Office Manager (Center Manager)

TENNESSEE TECH UNIVERSITY Cookeville, TN Full-time Administration / Clerical

Posted on September 9, 2023

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Office Manager, Center for Energy Systems Research, Tennessee Tech University. Complete position
summary and application procedure available on our career site when you apply.

The overall purpose of this job is to ensure the efficient and optimum management of the CESR’s financial resources and manage the day to day operation of the CESR’s administrative office. The Center Manager oversees the operations of CESR and assists the Director in implementing strategic initiatives.

The application screening date is September 25 , 2023; open until filled. Please click Apply to connect to our onsite career page.

Tennessee Tech is an Equal Opportunity/Affirmative Action Employer.

Position Number	893120
Working Title	Center Manager
Job Title	Office Manager
Job Type	Full-Time
Department	Center for Energy Systems Research
Job Purpose	The overall purpose of this job is to ensure the efficient and optimum management of the CESR’s financial resources and manage the day to day operation of the CESR’s administrative office. The Center Manager oversees the operations of CESR and assists the Director in implementing strategic initiatives. Tennessee Tech is an affirmative action/equal opportunity employer.
Essential Functions	Day to Day Basis: Overseas the operations of CESR and assists the Director with the overall implementation of Center’s strategic initiatives, and makes financial and operational decisions in the absence of the Director within bounds set by the Director. Manages, supervises, and prepares Center budgets, including State Appropriations, and other external and internal budgets. Reviews, monitors and ensures funds availability, accuracy and appropriateness of expenditures of CESR funds. Provides pre-award and post-award support for CESR, as needed, and when requested by the Center Director. Supervises staff and provides staff development, education and training, through direct provision and/or career development planning. Manages all contractual and procurement workflows related to CESR. Works collaboratively with faculty, staff, students, university personnel, and external constituents, as needed, to analyze and interpret policies, guidelines, and procedures related to research grants and contracts. Responds to Audits and inquiries regarding confidential and sensitive information. Plans, Manages, and ensures the completion of CESR’s fiscal year closing (including accurate completion of SCHEDULE-7). Project Administration/Management: Contributes to the development of grants supporting the center’s core mission Reviews awards/contracts from funding agency Identifies unusual project requirements and conveys to PI Designs processes which improve quality and enhance project administration Creates and provides reports to Director and oversight entities Graduate Student Assistantships: Prepares the budget for the graduate research assistantships in the CESR. Reviews the PAFs for the graduate research assistantships. Ensures fees for each CESR graduate research assistants are posted accurately and timely. Equipment and Supplies: Coordinates Purchases of Equipment and Supplies (including Procard activity) Annual Report Tracks proposals submitted through the CESR for reporting purposes on the annual report. Tracks awards activated through the CESR for reporting purposes on the annual report. Prepares budget, financial, personnel, and equipment schedules for the CESR’s annual report and the CESR’s Strategic Plan. Reports current year information as well as two year forecasted information for the annual report. Other duties Trains, interacts, and assists with evaluation of the Administrative Associate in the CESR Manages employment searches (in PeopleAdmin) for the Research Professors, and Administrative Associate candidate by preparing position Description having required qualifications, and then handles the advertisement, and the evaluation matrix Manages CESR other administrative employees (part-time, R and D engineer, visiting scholars, etc.) and assists Research Professors in the CESR Ensures Visiting Scholars from other countries have the appropriate paperwork to work by reviewing their visas, ensuring that they have been entered into the SEVIS program, and ensuring that they obtain a social security card and an I-9 card. Reviews and prepares the time sheet forms for faculty summer pay. Coordinates with the departments and other research centers to ensure that hourly limits are not exceeded on faculty summer pay. Acts as Leave/ Proxy Approver when needed Assists the R and D engineer with inventory, if needed. Performs other responsibilities as assigned by the Director in accordance to the nature of the position.
Minimum Qualifications	Bachelor’s degree from an accredited institution in Business/Accounting or other related field with three (3) years of relevant experience OR Associate’s degree in Business/Accounting or other related field plus five (5) years of relevant experience. The years of relevant experience must include at least three (3) years of budgetary and accounting experience. Excellent communication skills & interpersonal skills are required. Project Management skills needed. Other required skills include excellent computer, word processing, & spreadsheet skills (Excel); the ability to relate well with students, staff, faculty, administrators and the public; the ability to interpret and follow University policies & procedures; and the ability to problem solve and make good decisions. The ability to handle confidential information in a responsible manner is required.
Preferred Qualifications	Bachelor’s Degree and five (5) or more years of experience working in higher education is preferred.
Work Hours	Typical hours are Monday – Friday, 8:00 a.m. – 4:30 p.m. Additional hours if/when needed.

Compensation and Benefits

Salary	Commensurate with education and experience.
Benefits Information	Tennessee Tech offers a competitive benefits package. Benefits include the accumulation of two vacation days per month and one sick leave day per month, and thirteen University holidays. Other benefits include medical and life insurance (shared cost with the university), retirement, optional 401k, and educational benefits.

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