UCR Jobs

General Information

Job Description	FINANCIAL ANL SUPV 1	Working Title	Financial and Adminstrative Manager
Job Code	004623	Grade	21
Department Name	Student Affairs Technology Svc - D01287	Department Head
Supervisor		Effective Date	12/11/2017

Position(s) Directly Supervised

Job Code	Title	FTE
004722	BLANK AST 3	2

Generic Scope

Provides immediate supervision to a unit or group of operational or technical employees. A portion of time may be spent performing individual tasks related to the unit; however, supervisory activities must constitute a primary part of the job. Supervises unit operations to ensure compliance with departmental or organizational policies, procedures, and defined internal controls. Ensures accountability and stewardship of department resources (operational, financial, and human) in compliance with departmental standards and procedures.

Provides immediate supervision to a unit or group of operational or technical employees. A portion of time may be spent performing individual tasks related to the unit; however, supervisory activities must constitute a primary part of the job. Supervises unit operations to ensure compliance with departmental or organizational policies, procedures, and defined internal controls. Ensures accountability and stewardship of department resources (operational, financial, and human) in compliance with departmental standards and procedures.

Custom Scope

Receives predetermined work assignments that are subject to a moderate level of control and review. Directs subordinates to complete assignments using established guidelines, procedures, and policies. Works on issues of limited scope. Requires full knowledge of own area of functional responsibility.

Receives predetermined work assignments that are subject to a moderate level of control and review. Directs subordinates to complete assignments using established guidelines, procedures, and policies. Works on issues of limited scope. Requires full knowledge of own area of functional responsibility.

Department Custom Scope

As part of the Student Affairs and Enrollment Services (SAES) Financial and Administrative Services Team, independently and under the direction of the Student Affairs and Enrollment Services (SAES) Management Services Officer (MSO), executes diverse and complex management functions associated with financial and administrative oversight for Student Affairs Technology Services (SATS) as well as assisting with divisional (SAES) support. Participates in long and short range planning activities, including fiscal planning, space, and inventory control. Oversees the fiscal and budgetary processes for SATS, including general ledger, audit compliance, accounts payable, personnel and payroll functions, and fiscal year closing. Monitors fiscal and budget transactions and maintains appropriate internal controls. Ensures compliance with University policies and procedures. Advises the SAES MSO and directors on all areas related to financial and administrative oversight. Provides budget, personnel, financial and transactional over sight and support to all departments within the Division of Student Affairs and Enrollment Services as needed. Provides supervision and leadership to two staff positions.

As part of the Student Affairs and Enrollment Services (SAES) Financial and Administrative Services Team, independently and under the direction of the Student Affairs and Enrollment Services (SAES) Management Services Officer (MSO), executes diverse and complex management functions associated with financial and administrative oversight for Student Affairs Technology Services (SATS) as well as assisting with divisional (SAES) support. Participates in long and short range planning activities, including fiscal planning, space, and inventory control. Oversees the fiscal and budgetary processes for SATS, including general ledger, audit compliance, accounts payable, personnel and payroll functions, and fiscal year closing. Monitors fiscal and budget transactions and maintains appropriate internal controls. Ensures compliance with University policies and procedures. Advises the SAES MSO and directors on all areas related to financial and administrative oversight. Provides budget, personnel, financial and transactional over sight and support to all departments within the Division of Student Affairs and Enrollment Services as needed. Provides supervision and leadership to two staff positions.

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
Supervises and directs the work of a unit with responsibility for quality and quantity of work. Distributes and sets up work; monitors the progress of work of the unit. Performs personnel-related actions.	20
Distributes and sets up work; monitors the progress of work of the unit.	15
Recommends personnel-related actions. Participate in resource planning for SAES staff and assess financial program impact of new staff and services. Assist with recruitment's, advertising, search, hiring and relocation of personnel. In coordination with the SAES MSO ,provide guidance for adherence to Labor Relations policies by ensuring personnel actions (ex., hire, promotion, reclassification, corrective action, termination, etc.) are in compliance with labor agreements, UC staff personnel policies, and the units policies.	20
Coordinates the selection, development and evaluation of staff to ensure the efficient operation of the function. Provide leadership, strategic, development and direction to direct reports. Creates a culture of collaboration, culture of evidence, sets high standards for achieving administrative excellence and provides regular feedback and evaluation.	5
Reviews and approves financial and resource planning decisions and ensures the work of the unit is within policy guidelines and established procedures. Oversee the fiscal and budgetary processes, including general ledger, accounts payable, and fiscal year closing. Monitor fiscal and budget transactions and maintain appropriate internal controls. Assist the MSO and Director in managing the departmental budget of approximately $3.5M over multiple funding streams. Assess year-to-date and project future income and expenses in a multiple fund environment.	15
Ensures delivery of quality customer service to various constituencies. With a focus on creating value for our customers, creates an environment that demonstrates accurate, prompt, courteous and consistent service. Be a driver of efficiency, responsiveness, accuracy, dependability and the relentless pursuit of administrative excellence.	10
Conduct financial feasibility studies of programs as needed and provide recommendations to the director and SAES MSO. Duties include working with outside departments and agencies, including development of costing models, agreements, assignments of financial management and responsibilities. Ensure quality control in identifying and resolving problems related to financial transactions, payroll, benefits, purchasing, vendor and operational issues.	10
Ensures that the appropriate internal controls are addressed, maintained and strengthened to protect University resources. Evaluate organizational business activities and makes recommendations to enhance quality of services. In consultation with the management team, formulate and implement policies and procedures necessary to provide for a safe work environment.	5

Knowledge, Skills & Abilities

Knowledge/Skill/Ability	Requirement
Ability to effectively communicate both verbally and in writing.	Required
Understands the concepts of financial and resource planning as well as how to control organizational budgeting.	Required
Ability to orient new employees, distribute work, and monitor the progress of work.	Required
Strong skills in the use of spreadsheet and database software.	Required
Working knowledge of finance policies, practices and systems, budgeting and reporting techniques, accounting and bookkeeping.	Required
Knowledge of human resources policies, practices, and planning.	Required
Strong interpersonal skills and ability to work effectively across the organization at all levels.	Required
Ability to deal with changing priorities and direct the work of others accordingly. Ability to multi-task.	Required
Skills in mentoring and training staff and coaching for best performance.	Preferred
Ability to screen applications, interview candidates, and either make selection decisions or recommend individuals for hire.	Required
Ability to function independently and take responsibility for results. Manage multiple tasks and timelines.	Required
Intermediate knowledge and understanding of internal control practices and their impact on protecting University resources.	Preferred
Demonstrated skills working with fund accounting.	Preferred
Demonstrated knowledge of lean principles and UCR Systems: UCRFS, EBuy, EPay, iRecruit, etc.	Preferred
Working knowledge of Work Front system.	Preferred

Special Requirements & Conditions

Special Condition	Requirement

Other Special Requirements & Conditions

Level of Supervision Received

Direction

Direction

Environment

Working Environment

Campus

Campus

Other Requirements

Items Used

Standard Office Equipment

Standard Office Equipment

Physical Requirements

Bend : NA Sit : Constantly Squat : NA Stand : Occasionally Crawl : NA Walk : Occasionally Climb : NA

Bend : NA
Sit : Constantly
Squat : NA
Stand : Occasionally
Crawl : NA
Walk : Occasionally
Climb : NA

Mental Requirements

Read/Comprehend : Constantly Write : Frequently Perform Calculations : Constantly Communicate Orally : Frequently Reason & Analyze : Constantly

Read/Comprehend : Constantly
Write : Frequently
Perform Calculations : Constantly
Communicate Orally : Frequently
Reason & Analyze : Constantly

Environmental Requirements

Is exposed to excessive noise : No Is around moving machinery : No Is exposed to marked changes in temperature and/or humidity : No Drives motorized equipment : No Works in confined quarters : No Dust : No Fumes : No

Is exposed to excessive noise : No
Is around moving machinery : No
Is exposed to marked changes in temperature and/or humidity : No
Drives motorized equipment : No
Works in confined quarters : No
Dust : No
Fumes : No

Critical Position

Is Critical Position: No

Is Critical Position: No

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