General Information
| Job Description | FINANCIAL ANL SUPV 2 | Working Title | Assistant Executive Director, Alumni and Constituent Relations |
|---|---|---|---|
| Job Code | 007123 | Grade | 23 |
| Department Name | Alumni & Constituent Rel. - D01187 | Department Head | |
| Supervisor | Effective Date | 11/06/2017 |
Position(s) Directly Supervised
| Job Code | Title | FTE |
|---|---|---|
| 004722 | BLANK AST 3 | 1 |
| 007235 | ANL 2 | 1 |
| 007552 | MARKETING SPEC 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
| Receives assignments in the form of objectives with goals and the process by which to meet those goals. Responsible for supervising the day-to-day unit activities. Normally directs a section or group of budget/financial/resources analysts. Oversees and participates in the most complex projects and deals directly with major department managers. Provides direction according to established policies and management guidance. |
Department Custom Scope
| The Assistant Executive Director of Alumni & Constituent Relations provides oversight and management for the offices of Alumni & Constituent Relations and Event Management & Protocol, having responsibility for directing the administrative and financial aspects for the offices. The incumbent serves as the principal advisor to the Assistant Vice Chancellor; anticipating needs, identifying critical issues, and developing solutions. They have an integral role in development of the Assistant Vice Chancellor's long-range plans, defining overall office goals and objectives. Responsible for the effective and efficient organization and management of staff; plays a key leadership role in providing programmatic and administrative guidance and support to staff, reflecting the priorities and goals of the office, University Advancement division, and campus. The Assistant Executive Director will work closely with University Advancement's central finance/accounting and human resources departments. May be called upon to draft job descriptions, assist with the recruitment process, and other personnel related actions as necessary. Work with the Executive Committee of the UCR Alumni Association to develop Association policies and procedures and ensure their adherence and develop long-range plans for the Association. Serve as key staff member on the UCR Alumni Association's Executive, Finance and Nominations Committees. Prepare committee reports, implement policy and serve as professional resource to volunteers. Develop committee agenda, take minutes and compile reports for committee members. Oversee the production of quarterly board meetings and assist in the preparation of support materials. Organize Executive Committee and Annual Board Retreats for the Association. In conjunction with the Assistant Vice Chancellor develop retreat and meeting agendas, including appropriate guest speakers |
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
| License | Requirement |
|---|---|
| Valid Drivers License | Preferred |
Certification Requirements
| Certification | Requirement |
|---|
Educational Condition Requirements
| Condition | Requirement |
|---|
Key Responsibilities
| Description | % Time |
|---|---|
Selects, develops, and evaluates personnel to ensure the efficient operation of the function.
|
10 |
Supervises activities associated with creating, maintaining and reporting on the operational and capital budgets and budget processes, academic and staff budgeted FTE, the performance of financial planning (including problem definition, forecasting, data collection, development of alternative solutions), the performance of human resources FTE planning (position management, staffing forecasting, data collection), development of policy or action recommendations in the areas of budget, finance and human resource planning, and report preparation.
|
20 |
| Conducts presentations of technical information concerning specific projects or schedules. | 10 |
| Administers organizational policies that directly affect subordinate employees. | 10 |
| Ensures that the appropriate internal controls are addressed, maintained and strengthened to protect University resources. | 10 |
| Develop annual budgets for Alumni & Constituent Relations, including adjusting expenses for seasonality and operational timing. Provide budgetary oversight for the Office of Event Management & Protocol. Provide counsel and advice to senior management team on ways to maximize resources, evaluate process and/or institute changes for more effective management. Responsible for the fiscal management of the Office of Alumni & Constituent Relations and the UCR Alumni Association. Determine office supply and equipment needs, research products, make recommendations to the assistant vice chancellor, and approve orders in accordance with University policies. | 5 |
| Serves as the department's coordinator/point person for IT issues and interfaces with the central IT group to accomplish department objectives | 5 |
| Assist with gathering and organizing a variety of data types and information to construct a clear message for the Assistant Vice Chancellor and leadership team. Collaborate with diverse individuals at varying hierarchical and departmental levels. Serves as the primary staff liaison to the UCR Alumni Association Board of Directors, the Executive Committee, the Finance Committee, and the Nominations Committee. | 10 |
| Documents procedures for financial activities. Identify and address gaps and process improvement efforts in all areas of financial management. Review expenses and activities for compliance with University policies and University Advancement's practices; initiate correction when necessary, identify, investigate and report variances between actual expenditure and budget allocation. | 10 |
| Calculates long-term and short-term financial projections to advise campus leadership on financial strategy decisions and funds distribution. | 5 |
| Record adjustment entries based on financial analyses in various campus budgeting and financial tools. Reconcile monthly ledgers and validate budgetary and financial entries. Assist with the year-end closing processing. Work with independent firm to conduct a financial review (or an audit) of the UCR Alumni Association's financial statements. Prepare documents for use in tax preparation and audits. | 5 |
Knowledge, Skills & Abilities
| Knowledge/Skill/Ability | Requirement |
|---|---|
| Extensive knowledge of finance policies, practices and systems, budgeting and reporting techniques, accounting and bookkeeping. | Required |
| Demonstrated ability to effectively communicate both verbally and in writing. | Required |
| Extensive knowledge of, human resource policies, practices, and planning. | Required |
| Client services oriented, has good listening, communication, critical thinking, and analytical skills. | Required |
| Proven ability to deal with changing priorities and direct the work of others accordingly. Ability to multi-task. | Required |
| Demonstrated interpersonal skills and ability to work effectively across the organization at all levels. | Required |
| Ability to prepare and present materials to internal and external constituents. | Required |
| Demonstrated ability to screen applications, interview candidates, and either make selection decisions or recommend individuals for hire. | Required |
| Thorough knowledge and understanding of internal control practices and their impact on protecting University resources. | Preferred |
| Solid understanding of financial and resource planning concepts as well as how to control organizational budgeting. | Required |
| Advanced skills in the use of spreadsheet and database software. | Required |
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 |