General Information
| Job Description | ADMIN OFCR 4 | Working Title | Senior Administrative Officer |
|---|---|---|---|
| Job Code | 007378 | Grade | 23 |
| Department Name | ITS Associate Vice Chancellor - D01129 | Department Head | Matthew Gunkel |
| Supervisor | Shelley Gupta | Effective Date | 07/31/2023 |
Position(s) Directly Supervised
| Job Code | Title | FTE |
|---|
Generic Scope
| Technical leader with a high degree of knowledge in the overall field and recognized expertise in specific areas; problem-solving frequently requires analysis of unique issues/problems without precedent and/or structure. May manage programs that include formulating strategies and administering policies, processes, and resources; functions with a high degree of autonomy. |
Custom Scope
| Uses advanced administrative concepts and organization objectives to resolve complex issues. Manages, plans, administers and coordinates administrative operations of a small to mid-sized academic or non-academic department or organizational unit, the operations of which are significantly complex and/or broad in scope. Typically reports to a Chair, Director, or equivalent administrative management. Performance of administrative operations activities are the predominant focus of position; may supervise support staff or small number of professional staff within or outside the scope of main business activities (e.g., student services, facilities, etc.). Performs short and long term planning for the function. Regularly works on highly complex issues where analysis of situations or data requires an in-depth evaluation of variable factors. Exercises judgment in selecting methods, techniques and evaluation criteria for obtaining results. Erroneous decisions or failure to achieve goals result in additional costs, and serious delays in overall schedules. |
Department Custom Scope
| Under the direction of the Chief Financial & Administrative Officer (CFAO), the Senior Administrative Officer will serve as the point of contact for human resource administration and all related actions. The incumbent provides professional high level financial, budgetary, analytical, and administrative support and expertise to the ITS senior leadership team and staff. In addition, the incumbent will independently perform complex budgetary/resource modeling, monthly reconciliations, and independently research, formulate, and present data analysis; create management reports and provide recommendations to management both orally and in writing. The Senior Administrative Officer will assist the CFAO in compiling documentation for the annual budget processes as well as manage the annual Student Technology Fee budget process. Finally, the incumbent will assist the CFAO with special ad-hoc projects. |
Education & Experience Requirements
Education Requirements
| Degree | Requirement |
|---|---|
| Bachelor's degree in related area and/or equivalent experience/training. | Required |
| Master's degree in related area and/or equivalent experience/training. | Preferred |
Experience Requirements
| Experience | Requirement |
|---|---|
| Experience with developing job descriptions and performing recruitments | Required |
| Experience with reclassifications and equities and justifying these requests. | Required |
| Demonstrated experience with complex financial analysis and ad-hoc reporting. | Required |
| 6 - 10 years of related experience. | Required |
| Experience dealing with challenging Human Resources, Labor Relations, and Payroll issues. | Required |
| Experience with UCR's Financial, HR, and Payroll applications. | Preferred |
License Requirements
Certification Requirements
| Certification | Requirement |
|---|---|
| Society for Human Resources Management (SHRM) - Certified Professional (CP) | Preferred |
Educational Condition Requirements
| Condition | Requirement |
|---|
Key Responsibilities
| Description | % Time |
|---|---|
Performs administrative operations activities as predominant focus of position, with accountability for operational and budget processes, staff FTE, finance, human resources and space planning.
|
40 |
Applies advanced concepts to perform analysis to determine future resource allocations on projects.
|
20 |
Provides analysis for highly complex budgetary funding, financial and resource projects.
|
20 |
Administrative operations include budgetary financial management and human resources and may include some of the following functions: IT, facilities, student services, recharge administration and/or contracts and grants.
|
10 |
| Manages, plans, and administers a full range of administrative operations in a small to medium academic department, or a small to medium non-academic department or program, where operations are significantly complex in terms of budgetary funding, number of faculty, staff and students, and/or are broad in scope due to focus of operations (e.g., computer or wet lab space and equipment, fundraising, grant writing, etc.). | 5 |
Represents the department on business issues to the institution community and serves on committees.
|
5 |
Knowledge, Skills & Abilities
| Knowledge/Skill/Ability | Requirement |
|---|---|
| Advanced knowledge of a variety of administrative operational activities such as events planning, basic fundraising processes, risk management planning, website design, accounting and payroll, and contracts and grants regulations and guidelines. | Required |
| Advanced skills in short and long term strategic planning, analysis and problem-solving and customer service. | Required |
| Advanced interpersonal communication skills to include verbal and written, active listening, critical thinking, persuasiveness, advising and counseling skills. | Required |
| Ability to use discretion and maintain confidentiality. | Required |
| Advanced knowledge of financial analysis and reporting techniques, and/or human resources policies and procedures for staff and academic employees. | Required |
| Demonstrated ability to function effectively in a strong service center environment that is subject to constantly changing priorities. | Required |
| Advanced knowledge of University rules and regulations, processes, protocols and procedures for budget, accounting and fund management, and/or personnel management. | Preferred |
| Advanced knowledge of common University-specific computer application programs. | Preferred |
Special Requirements & Conditions
| Special Condition | Requirement |
|---|---|
| Occasional travel for university related business meetings, conferences and/or professional development. | Required |
| Travel Outside of Normal Business Hours | Required |
| Background check required. | Required |
Other Special Requirements & Conditions
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Level of Supervision Received
| Direction |
Environment
Working Environment
| Remote (working from home) with occasional visits to campus as necessary. |
Other Requirements
Items Used
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Physical Requirements
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Mental Requirements
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Environmental Requirements
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Critical Position
| Is Critical Position: Yes |