General Information


Job Description ADMIN OFCR 3 Working Title Finance and Administrative Officer
Job Code 007377 Grade 22
Department Name Highlander Union - D01116 Department Head Brendan O'Brien
Supervisor John Valdez Effective Date
Position(s) Directly Supervised
Job Code Title FTE

Generic Scope
Experienced professional who knows how to apply theory and put it into practice with in-depth understanding of the professional field; independently performs the full range of responsibilities within the function; possesses broad job knowledge; analyzes problems/issues of diverse scope and determines solutions.

Custom Scope
Uses skills as a seasoned, experienced administrative operations professional to manage, plan and administer the operations of a small to mid-sized academic or non-academic department or organizational unit with limited scope. May report to a Chair, Director, or a higher level administrative operations professional or manager. Perform short and long-term planning for the organization. May supervise staff or students. Demonstrates good judgment in selecting methods and techniques for obtaining solutions.

Department Custom Scope
The Assistant Vice Chancellor and Dean of Students (AVC/DOS) organizational unit of the division of Student Affairs consists of the Dean of Students Office, Student Conduct and Academic Integrity Programs, Office of Foster Youth Support Services, Career Services Center, Ethnic and Gender Programs and Campus Life. Under the general supervision of the Financial and Administrative Manager, this position is responsible for the day-to-day preparation of budgets, financial reporting, trend analysis and continuously monitors resources for planning, including approaches, trends, courses and funding sources for all the departments within the Dean of Student units. This position will also be responsible for Administrative activities such as event budgeting, risk management, planning, accounting and payroll.

Education & Experience Requirements

Education Requirements
Degree Requirement
Bachelor's degree in related area and/or equivalent experience/training. Required

Experience Requirements
Experience Requirement
Minimum of 5 years of related experience. Required
4 - 7 years of related experience. Required

License Requirements

Certification Requirements
Certification Requirement

Educational Condition Requirements
Condition Requirement

Key Responsibilities

Description % Time
Develops and prepares budgets and financial reports for funding which may be complex.
  • Responsible for monitoring all departmental funds and fiscal records for salaries, benefits, supplies, equipment, facilities, and income. Oversees the monthly budget reconciliation, purchasing, travel, and cash deposits. Reconciles all funding sources monthly and at fiscal year closing. During the closing, oversees the transfer of appropriations and expenses so all accounts are at zero. Prepare requests for salary and turnover savings and monitor the budget for the use of the savings. In association with the HUB Director, prepares reporting and analysis for HUB.
20
Administrative operations include budgetary financial management and human resources and may include some of the following functions: IT, facilities, student services, and/or contracts and grants.
  • Oversees all divisional MOUs/SLAs including the HUB?s Facilities Services and Multimedia Services contracts. Coordinates collaborative investments between departments for shared services.
15
Performs recharge administration.
  • Monitors billing and provides reversals of recharge administration through Banner for the Highlander and Student Life. Focuses on HUB Scheduling support and HUB rent administration. Also coordinates and monitors web recharge billing for MOU?s across the Dean of Students units, including Residential Life and Student Conduct.
15
Coordinates and participates in a variety of human resources activities including employment, training, classification and ensuring the completion of forms and documents related to HR and Payroll for unit/department. Gathers, analyzes, prepares and summarizes financial and HR reports.
  • In consultation with the Financial and Administrative Manager, provide support with the management of staff compensation to include: adherence to the human resources personnel policies, the Teamsters agreement for Clerical and Allied Services Unit and all policies for merit based (exempt and non-exempt) staff. In consultation with the Financial and Administrative Manager, provide support with reviewing and advising on HR matters to include, merits, promotions, evaluations, re-classifications and recruitment's.
10
Gathers, analyzes, prepares and summarizes financial and HR reports.
  • As needed, perform complex budget and resource analysis including forecasting, retrieving data from campus financial systems, organizing and validating data to prepare comprehensive reports related to budget and financial management within Student Affairs and Enrollment Services including but not limited to, budget shadow reports, staffing budget reports, budget calls, funding requests and salary savings
 10
Responsible for maintenance of costs, expenditures and budgetary congruence relative to the following fund sources: UC student service fees, income from sources such as student and alumni services, alumni partnerships and various programs and conferences, the income expense account, the Federal Work-student Program, HUB, Residential Life Auxiliary funds and other various fund sources. Additionally, assists with transactional support and grant/donor funds management for Office of Foster Youth Support Services.
10
Performs studies for resource plans, including approaches, trends, sources and uses.
5
Administers facilities and space logistics and manages equipment needs.
5
Provide back up support to the division in the areas of: all aspects of payroll/personnel including UC PATH, Family Medical Leave, Workers compensation, Official Personnel files, performance evaluations, merits, and leave without pay (LWOP). Additionally, interpret and assure compliance with all personnel policies and procedures.
5
Other duties as assigned
5

Knowledge, Skills & Abilities

Knowledge/Skill/Ability Requirement
Knowledge of a variety of administrative operations activities such as events planning, basic fundraising processes, risk management planning, website design, accounting and payroll, and contracts and grants regulations and guidelines. Required
Knowledge of budget planning, preparation and administration to make realistic and equitable fiscal decisions, present and defend budget concerns persuasively, prepare detail budget reports with knowledge of Generally Accepted Accounting Principles (GAAP) and campus procedures including the ability to understand fund and cost accounting. Required
Strong skills in short term planning, analysis and problem-solving and customer service. Required
Interpersonal skills including verbal and written communication, active listening, critical thinking, persuasiveness, advising and counseling skills. Required
Ability to use discretion and maintain confidentiality. Required
Thorough knowledge of financial analysis and reporting techniques, and/or human resources policies and procedures for staff and academic employees. Required
Solid knowledge of common University-specific computer application programs. Advanced knowledge of common University-specific computer application programs. Preferred
Thorough knowledge of University rules and regulations, processes, protocols and procedures for budget, accounting and fund management, and/or personnel management. Preferred

Special Requirements & Conditions
Special Condition Requirement
Travel for univeristy related business meetings, conference, etc. Required
Shift Work (hours outside standard Mon-Fri 8AM-5PM work hours) Required
Travel Required
Travel Outside of Normal Business Hours Required

Other Special Requirements & Conditions

Level of Supervision Received
General Supervision

Environment

Working Environment
Campus

Other Requirements

Items Used
  • Standard Office Equipment

Physical Requirements
  • Walk : Occasionally
  • Sit : Frequently
  • Climb : N/A
  • Crawl : N/A
  • Bend : N/A
  • Squat : N/A
  • Stand : Occasionally

Mental Requirements
  • Perform Calculations : Constantly
  • Reason & Analyze : Constantly
  • Write : Constantly
  • Read/Comprehend : Constantly
  • Communicate Orally : Constantly

Environmental Requirements
  • Drives motorized equipment : No
  • Fumes : No
  • Works in confined quarters : No
  • Is around moving machinery : No
  • Is exposed to marked changes in temperature and/or humidity : No
  • Dust : No
  • Is exposed to excessive noise : No

Critical Position

Is Critical Position: Yes

More Information

General Campus Information

University of California, Riverside
900 University Ave.
Riverside, CA 92521
Tel: (951) 827-1012

Career Opportunities • UCR Libraries
Campus Status • Maps and Directions

Department Information

Human Resources
1160 University Ave.
Riverside, CA 92521

Fax: (951) 827-6493
E-mail: jobshelp@ucr.edu

Related Links

Footer