General Information


Job Description ADMIN MGR 1 Working Title UCR Library Director of Planning and Budget
Job Code 000547 Grade 25
Department Name University Library - D01090 Department Head
Supervisor Effective Date 10/01/2018
Position(s) Directly Supervised
Job Code Title FTE
005198 FAC SUPV 1 1
007708 FINANCIAL ANL 2 1
004723 BLANK AST 2 1
004722 BLANK AST 3 1

Generic Scope
Spends the majority of time (50% or more) achieving organizational objectives through the coordinated achievements of subordinate staff. Establishes departmental goals and objectives, functions with autonomy. Manages the accountability and stewardship of human, financial, and often physical resources in compliance with departmental and organizational goals and objectives. Ensures subordinate supervisors and professionals adhere to defined internal controls. Manages systems and procedures to protect departmental assets.

Custom Scope
Responsible for managing the administrative operations of a school, OR a medium to large academic department, OR several small departments within a college, OR a medium to large non-academic department. Typically includes all or most of the following functions: IT, facilities, student services, contracts and grants, budgetary financial management and/or human resources. Manages a professional staff, typically large, and/or comprised of professionals in various fields. Assumes accountability for decisions made by subordinates. Performs long and short term planning for function. Erroneous decisions or failure to achieve goals results in additional costs and personnel, and serious delays in overall schedules.

Department Custom Scope
The Library Director of Planning and Budget owns the Planning, Budgeting and Forecasting processes for assigned Units and is the escalation point of contact for Unit Leadership (e.g., the University Librarian and the Assistant/Associate/Deputy University Librarians) who are the primary stakeholders to whom the position is accountable and whose units the incumbent and their units support. The Library Director of Planning and Budget also manages the Library procurement operations as well as the Library Facilities operations.

Education & Experience Requirements

Education Requirements
Degree Requirement
Bachelor's degree in related area and/or equivalent experience/training. Required
Master of Business Administration (MBA) Preferred

Experience Requirements
Experience Requirement

License Requirements
License Requirement
Certified Public Accountant (CPA) Preferred

Certification Requirements
Certification Requirement

Educational Condition Requirements
Condition Requirement

Key Responsibilities

Description % Time
Manages, plans and administers all administrative operations of a school, OR a medium to large academic department, OR several small departments within a college, or a medium to large non-academic department.
  • Manages, plans and administers the fiscal, procurement and facilities operations of the University Library. Provides vision and administers efficient and effective operations through engagement in strategic planning, team leadership, assessment, continuous improvement and reporting.
 15
Prepares short and long range planning for administrative services operations and improvements to processes.Establishes and recommends change to policies which affect the assigned unit(s).
  • Proactively communicates with Unit Leadership to understand Unit goals and submit information for Financial Planning & Analysis (FP&A) to include University long-range plan. Prepares short and long range planning for fiscal, procurement and facilities operations and improvements to processes.
5
Establishes and recommends change to policies which affect the department.
  • Establishes and recommends change to policies which affect the department. Proactively communicates decision implications to Unit leadership to assist in proper alignment to regulatory policies.
 5
Develops and monitors operational and budget processes, staff FTE, finance, human resources and space planning.
  • Develops and monitors operational and budget processes, finance and space planning. Finalize Unit Level Operating Budget (Revenue, Cost and Central Strategic Support) with continuous and ongoing feedback from Unit Leadership after proactive engagement with Unit Leadership on the needs of their operations prior to development of Unit Level Operating and submit to Financial Planning & Analysis (FP&A) to include in University Operating Budget.
 5
Manages systems and procedures to protect departmental assets.
  • Manages systems and procedures to protect departmental assets. Develop, implement and maintain financial control mechanisms within the UCR Library to ensure that allocated funds are not being overspent; proactively communicate to Unit Leadership about spending trends that may lead to over-expenditure in advance of actual over-expenditure.
 5
Plans for physical plant rehabilitation and renovation.
  • Plans for facilities rehabilitation and renovation.
 5
May oversee administrative functions for complex operations such as clinical laboratories or patient care facilities, typically to include significant budgetary accountability.
  • Develop and maintain mastery of the current and evolving business practices of academic research libraries in general and the UCR Library in particular, including developing a deep understanding of the roles, functions, goals and needs of the various units and division of the UCR Library in order to provide the appropriate budgetary, financial and forecasting support needed by those units.
 5
Oversees the preparation and management of grant and contract proposals involving a diverse and/or wide variety of funding sources and agencies.
5
Represents the department on business affairs to the institution community.
5
Develops and prepares budgets and financial reports for grants, general appropriations, endowments and other funds. Funds appropriations are typically moderate in complexity.
  • Develops and prepares budgets and financial report for grants, general appropriates, endowments and other funds. Ensure all reporting is accurate and prepared according to University policies.
 10
Serves as a member of the University Library's Leadership Team.
5
Ensures all reporting is accurate and compliant with University policy and procedure.
5
Serves as the University Library's Systems Access Administrator.
5
Provides leadership to supervised staff and fosters a motivating and engaged environment. Establishes goals for supervised staff and works continuously with them to promote achievement of established goals. Effectively delegates, empowers supervised staff to make independent decisions at appropriate operational levels and holds them accountable for successful completion of assignments. Provides vision and administers efficient and effective operations through engagement in strategic planning, team leadership, assessment, continuous improvement and reporting.
10
Performs other duties as assigned.
5
Maintains knowledge of current industry trends and performs continuous assessment of innovative methodologies, technologies and approaches. Identifies opportunities for improvement and communicates them to Library leadership.
5

Knowledge, Skills & Abilities

Knowledge/Skill/Ability Requirement
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. Required
Broad knowledge of financial analysis and reporting techniques; human resources and risk management planning; and/or accounting and payroll. Required
Broad knowledge of common organization-specific and other computer application programs. Required
Proven ability to organize department work functions in an efficient and effective manner. Required
Skills to work collaboratively with other locations. Required
Demonstrated management and conflict resolution skills to effectively lead and motivate others. Required
Proven skills to quickly evaluate complex issues and identify multiple options for resolution. Required
Skills in organization and customer service to effectively manage multiple important priorities.Proven ability to organize department work functions in an efficient and effective manner. Required
Strong verbal and written communication skills; ability to influence/persuade all levels of staff. Required
Ability to communicate effectively both verbally and in writing. Required
Ability to accurately apply a wide variety of policies and procedures. Required
Ability to perform accurate, detailed work. Required
Ability to foster a respectful, cooperative, professional and courteous environment, maintain confidentiality, and employ tact and diplomacy. Required
Ability to organize work, establish priorities and meet deadlines. Required
Ability to establish and maintain professional working relationships. Required
Ability to display initiative and remain flexible in a fast-paced and changing environment. Required
Ability to provide effective leadership and supervision to supervised staff and foster a motivating and engaged environment. Ability to proactively manage employee performance, establish goals for supervised staff and work continuously to promote achievement of the established goals. Ability to effectively delegate and hold supervised staff accountable for successful completion of assignments. Required
Prior experience working in an academic research library Preferred
Demonstrated knowledge of the operations of an academic research library. Preferred
Demonstrated working knowledge of the challenges of managing library materials acquisition budgets. Preferred

Special Requirements & Conditions
Special Condition Requirement

Other Special Requirements & Conditions

Level of Supervision Received
GeneralDirection

Environment

Working Environment
Campus

Other Requirements

Items Used
  • Standard Office Equipment
  • Printer
  • Calculator
  • Copier
  • Scanner
  • Telephone
  • Computer

Physical Requirements
  • Bend : Occasionally
  • Sit : Frequently
  • Squat : NA
  • Stand : Frequently
  • Crawl : NA
  • Walk : Frequently
  • Climb : NA

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

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

Critical Position

Is Critical Position: No

More Information

General Campus Information

University of California, Riverside
900 University Ave.
Riverside, CA 92521
Tel: (951) 827-1012

Career Opportunities • UCR Libraries
Campus Status • Maps and Directions

Department Information

Human Resources
1160 University Ave.
Riverside, CA 92521

Fax: (951) 827-6493
E-mail: jobshelp@ucr.edu

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