Manager, Budget- ARCH Institute

Western Kentucky University • Bowling Green, KY

7d

About The Position

The CAYA Advancing Research and Community Health (ARCH) Institute in Western Kentucky University's College of Health and Human Services is seeking applications for a Manager, Budget- ARCH Institute. The Budget Manager will support the fiscal and administrative operations of the applied research centers and labs housed within the Community Health Sciences Complex. The position will work closely with center directors, principal investigators, faculty, staff, and university administrative offices to support the effective management of operating funds, grants, contracts, purchasing, personnel transactions, and other financial activities. The Budget Manager must be able to establish priorities, manage multiple responsibilities, and work independently to meet deadlines. A qualified candidate will be organized, detail-oriented, and capable of working effectively in a busy, collaborative environment. The Budget Manager must handle financial and administrative information with discretion while demonstrating accuracy, integrity, accountability, and professionalism. The successful candidate should possess strong analytical, decision-making, and problem-solving skills, along with proficiency in Microsoft Office applications-particularly Microsoft Excel and excellent written and verbal communication skills. The Budget Manager will report to the Director of the ARCH Institute. This is a revenue dependent position. Continuation is dependent upon funding/need. The Budget Manager will provide expert guidance to ARCH Institute leadership on budget planning, financial operations, and the fiscal management of grants and contracts. They will exercise independent judgment to analyze complex financial matters, recommend solutions, and advise on decisions that have a significant impact on the Institute's operations and sustainability. While not exhaustive, the following duties are expected for this position. Responsibilities may be modified based on the operational needs of the CAYA ARCH Institute, its affiliated centers and labs, and the College of Health and Human Services.

Requirements

• Bachelor's degree from an accredited institution.
• Experience with financial administration, budgeting, accounting, grants management, or a closely related area.
• Demonstrated proficiency with Microsoft Office applications, particularly Microsoft Excel.
• Strong organizational, analytical, communication, and problem-solving skills.
• Ability to manage multiple priorities, maintain accurate records, meet deadlines, and work collaboratively with individuals across multiple administrative and academic units.

Responsibilities

• Monitor and reconcile operating, grant, and contract fund accounts.
• Review financial transactions for accuracy and completeness.
• Process journal entries and support the management of center and sponsored-project budgets.
• Track expenditures against approved budgets and facilitate budget-reallocation requests.
• Prepare financial reports for principal investigators, center directors, and Institute leadership to support planning and informed decision-making.
• Assist with the development of annual operating budgets and financial projections.
• Monitor sponsored-project budgets, expenditures, and overall spending activity.
• Review grant and contract expenditures for allocability, allowability, and alignment with approved budgets and applicable requirements.
• Track financial and programmatic reporting deadlines and work with principal investigators and center and lab leadership to support timely submissions.
• Maintain complete and accurate documentation for sponsored-project transactions and related financial activities.
• Assist center directors and principal investigators with contract budget review and coordinate with the Office of Sponsored Programs and other university offices as needed.
• Facilitate purchase requisitions, payment requests, and other accounts-payable processes.
• Process and reconcile procurement-card transactions through J.P. Morgan PaymentNet.
• Facilitate the purchase of equipment, supplies, and services needed for research, service, and administrative activities.
• Track encumbrances, outstanding commitments, and pending transactions.
• Assist with the preparation and processing of employee personnel action forms.
• Process labor redistributions and other payroll-related adjustments as needed.
• Assist with the preparation and submission of Form 16 documentation.
• Facilitate faculty fellow assignments, including contract preparation and distribution, as needed.
• Assist with Interview Exchange requisitions and administrative components of the hiring process.
• Assist with monitoring financial and administrative compliance requirements associated with grants and contracts.
• Review and maintain supporting documentation to promote compliance with university policies, sponsor requirements, and applicable regulations.
• Identify potential financial or administrative concerns and work with Institute leadership and appropriate university offices to support timely resolution.
• Serve as a fiscal liaison among the ARCH Institute, affiliated research centers and labs, and university administrative offices.
• Facilitate financial documents, required approvals, and administrative processes involving faculty, staff, and central university offices.
• Assist with university travel processes, including travel authorizations, arrangements, and reimbursement vouchers, as needed.
• Maintain organized and accessible financial and administrative records for the Institute and its affiliated centers and labs.
• Perform other related duties in support of the ARCH Institute's fiscal and administrative operations.

Benefits

• comprehensive wellness and health benefits to employees and their families, including domestic partners and other qualified dependents
• workplace culture that supports balancing the responsibilities of work and family life
• Paid-time off for holidays, vacation and sick leave
• a tuition discount program for employees and dependents

What This Job Offers

• Job Type: Full-time
• Career Level: Manager