Operations Manager, Biology Department

Job Title
Operations Manager, Biology Department

Department
Biology Department

Worker Type
Regular

Pay Type
Salary

Position Salary Minimum
$52,000

Position Salary Maximum
$56,000

Salary will be commensurate with the level of the position, education, and experience.

Scheduled Weekly Hours
40

Benefit Eligible
Yes

Screening Date
2026-11-30

Job Description Summary
The Operations Manager, Biology oversees financial and administrative operations for the Department of Biology. Responsibilities include departmental purchasing, budget management, financial reconciliations and reporting, inventory management, travel coordination, supervision of administrative staff, and management of departmental rental vehicles. This position works closely with the department chair, faculty, staff, students, and university offices to ensure efficient operations and compliance with university policies and procedures.

Job Description

Essential Duties and Responsibilities:

Financial Management and Purchasing

- Oversee departmental purchasing, including reviewing and approving purchase requests, purchase orders, invoices, and PCard transactions for accuracy and compliance with university policies.
- Manage and reconcile departmental PCards, including reviewing reconciliations completed by authorized cardholders.
- Monitor and reconcile departmental accounts, including operating funds, research allocations, startup funds, grants, and other designated funding sources.
- Prepare monthly financial reports, budget updates, and account reconciliations for departmental leadership and faculty.
- Process journal entries, internal billings, fund transfers, and deficit corrections.
- Manage internal billing processes for departmental services and programs, including the BIO Storeroom.
- Coordinate student stipend payments and resolve payment-related issues.
- Complete fiscal year-end financial processes, including reconciliations, transfers, and account adjustments.
- Maintain accurate financial records and departmental databases, including tracking expenditures, reimbursements, and account balances.
- Prepare departmental financial reports and documentation as required by the College of Arts and Science and university offices.

Administrative and Office Management

- Supervise departmental administrative staff, including training, assigning responsibilities, approving leave, establishing goals, and conducting annual performance evaluations.
- Provide coverage for administrative responsibilities during staff absences or vacancies.
- Review and approve student employee timecards and assigned staff time and leave reports.
- Manage departmental inventory and capital asset records, including reporting and coordination with university offices.
- Maintain departmental FileMaker databases used for purchasing, financial tracking, inventory, and administrative operations.
- Manage the BIO rental van program, including reservations, scheduling, rental records, and coordination with departmental users.
- Maintain departmental vehicle records and associated documentation.
- Coordinate departmental office operations, including purchasing, supplies, records management, forms, and administrative procedures.
- Research and resolve purchasing, billing, vendor, and operational issues.
- Serve as a primary resource for faculty, staff, and students regarding departmental financial and administrative procedures.

Travel Management

- Coordinate university-related travel arrangements and reimbursements for guest speakers, faculty candidates, students, and departmental research programs.
- Complete Enterprise vehicle rental requests for departmental travel, research, and instructional needs.
- Maintain travel expense records and ensure compliance with university travel policies.

Systems, Process Improvement, and Compliance

- Develop, maintain, and improve departmental financial and administrative procedures.
- Maintain electronic purchasing, reconciliation, billing, and recordkeeping systems to ensure accuracy and efficiency.
- Oversee departmental database functionality, including updates, troubleshooting, and data accuracy.
- Ensure compliance with university purchasing, travel, financial, and records management policies.
- Identify opportunities to streamline administrative processes and implement improvements.
- Provide training and guidance to departmental personnel regarding financial procedures and university systems.

Additional Responsibilities

- Perform other duties as assigned to support the financial and administrative operations of the Department of Biology.

Minimum Qualifications:

Bachelor’s degree and three (3) years demonstrated experience in managing budgets.

Required Knowledge, Skills and Abilities:

- Excellent organizational, time management, verbal and written communication skills.
- Proven ability to collaborate with a wide range of populations including faculty, chairs, budget/finance groups, and administrative staff.
- Strong analytical and strategic thinking skills.
- Ability to exercise discretion and confidentiality in all matters.
- Familiarity with the departments and programs of the College of Arts and Science.
- Experience with budgets at the University level.
- Knowledge of Miami University’s policies and procedures.

Preferred Knowledge, Skills and Abilities:

- Understanding of Workday especially the FIN Module.
- Experience working with multiple types of data sets and fluency in Microsoft Excel.

Additional Position Information (if applicable)

Required Application Documents
Cover Letter and resume.

Special Instructions (if applicable)
Inquiries may be directed to Dr. Paul Harding at [email protected]. Screening of applications will begin two (2) weeks from the date of posting and will continue until the position is filled.

Additional Information

A criminal background check is required. All campuses are smoke- and tobacco-free campuses.

This organization participates in E-Verify.

Remote Work
For positions that are approved for remote work: Remote work is not a right, it is a work arrangement that can be modified or revoked by Miami University at any time for any reason, including the convenience of the University.

Reasonable Accommodations
Requests for reasonable accommodations for disabilities related to employment should be directed to [email protected] or 513-529-3560. Questions and follow-ups regarding requests should also be directed here.

Miami University Values Statement
Miami University is a scholarly community whose members believe that a liberal education is grounded in qualities of character as well as of intellect. We respect the dignity of other persons, the rights and property of others, and the right of others to hold and express disparate beliefs. We believe in honesty, integrity, and the importance of moral conduct. We defend the freedom of inquiry that is the heart of learning and combine that freedom with the exercise of judgment and the acceptance of personal responsibility.

For more information on Miami University’s mission and core values, please visit the Mission and Core Values webpage.

Equal Opportunity/Affirmative Action Statement
Miami University, an Equal Opportunity/Affirmative Action employer, encourages applications from protected veterans and individuals with disabilities. Miami University prohibits harassment, discrimination and retaliation on the basis of age (40 years or older), color, disability, gender identity or expression, genetic information, military status, national origin (ancestry), pregnancy, race, religion, sex/gender, status as a parent or foster parent, sexual orientation, or protected veteran status in its application and admission processes, educational programs and activities, facilities, programs or employment practices. Requests for reasonable accommodations for disabilities related to employment should be directed to [email protected] or 513-529-3560.

Clery Act
As part of the University’s commitment to maintaining a healthy and safe living, learning, and working environment, we encourage you to read Miami University’s Annual Security & Fire Safety Report at: http://www.MiamiOH.edu/campus-safety/annual-report/index.html , which contains information about campus safety, crime statistics, and our drug and alcohol abuse and prevention program designed to prevent the unlawful possession, use, and distribution of drugs and alcohol on campus and at university events and activities. This report also contains information on programs and policies designed to prevent and address sexual violence, domestic violence, dating violence, and stalking. Each year, email notification of this website is made to all faculty, staff, and enrolled students. Written notification is also provided to prospective students and employees. Hard copies of the Annual Security & Fire Safety Report may be obtained from the Miami University Police Department at 513-529-2223.

Labor Law Posters for Applicants

Please visit our Labor Law Posters webpage to access all relevant and applicable labor law information.