree in accountancy, business administration, management, or a closely related field.
• Three (3) years of work experience in accounting, business administration, fiscal management, or closely related experience.
• Knowledge of budgets, fiscal management, and departmental administration.

Responsibilities

• Provide managerial and administrative support to the Chair and faculty on department and research matters.
• Develop operating procedures to implement school policies.
• Manage budgets, payroll, and personnel records; ensure compliance with policies.
• Maintain departmental accounting systems for state, local, grant and Foundation funds.

Skills

Strategic planning

Budget management

Leadership

Coordination

Clerical procedures

Data entry

Communication skills

Budget analysis

Microsoft Office

Education

Bachelor’s degree in accounting, business administration, or management

Tools

CITRIX

AIS systems

Laserfiche

Job description

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Description

This position provides administrative and managerial support to the Chair of the Departments of Pharmacology and Medical Microbiology, Immunology and Cell Biology and indirectly serves as staff for all Dept. of Pharmacology faculty members. The individual in this position assumes responsibility for general administrative support functions, as well as administrative consultation and assistance to the Chair and acts in the Chair’s behalf to ensure adherence to the policies and procedures of the department, School of Medicine and external granting agencies. This position provides consultation on coordination, administration and management of biomedical research projects.

*This position is ON SITE only*

Examples of Duties

Departmental Administration 60%

• Provide managerial and administrative assistance to the Chair, research faculty and staff on matters relating to the Department of Pharmacology, and the biomedical research projects within the department. Serves as back-up Business Manager/Fiscal Officer to the Department of Medical Microbiology, Immunology and Cell Biology in the absence of the part-time Business Manager in MMICB.
• Assists in developing and proposing short-term and long-term plans relating to departmental administrative priorities, goals and objectives.
• Develops general operating and administrative procedures required to implement policies established by the Chair and the School of Medicine in general.
• Accountable for the administration of departmental operations including, but not limited to, fiscal management, budgets and personnel policies. Acts as a fiscal officer or delegate, recognizes responsibilities for maintaining financial resources, ensuring propriety of transactions, and providing required information to central administrative units.
• Develops and maintains the departmental accounting systems and procedures relating to the expenditure of state, local, grant and Foundation funds. The accounting systems include the University’s CITRIX and AIS systems, Payment-Net (Procurement Cards).
• Prepares and monitors the state and local budgets reviewing operating costs and recommends expenditure levels based on identified needs and priorities. Maintain a continuing analysis of operating costs which includes the preparation of financial documents to forecast fiscal reserves and deficits.
• Verifies payroll distributions and transmittals for personnel in the department. Tracks and records fringe benefits for Civil Service employees in Pharmacology using Laserfiche.
• Completes recruitment requests and hiring forms in Neoed for the opening of new positions and hiring of individuals.
• Verifies payroll distributions and transmittals for personnel in the department. Tracks and records fringe benefits for Civil Service employees in Pharmacology.
• Prepares and maintains all Faculty, A.P. and Civil Service appointment papers.
• Reviews and recommends changes in departmental procedures to enhance the administrative efficiency of the department.
• Composes business correspondence for the department and that requires the interpretation, explanation or defense of unit policies and guidelines, administrative or programmatic functions.
• Assembles, prepares administrative reports, and carries out special assignments as requested by the Chair.
• Participates in various committees that tend to recommend or set administrative policies and procedures for the School of Medicine.
• Maintain and reconcile yearly extensive departmental equipment inventory and conduct all inventory audits. Report and correct inconsistencies between Pharmacology records and Fixed Assets-OTC.
• Share website coordinator duties with Office Administrator for maintaining the department SIU-SOM website. Attend training, update and add new information to website when required.
• Share duties of sorting/routing mail; maintain photocopier, printers, fax on Bixcom, department office supplies, etc. Contact for maintenance of department equipment and room issues.

Research/Grant Management 35%

• Advises and assists principal investigators in business management matters associated with the submittal, award and expenditure guidelines associated with externally funded projects. This includes but is not limited to personnel, space management, equipment procurement and maintenance, accounting and budgeting.
• Reviews business portions of all grants and contract proposals submitted by the department to ensure compliance with relevant policies and guidelines.
• Assumes the responsibility for the financial management of grant funding awarded to department faculty members and the Department of Pharmacology.

Personnel Administration 1%

• Supervises and directs staff in the performance of their assigned responsibilities and provides advice, assistance and guidance as necessary.
• Assist the Chair and faculty with personnel related matters.

Other Duties as Assigned 4%

• Implement and complete tasks required for the annual Pharmacology Memorial Awards (purchase refreshment supplies and set-up for event)
• SIU-SOM Emergency Response Leader for Dept. of Pharmacology.
• IT contact for department.
• Maintenance contact for department building issues.

Qualifications

Credentials to be Verified by Placement Officer

• A. Bachelor’s degree in accountancy, business administration, management, or a closely related field.

OR

B. Three (3) years (36 months) of work experience in accounting, business administration, fiscal management, or closely related experience.

OR

Education

• 30 semester hours equals one (1) year (12 months)
• 60 semester hours or an Associate’s Degree equals eighteen months (18 months)
• 90 semester hours equals two (2) years (24 months)

Knowledge, Skills & Abilities (KSA’s)

• Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership techniques, production methods, and coordination of people and resources.
• Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, data entry, designing forms, and other office procedures and terminology.
• Knowledge of technology including electronic equipment, computer hardware and software, and their applications.
• Knowledge of basic arithmetic, algebra, statistics, and their applications.
• Ability to work independently and effectively organize and prioritize multiple tasks.
• Ability to identify complex problems and review related information to develop and evaluate options and implement solutions.
• Ability to work collaboratively and communicate effectively as appropriate for the needs of the audience.
• Ability to analyze and develop guidelines, procedures and systems to outline specific goals and implement plans to prioritize, organize, and accomplish tasks.
• Ability to manage a budget and work within the constraints of that budget.
• Ability to analyze, interpret, and explain work related documents, policies, and procedures.

Condition of Employment

Out of State Applicants that apply to Springfield vacancies in classifications in the occupational area of Professional, Semi-Professional, or Managerial will be subject to the following Condition of Employment

must establish Illinois residency within 180 calendar days of their start date.

Supplemental Information

If you require assistance, please contact the Office of Human Resources at [e-mail] or call 217-545-0223 Monday through Friday, 8:00am-4:30pm.

The mission of Southern Illinois University School of Medicine is to optimize the health of the people of central and southern Illinois through education, patient care, research and service to the community.

The SIU School of Medicine Annual Security Report is available online at https://www.siumed.edu/police-security . This report contains policy statements and crime statistics for Southern Illinois University School of Medicine in Springfield, IL. This report is published in compliance with Federal Law titled the "Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act."

Southern Illinois University School of Medicine is an Affiliation/Equal Opportunity employer who provides equal employment and educational opportunities for all qualified persons without regard to race, color, religion, sex, national origin, age, disability, sexual orientation, protected veteran status or marital status in accordance with local, state and federal law.

Pre-employment background screenings required.