General Information
| Job Description | ADMIN MGR 3 | Working Title | Assistant Dean/CFAO |
|---|---|---|---|
| Job Code | 000549 | Grade | 28 |
| Department Name | CHA&SS Dean's Office - D01008 | Department Head | |
| Supervisor | Effective Date | 06/20/2016 |
Position(s) Directly Supervised
| Job Code | Title | FTE |
|---|---|---|
| 000530 | INFO SYS SUPV 2 | 1 |
| 000390 | FAC MGR 1 | 1 |
| 007123 | FINANCIAL ANL SUPV 2 | 1 |
| 006206 | RSCH ADM 3 | 1 |
| 007375 | ADMIN SUPV 2 | 3 |
| 000460 | PERFORMING ARTS MGR 1 | 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/Chief Financial and Administrative Officer (CFAO) of the College of Humanities, Arts and Social Sciences supports the college mission as it seeks to expand fundamental knowledge and to find innovative ways to apply that knowledge through teaching, research and public service. The Assistant Dean and CFAO serves as an advisor to the Dean, Associate Deans, department chairs, financial officers, center and program directors in the areas of strategic planning, resource management, personnel management, space planning and utilization and other areas key to the mission of the college. As a key member of the Dean's senior management team, participates in top-level goal setting, decision making, and problem resolution; helps ensure appropriate college resource allocation and continual operational effectiveness in support of the college and campus strategic plans; provides administrative and financial leadership to the college's academic and administrative departments in the development and implementation of unit-level strategic and operational plans, budgets, financial analyses, and talent management. The College of Humanities, Arts and Social Sciences consists of 20 academic departments, multiple centers and programs including the low-residency MFA program housed at the Palm Desert Campus, and the UCR Arts Block. For fiscal year 2014-15 annual expenditures were $82.6 million with state general fund permanent budget of $83 million. There are a total of 305 ladder rank faculty and an additional 100 academic positions supporting the academic mission through instruction and research. |
Education & Experience Requirements
Education Requirements
| Degree | Requirement |
|---|---|
| Bachelor's degree in related area and/or equivalent experience/training. | Required |
| Master's Degree in Business Administration 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. | 10 |
| Participates with other higher-level managers to establish organization strategic plans and objectives. | 10 |
| 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 |
| The Assistant Dean/CFAO supports the CHASS mission of teaching, research and service by providing leadership and coordination to maintain and ensure an atmosphere of excellence, diversity, distinction, prestige, and preeminence to attract the top faculty, students and staff. Serves as an advisor to the Dean and Associate Deans to provide guidance, modelling and financial oversight of CHASS business plans from idea to implementation and is accountable for the oversight of operational and capital budgets. In tandem with senior leadership, is responsible for the development of strategic and financial planning processes including forecasting and budgeting of complex financial models to support the mission of the college. | 10 |
| Designs operational structures, systems and processes to best support the college and its academic departments with available resources. Aligns staffing resources with college mission; works in partnership with college HR Director. | 5 |
| Advises department chairs and department administrators in a variety of matters pertaining to their fiscal and administrative affairs to mitigate problems, enhance efficiencies, and ensure sound fiscal and administrative practices. | 5 |
| Develops and enhances Dean's office administrative processes to increase department satisfaction, improve service levels, develop performance metrics, and increase operational efficiencies. | 5 |
| Staff Supervision - Ensures that expectations for direct reports are clearly communicated. monitors performance, according to goals and objectives. Creates service models and systems to ensure service standards are optimal and consistent. | 5 |
| Planning: Communicate with Unit Leadership to understand Unit goals and submit information for FP&A to include in University Long-Range Plan; Play major role in providing financial, strategic, and long-term planning guidance to assigned Unit Leadership; Serve as point of contact for assigned Unit for UCR Project Management Office 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 Budget: Finalize Unit Level Operating Budget (Revenue, Cost, and Central Strategic Support) with feedback from Unit Leadership and submit to FP&A to include in University Operating Budget; Answer and resolve questions with Unit Leadership regarding Budget Call Letter assumptions, guidance, etc.; Create, maintain, and report on operational and capital budget processes, staffing and budget processes, and financial planning of labor and non-labor activities; Conduct ad hoc analyses of budget and financial performance and provide to Unit Leadership; Ensure that all reporting is accurate and prepared according to University policies; Serve as the main point of contact for PF&A regarding questions for Planning, Budget, and Forecasting processes assigned unit(s) and liaise between assigned Unit leadership and FP&A; | 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. | Preferred |
| 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 |
| Minimum of 15 years of related experience. | Required |
| Previous supervisory or management experience. | Preferred |
Special Requirements & Conditions
| Special Condition | Requirement |
|---|
Other Special Requirements & Conditions
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Level of Supervision Received
| GeneralDirection |
Environment
Working Environment
| Campus |
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: No |