General Information
| Job Description | ADMIN SUPV 2 | Working Title | Director of Administration |
|---|---|---|---|
| Job Code | 007375 | Grade | 23 |
| Department Name | UC MEXUS - D01192 | Department Head | |
| Supervisor | Effective Date |
Position(s) Directly Supervised
| Job Code | Title | FTE |
|---|---|---|
| 007708 | FINANCIAL ANL 2 | 1 |
| 004722 | BLANK AST 3 | 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
| Financial Administration. As required, and in concert with the financial analyst, negotiates and oversees departmental business with the Office of the President, the Executive Vice Chancellor and Provost, the Campus Budget Office, Academic and Staff Personnel and Budget Offices, and other campus service offices along with parallel venues at other campuses and in Mexican institutions. Acts on behalf of Institute Director in his/her absence for operational administrative and financial issues. Oversees the planning and budgeting for all funds administered by UC MEXUS, including systemwide, campus, intra- and extramural funds, (including international sources) for research, administrative, academic and student support. Significant fund sources change on an annual basis requiring creative and innovative planning and budgetary problem solving. Budget management. Maintains open and transparent budget records, in consultation with the UC MEXUS Director and with the assistance of the Financial Analyst. Provides review and advice for program budgets for new programs/projects submitted by financial analyst on behalf of program directors and oversees the preparation of detailed budgets for UC MEXUS extramural grant proposals to a variety of national and international agencies, including special funding opportunities available through the UC Office of the President. Provides guidance and assistance for budget reviews and approvals for grant awards, in coordination with the Director of Research Programs. Contract management. Drafts institutional sub-contracts, general and specific agreements with UC and Mexican governmental and educational institutions, as well as other inter-institutional financial, personnel, and service agreements. Personnel administration. Supervises the staff in the administrative department and provides guidance for the oversight of all staff actions and records in all other departments. Directs the recruitment process, appoints, trains, supervises and evaluates the administrative staff of UC MEXUS. Provides administrative guidance and support for annual merit increase and STAR award nominations and recommendations. Encourages employee development by providing oversight and final approvals for employee involvement in various programs offered both outside and within the university. Facilities management. Oversees equipment and space inventories and the annual space allocation report. |
Education & Experience Requirements
Education Requirements
| Degree | Requirement |
|---|---|
| Bachelor's degree in related area and/or equivalent experience/training. | Required |
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. | 25 |
| Participates in the development and monitoring of policies and procedures for department or department operations. | 20 |
| Supervises the work of a department. | 15 |
| Responsible for quality and quantity of work. | 10 |
| Recommends hiring of new employees, transfers, promotions, salary actions, terminations, performance management and budget recommendations. | 10 |
| Selects, develops, and evaluates personnel to ensure the effective and efficient operation of the function. | 10 |
| May manage systems and procedures to protect departmental assets. | 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 |
Special Requirements & Conditions
| Special Condition | Requirement |
|---|---|
| Ability to speak, read, and write in both Spanish and English at a conversational, as well as professional level. | Preferred |
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 |