General Information
| Job Description | ADMIN MGR 3 | Working Title | Assistant Dean and Chief Financial and Administrative Officer |
|---|---|---|---|
| Job Code | 000549 | Grade | 28 |
| Department Name | SOM Finance & Administration - D02013 | Department Head | |
| Supervisor | Effective Date |
Position(s) Directly Supervised
| Job Code | Title | FTE |
|---|---|---|
| 000212 | FINANCIAL ANL MGR 1 | 1 |
| 000667 | INFO SYS MGR 1 | 1 |
| 007376 | ADMIN OFCR 2 | 1 |
| 000547 | ADMIN MGR 1 | 1 |
| 007378 | ADMIN OFCR 4 | 1 |
Generic Scope
| Oversees through subordinate managers one or more large, complex departments or business units with multiple functional disciplines / occupations, OR manages a program, regardless of size, that has critical impact upon the organization as a whole, such as most or all of a campus, medical center, UCOP or the UC System. Has significant responsibility for formulating and administering policies and programs, manages significant human, financial, and physical resources, and functions with a very high degree of autonomy. Oversees through subordinate managers the accountability and stewardship of department resources and the development of systems and procedures to protect organizational assets. |
Custom Scope
| Participates with other higher-level managers to establish strategic plans and objectives. Makes decisions on operational matters and ensures achievement of objectives for a large college or operating unit with a direct impact on a major segment of the organization, or with significant multi-organizational or multi-institutional influence. Reviews and approves recommendations for operational planning and control. Erroneous decisions will have serious impact on the overall success of the department, division or organization. |
Department Custom Scope
| The Assistant Dean and Chief Financial and Administrative Officer (CFAO) at the School of Medicine, UCR reports to the Dean of the School of Medicine (SOM) and to the Vice Chancellor for Planning and Budget. As a member of the Dean's senior management team, participates in development of strategic plans and objectives, issue management and problem resolution. Responsible for development, implementation and oversight of financial and administrative planning processes and protocols. The individual provides strategic leadership for the School's financial functions ensuring sound management of the School's financial resource on financial matters and resource managements. Serves as principal advisor regarding financial, budgetary and administrative issues. The Assistant Dean/CFAO ensures proper accountability is maintained that provides strong division and department adherence to approved budget and spending levels. The Assistant Dean/CFAO provides leadership and oversight to the centralized Strategic Resources Center in the SOM, coordinating with central campus offices and UC system-wide organizations to administer services across both the SOM and the health affairs organizations, consistent with campus and system-wide policies and procedures. Oversees and ensures effective coordination with related campus and UC system-wide financial and business operations organizations to provide overall direction and support for program investments and facilities and capital programs. This includes all financial and business operations systems and processes such as billing, contracting, and reporting. As an executive member of the SOM Leadership team, the incumbent contributes to top-level vision setting, critical decision-making, issue management, and provides executive representation of the interests of the SOM within campus-wide and UC system-wide initiatives and projects. |
Education & Experience Requirements
Education Requirements
| Degree | Requirement |
|---|---|
| Bachelor's degree in related area and/or equivalent experience/training. | Required |
| Graduate degree in business, finance, healthcare, or related field. | Preferred |
Experience Requirements
| Experience | Requirement |
|---|
License Requirements
Certification Requirements
| Certification | Requirement |
|---|
Educational Condition Requirements
| Condition | Requirement |
|---|
Key Responsibilities
| Description | % Time |
|---|---|
| Determines and establishes organizational structures and supervisory relationships; often responsible for managing a major segment of the organization. | 5 |
| Participates with other higher-level managers to establish organization strategic plans and objectives. | 5 |
| Represents the organizational unit in organization-wide and system-wide meeting and discussions. | 5 |
| Plans, designs, influences and implements organization-wide processes. | 5 |
| Makes decisions on administrative or operational matters and ensures achievement of operation's objectives (operational and budget processes, academic and/or staff FTE, finance, recharge administration, fundraising, human resources, IT and space planning). | 5 |
| Interacts with higher-level management on controversial situations, customer negotiations, or influencing and persuading other high level managers. | 5 |
| May coordinate/oversee activities for other UC locations or external universities. | 5 |
| Advises senior managers on controversial situations, customer negotiations, or influencing and persuading other high level managers. | 5 |
| Instills strong management practices among subordinate managers. | 5 |
| Manages, prepares, administers, and directs organization-wide programs. | 5 |
| *Serves as the Assistant Dean and CFAO for the School of Medicine. Functions as the main point of contact for Financial Planning & Analysis (FP&A) regarding questions for Planning, Budget and Forecasting processes assigned unit(s) and liaise between SOM Leadership and FP&A. *Working in close tandem with senior leadership of the school of medicine, the Assistant Dean/CFAO provides guidance, modelling and financial oversight of SOM business plans from idea to implementation; helps unit's model financial plans for development and implementation of key strategies across all mission facets, as well as is accountable for the oversight of operational and capital budgets. *Oversees the allocation of the dean's strategic investment fund and school reserves, is responsible for the budget processes (both internal SOM & campus), coordination of unit budget hearings internal to the SOM, and provides guidance as needed to resolve questions with SOM leadership regarding budget call letter assumptions, financial modelling of tactics to reach strategies, etc. *Accountable for the development of all aspects of anticipated deliverables related to the school of medicine level operating budget (revenue, cost, and central strategic support) with feedback from SOM Leadership and submits to FP&A to include in University operating budget. *Oversees budget allocation process school-wide, oversees school of medicine-wide resource call process and budget hearings, develops procedures and policies which may be specific for school of medicine, but are in alignment with local campus and university-wide policies and procedures. Oversees a wide range of financial functions, including financial reporting on all mission facets of the school, manages funds flow per the Health Sciences Compensation plan, cash flow management, debt management, budget and planning, and financial analysis. *Oversees the finance and administration of Clinical agreements, and Graduate Medical Education programs. | 15 |
| *Provides analytical support for negotiation and management of direct and indirect costs, contracts, and relationships with affiliated clinical partners and medical centers. *Advises School leadership on financial programs, state and federal funding processes, policies and procedures. *Develops and maintains forecasting models for capital and operating budgets, conducts analyses of strategic issues of concern to the School and develops capital and operating performance targets. *Responsible for devising systems and procedures that enable SOM to respond to campus and system wide reporting requirements and requests for information. *Develops the business plan for the School of Medicine. Evaluates internal and external business opportunities that will add academic, political, and economic value to the School. *Communicates with SOM Leadership to understand SOM goals and submits information for FP&A to include in University Long-Range Plan. *Serves as point of contact for SOM for UCR Project Management Office (PMO) regarding business process improvement activities. *Review strategic initiatives business cases (to address budget/forecast variances and/or process improvement efforts) and submit prioritized initiatives to UCR PMO and FP&A. *Develops and ensures effective internal controls, risk assessments and reduction measures and overall compliance. *Participates in strategic planning with and/or on behalf of the School. Conducts research and analysis, prepares written reports, and makes recommendations related to a broad range of strategic planning matters. Works in conjunction with the campus Office of Planning and Budget. *Supports organizational planning efforts, designs organization structure, systems and processes to support SOM academic departments. Develops strategies which balance academic needs with available resources. *Conducts research and analysis to support negotiations and funding strategies for new faculty start-up packages. | 15 |
| *Provides leadership and oversight to the SOM Strategic Resource Center which leverages systems and people to support all of our missions in education, research, clinical care and community service. The Strategic Resources Center includes: *Administration: Recommends administrative policies, in coordination with central campus offices and policies, to the Dean and School leadership and implements such policies once set. *Information Technology: Provides oversight to the development of systems, tools and business infrastructure to efficiently manage the school of medicine, and clinical enterprise. Leads collaboration with campus Computing and Communications and leverages key resource-sharing partnerships across other UC campuses to ensure effective and synergistic delivery of services and information management for Health Affairs and the SOM. *Business Operations: Provides oversight to the centralized unit where a variety of financial-related functions are handled. Services provided include: payroll, purchasing, travel, reimbursements, parking, work orders, recharges, accounts receivable/payable, etc... *Facilities, Space, Equipment Management and Safety: Serves as point person to Office of Capital Asset Strategies on behalf of the Dean in the planning of capital projects, leasing, and other space resource matters. Makes recommendations to Dean regarding space allocation. Oversees planning, acquisition, funding, depreciation, maintenance, repairs, allocation and use of equipment. Responsible for the proper and safe management of equipment, facilities and other property of SOM. Coordinates mandatory training with the UC Learning Ctr Administrator. *Human Resources: Provides operational oversight for the administration of human resources programs. Ensures programs are administered according to campus and system-wide guidelines. Consults and coordinates with campus Human Resources staff as appropriate. Reviews staffing levels and makes recommendations to the Dean. | 10 |
| *Support SOM's strategic objective to attract, build, promote, and retain a diverse and highly qualified workforce. *Ensures compliance with all university, state, and federal applicable laws, policies and procedures. *Special Projects: *Responsible for all special projects and assignments as needed by the Dean and Senior Associate Deans. *Business Services: Responsible for analysis and support for negotiation of issues within the contracting areas. Oversees preparation of financial feasibility analyses for self-supporting operations/services, including demand, capacity, and pricing/rate analyses. *Faculty Practice Plan and Affiliate Relationship Management: Responsible for analysis which supports management of relationships with affiliates, Develop reporting and analytical methodologies to predict, report on, and evaluate the proposed faculty practice plan models. | 10 |
Knowledge, Skills & Abilities
| Knowledge/Skill/Ability | Requirement |
|---|---|
| Advanced skills in strategy development, systems planning and change management. | Required |
| Excellent leadership abilities to oversee multiple functions or departments through subordinate managers. | Required |
| Advanced knowledge of administrative management theory and ability to translate knowledge into practice. | Required |
| Excellent ability to establish metrics for department and employee goals which measure effectiveness of contributions to efficient operations of department. | Required |
| Advanced project management skills, including the capability to manage capital projects. | Required |
| Excellent skills to work collaboratively and act persuasively in sensitive situations; skills in conflict management techniques. | Required |
| Skills in establishing and implementing customer service standards. | Required |
| Advanced knowledge of financial analysis and reporting techniques; human resources and risk management planning; accounting and payroll. | Required |
| Strong knowledge of common organization-specific and other computer application programs. | Required |
| A minimum of ten years of progressively responsible financial experience in academic medicine or equivalent; and/or an equivalent combination of education and experience. | Required |
| Extensive experience in the following areas: development and execution of business plans in academic health/science centered environment/clinical setting; financial analysis, financial and programmatic modeling; forecasting principles and best practices; general accounting principles and practices (GAAP & GASB principles), principles governing internal controls, fund accounting, and costing accounting standards, and its application in a complex, multi-faceted organization; and extramural fund administration. | Required |
| Proven ability to function effectively in a complex, dynamic, environment, with demonstrated success in building effective and productive relationships. | Required |
| Demonstrated leadership experience in strategic planning, policy development, forecasting, resource analysis, and budgeting. Ability to formulate and implement policies and procedures. | Required |
| Well developed, demonstrated skill in leadership, political acumen, and consensus building. Experience sustaining a high level of energy and enthusiasm for advancing ideas and programs in a shared-governance environment. Open and collaborative leadership style. | Required |
| Demonstrated knowledge of current management principles and practices. Also, experience overseeing IT services and delivery processes and leveraging technology to enable progress. | Required |
| Substantial recent experience managing successful, contemporary human resource processes and practices in a large decentralized organization including: staff planning and forecasting staff requirements; developing organizational models; managing compensation, performance, and labor relations issues; and creating a positive work environment. Demonstrated commitment to principles of diversity. | Required |
| Progressively responsible senior level management experience. | Required |
| Demonstrated experience in finance and accounting practices and procedures at a management level; Ability to articulate financial and operational issues to diverse constituencies. | Required |
| Ability to work effectively with a diverse population of student, staff, and faculty, as well as demonstrating skills in written and oral communication with the ability to make effective presentations to groups; Knowledge of administrative and financial information systems and various computer applications, including word processing, spreadsheets, and databases. Knowledge of policies, procedures, regulations, and requirements of outside granting agencies, including the Federal government. | Required |
| Experience working in an academic teaching environment and understanding of the complexities of the clinical, research, and teaching roles of the faculty in a School of Medicine. Extensive experience in the following areas: medical/group practices with experience in negotiating with hospitals and other health care enterprises; billing and clinical revenue processes. Strong, broad knowledge in development and implementation of budgetary and financial policies, systems and controls. Strong knowledge of the issues and challenges facing clinical, education and research components of our academic medical organization. Demonstrated experience in the administration of a complex capital program. | Preferred |
Special Requirements & Conditions
| Special Condition | Requirement |
|---|
Other Special Requirements & Conditions
|
Level of Supervision Received
| GeneralDirection |
Environment
Working Environment
| Campus |
Other Requirements
Items Used
|
|
Physical Requirements
|
Mental Requirements
|
Environmental Requirements
|
Critical Position
| Is Critical Position: No |