Manager, Business Unit Administration

University of Louisville; Louisville (KY); On-site; USD 61,000 - 92,000; Full time

Job summary

The University of Louisville Health Sciences Center Research Office seeks a Manager, Unit Business Administration to oversee financial operations, budget planning, and administrative functions supporting multiple programs.

You will ensure compliance with policies, support accreditation, manage grants, invoicing and reporting, and supervise staff coordinating with program managers. This role drives financial sustainability and strategic planning across OPED/CE and HSCRO.

Qualifications

• Bachelor's degree in a related field and four (4) years of relevant experience or an equivalent combination of education and experience.
• Grants management experience, including pre- and post-award responsibilities.
• Experience in financial management, budgeting, and reconciliation.
• Strong analytical and problem-solving skills.
• Proficiency in financial systems and software.
• Excellent communication and organizational skills.
• Ability to multitask and meet deadlines.

Responsibilities

• Oversee financial operations, budget planning, and administrative functions for OPED & HSC Research Office.
• Manage budget preparation for all programs and develop financial policies.
• Support grant management for OPED/CE activities from application through grant closing and reconciliation.
• Invoicing of Joint Providers, UofL departments, or others for CE credit or professional development services.
• Process stipends for various student programs and assist with SOM Financial Aid planning.
• Coordinate HR actions and faculty effort documentation; manage PTL contracts.

Skills

Grants management

Budgeting & reconciliation

Analytical skills

Financial software

Communication skills

Multitasking

Education

Bachelor's degree in related field

Job description

Minimum Requirements

Bachelor's degree in a related field and four (4) years of relevant experience or an equivalent combination of education and experience. Grade 7 (Salaried)

Department

Location

Health Sciences Center

Time Type

Full time

Worker Type

Regular

Job Req ID

R109026

Minimum Requirements

Bachelor's degree in a related field and four (4) years of relevant experience or an equivalent combination of education and experience. Grade 7 (Salaried)

Position Description

The Office of Professional Education/Health Sciences Center Research Office Manager, Unit Business Administration at the University of Louisville is responsible for overseeing financial operations, budget planning, and administrative functions to support multiple programs and initiatives. This role ensures compliance with institutional policies, accreditation mandates and provides financial insights to maintain program sustainability.

Primary Responsibilities

Financial Operations & Budget Management

• Process and review Journal Vouchers.
• Prepare purchase requests and ensure timely procurement.
• Prepare unit reports that involve research, data gathering, compilation, and special HR and financial analyses.
• Manage budget preparation for all programs.
• Develop, improve and implement financial policy and procedures for OPED & CE areas.
• Support Grant Management for OPED/CE activities, application through the completion of grant including reconciling for grantor.
• Invoicing of Joint Providers, UofL Departments, or others for CE credit, or other professional/leadership development services.
• Processing and tracking all deposits.
• Processing honoraria and all one-time event payments
• Assist in preparation for accreditation or reaccreditation processes, including but not limited to review of all procedural forms, review of office/finance accreditation policies and practices to comply with accreditation criteria.
• Review CE event files and complete financial wrap for each OPED CE event
• Manage billing and receivables for all RSS events.
• Conduct monthly/quarterly reconciliation reviews of each office, OPED & HSC Research Office programs. Preparing and Reviewing with Program Managers and Directors.
• Develop a process for and begin tracking HPE tuition revenue and expenses to help the budget planning process for the Health Professions Graduate Programs housed in OPED
• Track and report monthly revenue and expenses for all programs.
• Oversee multiple budgets.

Personnel & Student Support

• Supervise and train HSCRO Grants Management Specialists in ‘wrap around’ grant management (pre- & post-award)
• Onboard incoming personnel (Faculty, Graduate students, MD/PhD students, and staff).
• Supervise OPED staff by becoming the first line supervisor for these individuals
• Process stipends for various student programs, including Incoming MD/PhD and PhD students, Undergraduate SURF, pipeline programs and High School SPARC.
• Assist with SOM Financial Aid, including MD/PhD budget and tuition planning.
• Submit HR personnel actions, ensuring accuracy and compliance with university policies.
• Coordinate faculty effort documentation.
• Process PTL contracts for submission for the OPED/HPE.

Travel & Reimbursements

• Process honorariums and reimbursements for guest speakers and visitors.

Administrative & Miscellaneous Duties

• Handle subscriptions and memberships for faculty and programs.
• Process payments for USMLE and exam preparations.
• The position will provide advice to supervisors regarding problem areas and necessary actions.
• This position will provide administrative support for the OPED/CE and the HSCRO areas. Under the direction of the Assistant Dean for Professional and Educational Development, SOM and Vice Dean for Research, SOM. This includes tasks such as reporting, coordination, review, document creation, and distribution of incoming and outgoing HR and financial inquiries, information, and documents.
• Other duties may be assigned to the position as needed.

Preferred Qualifications & Skills

• Bachelor’s degree in business administration, Finance, Accounting, or a related field preferred.
• Grants Management experience. Pre and post award.
• Experience in financial management, budgeting, and reconciliation.
• Strong analytical and problem-solving skills.
• Proficiency in financial systems and software.
• Excellent communication and organizational skills.
• Ability to multitask and meet deadlines.

Work Environment

• Office setting with occasional meetings and collaborations across departments.
• May require handling sensitive financial data with confidentiality.

Target Compensation Maximum

$91,721.00

Target Compensation Minimum

$61,147.00

Compensation Will Be Commensurate To Candidate Experience

Equal Employment Opportunity

The University of Louisville is an Equal Employment Opportunity employer. The University strives to provide equal employment opportunity on the basis of merit and without unlawful discrimination on the basis of race, sex, age, color, national origin, ethnicity, creed, religion, disability, genetic information, sexual orientation, gender, gender identity or expression, veteran status, marital status, or pregnancy. In accordance with the Rehabilitation Act of 1973 and the Vietnam Era Veteran Readjustment Act of 1974, the University prohibits job discrimination of individuals with disabilities, Vietnam era veterans, qualified special disabled veterans, recently separated veterans, and other protected veterans. The University acknowledges its obligations to ensure affirmative steps are taken to ensure equal employment opportunities for all employees and applicants for employment. It is the policy of the University that no employee or applicant for employment be subject to unlawful discrimination in terms of recruitment, hiring, promotion, contract, contract renewal, tenure, compensation, benefits, and/or working conditions. No employee or applicant for employment is required to endorse or condemn a specific ideology, political viewpoint, or social viewpoint to be eligible for hiring, contract renewal, tenure or promotion.

Consistent with applicable law, demographic information is collected for aggregate reporting requirements. Demographic information provided through this application is not available to hiring managers/committees and is not considered in hiring or employment decisions.

Assistance and Accommodations

Computers are available for application submission at the Human Resources Department located at 2315 South First Street Walk, Room 02C - Louisville, Kentucky 40292.

If you require assistance or accommodation with our online application process, please contact us by email at [e-mail] or by phone [phone].