Department Administrator - MCG Immunology Center of GA

Job Summary

The Immunology Center of Georgia (IMMCG) is a newly developed center at the Medical College of Georgia. The Department Administrator for the center will develop and implement, in conjunction with the Center's Directors, the strategic plan used to meet the goals and objectives of the Center. The strategic plan will detail the way the Center will be established (staffing and non-personnel), how the Center will operate (internal policies and procedures), and the fiscal responsibility the Center will need to be successful.

Once the initial phase of development is complete, this position will be responsible for the establishment, recruitment and hiring of all professional staff, developing and maintaining all fiscal budgets, to include, but not limited to RI, sponsored and foundation accounts and developing a facilities plan for the Center and the new faculty recruited. IMMCG is expected to have a minimum of 12 core faculty, 8 professional staff, and approximately 50 research and technical staff and students.

• Prepare Add/Change forms for faculty, staff, students, non-paid affiliates, student assistants, etc. (reviewing funding, etc.)
• Prepare, route, and submit for position number and budget approvals.
• Prepare and submit critical hires.
• Post job listings for positions.
• Review applicants and liaise with HR on job offers for classified positions.
• Prepare job offers for faculty, route to Dean's office for approval, work with incoming faculty on degree verifications, schedule drug screenings, moves, startup of labs, and lab renovations.
• Participate in faculty recruitment efforts: schedule visits, prepare itineraries, walk candidates to meetings, and submit reimbursements to candidates and vendors.

• Gather, prepare, and submit appropriate paperwork for incoming J‑1 scholars, including yearly visa extensions, invitation letters, appointments, living quarters assistance, forms for hire, e‑par submissions, drug screening, TB testing, and titers.
• Generate, prepare, and submit paperwork for H‑1B processing for scholars/new hires; work closely with IPSO/HR on paperwork, hiring, salary changes, etc.

• Approve and enter time of employees for bi‑weekly payrolls.
• Enter leave for exempt employees, travel, and approve all leave in the system.
• Oversee outside activity for all faculty.
• Advise faculty and staff on leave balances.
• Prepare and submit FMLA leave requests and returns to work.
• Work with faculty and staff on personnel issues, write‑ups, policies, evaluations, and terminations.
• Ensure completion of annual evaluations for departmental faculty and staff.
• Ensure completion of annual training for departmental faculty, staff, and students.

• Oversee all funding sources for IMMCG, project and submit yearly budgets for state dollars (approx. $1.9 million), and maintain a balanced budget throughout the fiscal year.
• Manage startup budget commitments (approx. $22 million) and extramural grants, internal incentives, and foundation accounts (approx. $3.8 million annually).
• Reconcile personnel monthly for all funding sources, project balances, submit e‑par for personnel, and manage cost‑transfers.
• Prepare, submit, and approve budget amendments.
• Approve all supply and equipment expenditures daily and p‑card charges weekly.
• Prepare, maintain, and project effort for “Cap” for all faculty over the NIH cap; maintain spreadsheets, submit e‑par for distribution adjustments, monitor grant funding for appropriate FTE/salary.
• Review orders for allowable expenses for certain fund types, approve requisitions, and review yearly contracts for special equipment with Accountant I.
• Ensure compliance of cardholders using p‑cards; review daily transactions, verify coding, receipts, and training.
• Assist in grant submissions: generate internal budgets for PI grants, determine FTE, prepare budgets for various agencies (NIH, AHA, ADA, DOD, etc.), calculate unobligated balance, and coordinate with sponsored accounting on carry forward.
• Manage equipment inventory (approximately 300 capital assets) and computer inventory; perform annual inventory.
• Oversee space inventory in…