General Information
| Job Description | ADMIN MGR 2 | Working Title | Chief Financial and Administrative Officer |
|---|---|---|---|
| Job Code | 000548 | Grade | 26 |
| Department Name | Plant Services - D01207 | Department Head | |
| Supervisor | Effective Date | 07/09/2018 |
Position(s) Directly Supervised
| Job Code | Title | FTE |
|---|---|---|
| 007709 | FINANCIAL ANL 3 | 2 |
| 007597 | HR GENERALIST 4 | 1 |
| 007710 | FINANCIAL ANL 4 | 1 |
| 007584 | BUS SYS ANL 3 | 1 |
| 007738 | PROCUREMENT ANL 4 | 1 |
Generic Scope
| Oversees through subordinate managers a large department or multiple smaller units, OR manages a highly specialized technical function/team. Has significant responsibility to achieve broadly stated goals through subordinate managers. Determines objectives, directs programs, develops strategies and policies, manages human, financial, and physical resources, and functions with a high degree of autonomy. Proactively assesses risk to establish systems and procedures to protect organizational assets. Determines strategies for a program with organization-wide impact. |
Custom Scope
| Responsible for managing the administrative services and/or general operations of a school, OR college OR large, multiple or interdisciplinary department(s) within a college, or large or multiple non-academic department(s). Establishes operational objectives and work plans, and delegates assignments to subordinate managers. Responsible for managing, preparing, administering, and directing resources. Reviews and approves recommendations for functional programs. Monitors division and department adherence to approved budget. Involved in developing, modifying and executing organizational policies that affect immediate operation(s) and may also have organization-wide effect. Erroneous decisions or failure to achieve goals results in additional costs and personnel, and serious delays in overall schedules. |
Department Custom Scope
| Under general direction, the Chief Financial and Administrative Officer (CFAO) manages the budgetary, administrative and human resources functions for the administrative areas of Facilities Services (an existing organizational unit) and planning, design and construction services ("PDCS" - whose functions exist in two administrative units), that support the physical growth of the campus through the delivery of new buildings, and renovations and expansion of existing space, as well as maintaining 1,350 acres and 6.0 million assignable square feet. The Facilities Services and PDCS teams ensure a campus environment that supports world class research and is conducive to teaching, learning, and working for UC Riverside. The approximate operating budget is over $70M with over 400 career employees. In consultation with the Executive Director, Facilities Services and the leadership of PDCS, the CFAO participates in the contracting process and provides strategic decision-making support to organization leadership relating to: short- and long-term budget development; organizational design and human resource management; policy development and implementation; and the application of information technologies. The CFAO reviews and approves transactions requiring organizational-level approval, provides complex budgetary/financial analysis, support, and reporting, prepares executive/high level communication and reports, and participates in the planning of objectives and processes to increase the efficiency and effectiveness of these departments. The CFAO is responsible for overseeing the integrity of accounting for capital projects. Financial support functions include: annual budget development for both general fund and recharge operations; regular financial workload management reports; and certification of monthly departmental ledgers. Human Resources functions include management of: Payroll and Personnel; Recruitment; Classification and Compensation; Performance; Leave and Benefits Administration; Policies and Contracts for Represented and Non-Represented employees. Policy development and management functions include ensuring appropriate internal controls exist throughout the organization and that financial, administrative, and human resources policies are well documented and applied consistently. Information Technology management entails working with campus Information Technology Solutions to develop strategies to effectively implement applications that can support campus and departmental goals. The CFAO leads and supervises a team in support of these functions. The incumbent participates in strategic planning initiatives with other campus leaders. |
Education & Experience Requirements
Education Requirements
| Degree | Requirement |
|---|---|
| Bachelor's degree in related area and/or equivalent experience/training. | Required |
| Advanced degree in a related area. | Preferred |
Experience Requirements
| Experience | Requirement |
|---|
License Requirements
| License | Requirement |
|---|---|
| Valid Driver License. | Preferred |
Certification Requirements
| Certification | Requirement |
|---|
Educational Condition Requirements
| Condition | Requirement |
|---|
Key Responsibilities
| Description | % Time |
|---|---|
Manages, plans and administers administrative operations and/or general operations of a school, OR college, OR a large interdisciplinary department within a school OR a large or multiple-department, non-academic unit.
|
20 |
Administrative services typically include all or most of the following functions: IT, facilities, student services, laboratories, contracts and grants, budgetary financial management, recharge administration and/or human resources.
|
20 |
Maintains integrity of an organizational department through management and oversight of staff.
|
10 |
Serves as key administrative officer for unit's functional programs, oversees analysis and policy development for issues and processes.Develops, modifies, and executes organization policies which affect immediate operation(s).
|
5 |
Makes decisions on administrative or operational matters and ensures achievement of objectives (operational and budget processes, academic and/or staff FTE, finance, human resources, IT and space planning) that have department-wide impact.
|
20 |
Interacts with higher-level management on controversial situations, customer negotiations, and/or influencing and persuading others. Formulates policies and guidelines to carry out the department's mission for faculty and students.
|
5 |
May interact with higher-level management on matters concerning several functional areas, and/or customers.
|
5 |
| Develops and monitors operational and budget processes, staff FTE, finance, human resources, and space planning. Responsible for overseeing the integrity of accounting for capital projects. Develops and presents complex reports to inform senior leadership on trends, forecasting, and current state of operations for strategic planning. | 15 |
Knowledge, Skills & Abilities
| Knowledge/Skill/Ability | Requirement |
|---|---|
| Excellent ability to establish metrics for department and employee goals. | Required |
| Excellent project management skills, including the capability of managing capital projects. | Preferred |
| Excellent skills to work collaboratively and act persuasively in sensitive situations; skills in conflict management techniques. | Required |
| Thorough knowledge of financial analysis and reporting techniques; human resources and risk management planning; accounting and payroll. | Required |
| Excellent interpersonal skills to effectively lead, motivate and influence others and to develop and maintain high standards of customer service. | Required |
| Thorough knowledge of common organization-specific and other computer application programs. | Preferred |
| Very strong ability to quickly evaluate complex issues and identify multiple options for resolution. | Required |
| Demonstrated management and conflict resolution skills to effectively lead and motivate others. | Preferred |
| Broad knowledge of the organization's processes, protocols and procedures with a focus on budget, account and fund management and/or personnel management under labor contract(s) and personnel policy. | Preferred |
| Experience building analytical models to support short and long range decision making and in the preparation and analysis of financial statements using automated accounting systems and spreadsheet software. | Required |
| Experience in costing of goods and services, developing recharge rates to cover applicable costs of services to end users, and skill getting financial proposals approved. | Required |
| Ability to motivate and inspire subordinate staff to provide the highest level of service to campus constituents. | Required |
| Comprehensive knowledge and understanding of applicable laws, rules, regulations, and internal policies. | Required |
| Knowledge of personnel management procedures, including staffing, hiring, training, disciplinary action, termination and performance management. | Required |
| Ability to determine objectives, direct programs, develop strategies and policies. Ability to develop, implement and/or modify existing and new policies to positively affect the operation, including financial and physical resources. | Required |
Special Requirements & Conditions
| Special Condition | Requirement |
|---|---|
| Hired candidate must successfully pass a background check through the DOJ and FBI prior to appointment start date. | Required |
| Occasional travel for business related meetings, professional development, conferences and/or events. | Required |
Other Special Requirements & Conditions
|
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 |