Working/Functional Title

Business Manager

Position Summary

The Administrative Business Manager/S works in collaboration with the department chairperson to ensure efficiency, effectiveness, and overall excellence in departmental operations, thus enabling the success of the department’s multiple missions, its faculty, and staff. Along with the Chair of the Department, the Administrative Business Manager/S sets goals and objectives for the department and manages its relationship with the college(s), MSU Health Care, the University, affiliated hospitals, and other external entities. The Business Manager oversees financial management and accounting practices; maintains financial management reporting and control systems; monitors departmental expenditures; oversees compliance with policies, procedures and regulations of the University, affiliated organizations, and external agencies; and assures a high-functioning infrastructure to support the department’s clinical, research management, educational support, human resources management, facilities management, technology resource management, and strategic planning.  Additionally, the Administrative Business Manager/S supervises departmental staff and determines the appropriate organizational structure and mix of staff to maximize operations and minimize expenses. This position plays a pivotal role in facilitating the achievement of departmental goals and objectives while maintaining strong relationships with internal and external stakeholders. The BM will oversee and manage a team of administrative staff to drive results and impact in the following areas:

Strategic Planning – 10% 

• Assists with the formulation of strategic plans for the department; establishes business and administrative plans and goals that support the departments and the college’s academic, research and clinical programs, activities, and services. 
• Builds credible and lasting relationships with all internal partners and external constituents, including affiliated institutions, medical groups and contracting entities.
• Assists/advises the Chair and, when necessary, represents the Chair as an advocate of the department’s needs and goals in budget, space or other negotiations with management and committees at the college or university level as well as with external organizations.
• Supports decision-making by providing information regarding trends in research, teaching, or clinical practice; performing feasibility studies, cost and revenue analyses and projections; determining impacts on staffing, space, facilities and administrative structure.
• Assists with and supports department advancement and marketing efforts.

      Financial Management and Business Planning – 45%

• Manages the department’s finance and accounting practices as well as its financial relationships with MSU Health Care and affiliated hospitals/other external groups.
• Manages revenue/expense reporting, monitors/reviews expenditures, generates reports, prepares financial forecasts, identifies, and analyzes financial problems and recommends solutions.
• Analyzes, prepares, and makes recommendations on business aspects of proposals for new clinical, research and teaching programs (including financial feasibility, financial projections, effects on facilities and equipment, staffing implications, impact on department administrative and management structure)
• Annually updates the department’s comprehensive, multi-year business plan in alignment with strategic and long-range department plans
• Develops and presents to the department faculty and the Dean’s Office the annual consolidated budget incorporating all components of department resources (general fund, contracts and grants, fellowships, gifts, and other restricted and unrestricted funds) including presenting budgets to relevant stakeholders
• Monitors, reports, and explains budget variances; addresses variances and presents alternatives for achieving goals.
• Meets fiduciary responsibility for financial controls and complies with all audit requirements
• Performs cost analysis and manages process for new contracts and/or contract renewals
• Recommend, plan, and implement giving/philanthropic activities as appropriate for the department (in alignment and collaboration with COM/CHM and MSU Advancement teams)
• Oversees grant management activities and ensures compliance with funding agency requirements adhering to regulations governing research finances. Responsibilities include post-award management and close-out processes for sponsored projects, analyzing grant budgets, and maintaining relationships with research offices for efficient processing of information
• Maintains computer inventory, refresh plan, and works with IT to ensure faculty, staff, and residents have up-to-date software

Human Resources Management (Faculty) – 10%

• Oversees strategic staffing planning and management of administrative and faculty personnel including monitoring staff performance, resolving employee issues, managing compensation, determining organization structure and ensuring compliance with HR policies
• Provides guidance to the Chair as well as analyses, financial projections and other information to support recruitment and retention of faculty, including evaluation and assessment of need for faculty and program administrative and business support.
• Participates in the faculty recruitment process and works with the Chair and the Dean’s Office to identify available resources to support faculty position requests including research start-up packages, space, etc.
• Works with the Chair and the Dean’s Office to identify available resources to support on-going faculty interests and needs.
• Oversees support of the department reappointment, promotion and tenure (RPT) activities for employed and no-pay faculty; facilitates faculty affairs activities including appointments, promotions, sabbaticals.
• Facilitates the annual faculty review process.
• Manages the faculty salary and bonus (HSRC) programs, utilizing compensation strategies that comply with and further the mission of the department, the college, and the university; advises on starting salaries; provides Chair with appropriate information to maintain academic salary equity through the raise process.

Human Resources Management (Staff) – 10%

• Leads departmental strategic planning for staffing; supervises department administrative staff.
• Determines the appropriate organizational structure and mix of staff to maximize operations and minimize expenses.
• Facilitates fulfillment of staffing needs (e.g., define position, prepare job descriptions and staffing requests), coordinate employment, orientation and termination activities.
• Monitors staff performance; coaches, motivates, develops, and takes corrective action as needed; ensures annual staff evaluations are completed on time and that job descriptions are kept up to date.
• Serves as a resource to assist in the resolution of employee relations issues and addresses/resolves staff problems and concerns in consultation with COM Human Resources and/or Central Human Resources.
• Manages staff compensation program and annual raise process, ensuring fair and equitable salary administration.
• Ensures staff receive necessary training to optimize performance of essential job functions; recommends, arranges for and/or provides training, coaching and developmental activities.
• Assures adherence to all university human resources policies and procedures.

Facilities Management – 5%

• Reviews and analyzes requests for space including financial impact, cost benefits, trade-offs, and long-range implications; recommend space allocation or reallocation to the chair in compliance with department, college and university space policies and procedures.
• Maintains current department space inventories and reports changes in space allocation in the University Space system.
• Oversees management of department research and service facilities and recommends allocation/reallocation of space for research programs to the Chair.
• Ensures appropriate maintenance of all department facilities; arranges for necessary repairs.
• Responds to requests for the university’s annual space planning and alterations/improvement (A&I) funds process.
• Represents the department in all aspects related to moves and renovations; coordinates faculty and staff moves to new or interim locations.
• Coordinates and resolves access issues for shared facilities.
• Maintains capital equipment inventory and develops and monitors a capital equipment plan for the department (including research lab equipment).
• Ensures that all faculty and staff are trained in safety policies and procedures including building evacuation, secured building access, reporting of work-related injuries, reporting of theft or suspicious activities.

Clinical Management – 20%

• In partnership with MSU Health Care manages the clinical operations of the department, including accounts payable and receivable.
• On a regular basis prepares and presents management reports that monitor all aspects of the department’s faculty practice, e.g., billing, collection, productivity that will enable the department to set improvement goals, minimize expenses and maximize revenue.
• Works with MSU Health Care administration to evaluate managed care opportunities, negotiate and manage third party, managed care, medical service agreements.
• Collaborates with MSU Health Care regarding negotiation and management of contractual arrangements with local hospitals and other outside entities.

Minimum Requirements

Knowledge equivalent to that which normally would be acquired by completing a four-year college degree program in a business-related field such as Business/Health Administration, Management, Finance, Accounting, Economics, Public Administration, Human Resources or in a field which corresponds to the particular department of employment; eight or more years of related and progressively more responsible or expansive work experience in office procedures and administration, or in performing responsibilities related to the operational activities of the employing unit; experience in a supervisory role; experience with word processing, database, spreadsheet, presentation software and/or desktop publishing, web page software; or an equivalent combination of education and experience.

Desired Qualifications

Knowledge equivalent to that which normally would be acquired by completing a four-year college degree program in Business Administration, Accounting, Management or field related to employing unit; five to eight years of related and progressively more responsible or expansive work experience in financial or accounting practices, developing research projects, funding and grant practices, managerial, human resource experience and/or experience in a field related; or an equivalent combination of education and experience.

Effective leadership and organization skills. Effective communication and presentation skills. Knowledge of university policies and procedures, grant management, and HR practices. Demonstrated experience in financial management including planning, forecasting and budgeting. Demonstrated understanding of financial and accounting principles and standards. Proven ability to manage and lead staff in a changing environment. Ability to identify opportunities to enhance income from various revenue sources including promoting, scheduling and charging for services or opportunities provided. Track record of forming collaborative and effective working relationships with senior administrative leaders.

Master's degree in Business Administration, Accounting, Management or related field. Minimum of five years of progressively more responsible managerial experience in an academic research environment. Minimum of two years supervisory responsibility of several staff employees to include clerical/technical, professional and exempt/non-exempt staff. Demonstrated experience in contract and grant administration. Proven skills in the management of a diverse population of faculty, staff and students and in the application of affirmative action practices, and policy implementation.

Equal Employment Opportunity Statement

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, citizenship, age, disability or protected veteran status.

Required Application Materials

Cover letter and resume/CV.

Special Instructions

A hybrid work schedule can be discussed amongst the candidate and interview committee. 

Work Hours

STANDARD 8-5

The Bidding Eligibility ends on 08/05/2025 at 11:55 PM