General Information
| Job Description | ADMIN SUPV 2 | Working Title | Administrative Supervisor 2 |
|---|---|---|---|
| Job Code | 007375 | Grade | 23 |
| Department Name | Center for Plant Cell Biology - D01263 | Department Head | |
| Supervisor | Effective Date |
Position(s) Directly Supervised
| Job Code | Title | FTE |
|---|---|---|
| 007708 | FINANCIAL ANL 2 | 1 |
Generic Scope
| Provides direct supervision typically to professionals or skilled technical employees. Functions as advisor to unit and administration. Analyzes and resolves problems, interprets policies (e.g., fiscal management, HR, contracts and grants, resource management in defined areas) and demonstrates solid subject matter knowledge. Exercises judgment within defined procedures and policies to determine appropriate action. Supervises staff to assure accountability and stewardship of department resources (operational, financial, and human) in compliance with departmental goals and objectives. |
Custom Scope
| Responsible for supervising the administrative services of a large academic department within a school or college or non-academic department (program). Typically reports to a manager. Administrative services include all or some of the following functions: IT, facilities, student services, contracts and grants, budgetary financial management and/or human resources. Supervises support and/or professional staff. |
Department Custom Scope
| The position provides executive managerial leadership including administrative, financial, marketing/communications and collaborative grant development in support of the director, affiliated Centers, Genomics building and core instrumentation facilities associated with the multidisciplinary Institute for Integrative Genome Biology (IIGB), The position reports directly to the IIGB director. The Institute for Integrative Genome Biology includes over 100 vibrant faculty from two affiliated Centers [Center for Plant Cell Biology (CEPCEB), Center for Disease Vector Research (CDVR)], approximately 20 academic departments, three colleges and one biomedical division. The incumbent develops, implements and promotes new programs, initiatives, centers and focus areas to fulfill the vision, priorities and goals of the Institute. The position provides short and long range strategic planning, reports and analysis based on a complex interplay of scientific needs, trends, and resources. The incumbent oversees all financial operations and planning, and actively seeks, facilitates and coordinates new funding opportunities and collaborative frameworks on and off campus to stimulate involvement in interdisciplinary contracts and grants. The incumbent further promotes the Institute by researching and producing technical and management material as required and leading the marketing, communication, and strategic outreach activities to ensure an integrated marketing program consistent with IIGB's mission and goals. |
Education & Experience Requirements
Education Requirements
| Degree | Requirement |
|---|---|
| Bachelor's degree in related area and/or equivalent experience/training. | Required |
| Advanced degree. | Preferred |
Experience Requirements
| Experience | Requirement |
|---|
License Requirements
Certification Requirements
| Certification | Requirement |
|---|
Educational Condition Requirements
| Condition | Requirement |
|---|
Key Responsibilities
| Description | % Time |
|---|---|
| Participates in the creation, maintenance and reporting of operational and budget processes, academic and/or staff FTE, finance, human resources and space planning. | 15 |
| Participates in the development and monitoring of policies and procedures for department or department operations. | 10 |
| Supervises the work of a department. | 10 |
| Responsible for quality and quantity of work. | 10 |
| Recommends hiring of new employees, transfers, promotions, salary actions, terminations, performance management and budget recommendations. | 10 |
| May manage systems and procedures to protect departmental assets. | 5 |
| Strategic Leadership: Provides analytical and strategic support to the IIGB and Center directors in developing and implementing programs, initiatives, events, new centers and goals consistent with the vision and priorities of the Institute. Produces technical written documents and communications, and forms and/or serves on implementation committees as appropriate. Write and acts on behalf of directors in their absence, and initiates and creates agendas for meeting and faculty forums. | 15 |
| Outreach: Actively seeks, identifies and coordinates collaborative funding opportunities, stimulating involvement in major grants and establishing relationships with sector leaders in research, industry, grantmaking foundations and government agencies. Works with CNAS and campus in coordinating fundraising activities and developing materials for priority outreach and engagement. | 15 |
| Marketing/Communications: Manages marketing campaign, independently researching and producing all visual and technically written material for online or print display to ensure an integrated program consistent with IIGB's mission and goals. | 10 |
Knowledge, Skills & Abilities
| Knowledge/Skill/Ability | Requirement |
|---|---|
| Solid knowledge of the organization's processes, protocols and procedures with a focus on budget, account and fund management and/or personnel management of labor contract(s) and personnel policy. | Required |
| Solid knowledge of financial analysis and reporting techniques; human resources and risk management planning; accounting and payroll. | Required |
| Demonstrated skills in employee supervision and HR administration. | Required |
| Interpersonal skills to effectively motivate others. | Required |
| Solid knowledge of common organization-specific and other computer application programs. | Required |
| Solid organizational and customer service skills to effectively manage multiple priorities. | Required |
| Solid interpersonal communication skills to include verbal and written, active listening, critical thinking, persuasiveness, advising and counseling skills. | Required |
| Solid skills to quickly evaluate complex issues and identify resolution. | Required |
| Superior skill in communicating effectively and persuasively, both orally and in writing, to a wide variety of audiences. Demonstrated exceptional writing ability, especially as pertains to writing professional technical reports and articulating complex and sensitive issues to diverse audiences. | Required |
| Demonstrated skill in preparing oral and written presentations through various media formats. | Required |
| Experience with proposal and/or operational budgets. Experience allocating financial resources. | Required |
| Skill in reading and understanding complex and/or detailed documents such as proposals, contracts, policies, etc., and guiding the integration of regulations with programmatic needs. | Required |
| Experience in technical writing and preparing interdisciplinary grant proposals. | Required |
| Demonstrated experience using spreadsheets, databases, and other software tools for data analysis and budget development. | Required |
| Demonstrated ability to establish rapport and work cooperatively with faculty and program directors from various academic backgrounds, administrators, supervisors, peers, and industry/government representatives. | Required |
| Demonstrated ability to creatively organize, communicate and promote ideas, programs and goals. Demonstrated experience in marketing techniques. | Preferred |
| Experience and success in collaborating in a complex development program within a major university. Deep understanding of academic, research and education functions and operation principles of a major research university. | Preferred |
| Demonstrated knowledge of methods, practices and procedures for granting agency engagement strategies. | Preferred |
| Experience in science writing, especially in the areas of plant, insect and fungal biology and advanced technological approaches. | Preferred |
| Working knowledge of fundraising, donor relations and public relations concepts, principles, procedures and techniques. | Preferred |
Special Requirements & Conditions
| Special Condition | Requirement |
|---|
Other Special Requirements & Conditions
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Level of Supervision Received
| Direction |
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 |