General Information
| Job Description | ADMIN MGR 3 | Working Title | Assistant Dean, Finance & Administration |
|---|---|---|---|
| Job Code | 000549 | Grade | 28 |
| Department Name | Engineering - Dean's Office - D01002 | Department Head | |
| Supervisor | Effective Date | 07/01/2018 |
Position(s) Directly Supervised
| Job Code | Title | FTE |
|---|---|---|
| 000358 | EHS SPEC 4 | 1 |
| 000212 | FINANCIAL ANL MGR 1 | 1 |
| 000520 | SYS ADM 4 | 1 |
| 007711 | ACAD HR SUPV 2 | 1 |
Generic Scope
| Oversees through subordinate managers one or more large, complex departments or business units with multiple functional disciplines/occupations, OR manages a program, regardless of size, that has critical impact upon the organization as a whole, such as most or all of a campus, medical center, UCOP or the UC System. Has significant responsibility for formulating and administering policies and programs, manages significant human, financial, and physical resources, and functions with a very high degree of autonomy. Oversees through subordinate managers the accountability and stewardship of department resources and the development of systems and procedures to protect organizational assets. |
Custom Scope
| Participates with other higher-level managers to establish strategic plans and objectives. Makes decisions on operational matters and ensures achievement of objectives for a large college or operating unit with a direct impact on a major segment of the organization, or with significant multi-organizational or multi-institutional influence. Reviews and approves recommendations for operational planning and control. Erroneous decisions will have serious impact on the overall success of the department, division and/or the organization. |
Department Custom Scope
| Reporting to the Dean of the Marlan and Rosemary Bourns College of Engineering (BCOE), the Assistant Dean and Chief Financial Administrative Officer (CFAO) serves as a member of the Dean's senior management team and is principal advisor to the Dean, Associate Deans, and Assistant Deans in support of the college mission. The CFAO has full responsibility for directing administrative operations for the Dean's office, which plans, directs, and coordinates the academic, administrative, and financial affairs of BCOE. In fulfilling these responsibilities, the CFAO plays an integral role in the development of the college's long-range goals and objectives, and provides executive leadership and direction in the implementation of the college's administrative and financial policies and procedures. An in-depth understanding of the current needs of the college, the demand from growth, and strategic goals for the future are required to continue the college's financial health and maximize operational effectiveness. BCOE consists of five academic departments, two interdisciplinary programs, and multiple research centers as well as leads one of the four payroll shared service centers on campus (POSSC), which provides payroll transaction services to other college orgs. The college is currently home to 122 ladder rank faculty and approximately 150 academic positions supporting the academic mission through instruction and research. The CFAO has direct oversight of the annual budget, which was over $86M in FY17 with $36M coming from General State funds and the remaining from other sources such as contracts/grants, external gifts, sales & service, and student fees. |
Education & Experience Requirements
Education Requirements
| Degree | Requirement |
|---|---|
| Bachelor's degree in related area and/or equivalent experience/training. | Required |
| Advanced degree. | Preferred |
Experience Requirements
| Experience | Requirement |
|---|
License Requirements
Certification Requirements
| Certification | Requirement |
|---|
Educational Condition Requirements
| Condition | Requirement |
|---|
Key Responsibilities
| Description | % Time |
|---|---|
| Determines and establishes organizational structures and supervisory relationships; often responsible for managing a major segment of the organization. | 10 |
| Participates with other higher-level managers to establish organization strategic plans and objectives. | 20 |
| Represents the organizational unit in organization-wide and systemwide meetings and discussions. | 5 |
| Plans, designs, influences and implements organization-wide processes. | 5 |
| Makes decisions on administrative or operational matters and ensures achievement of operation's objectives (operational and budget processes, academic and/or staff FTE, finance, recharge administration, fundraising, human resources, IT and space planning). | 5 |
| Interacts with higher-level management on controversial situations, customer negotiations, or influencing and persuading other high level managers. | 5 |
| May coordinate/oversee activities for other UC locations or external universities. | 5 |
| Advises senior managers on controversial situations, customer negotiations, or influencing and persuading other high level managers. | 5 |
| Instills strong management practices among subordinate managers. | 5 |
| Manages, prepares, administers, and directs organization-wide programs. | 5 |
| Resource Management- The CFAO has overall management responsibility for the College's resources. | 25 |
| Chief of Staff- The CFAO also manages the administrative and fiscal operations in the Office of the Dean, providing leadership in the areas of human resources, and business and financial management. | 5 |
Knowledge, Skills & Abilities
| Knowledge/Skill/Ability | Requirement |
|---|---|
| Advanced skills in strategy development, systems planning and change management. | Required |
| Excellent leadership abilities to oversee multiple functions or departments through subordinate managers. | Required |
| Advanced knowledge of administrative management theory and ability to translate knowledge into practice. | Required |
| Excellent ability to establish metrics for department and employee goals which measure effectiveness of contributions to efficient operations of department. | Required |
| Advanced project management skills, including the capability to manage capital projects. | Required |
| Excellent skills to work collaboratively and act persuasively in sensitive situations; skills in conflict management techniques. | Required |
| Skills in establishing and implementing customer service standards.Excellent ability to establish metrics for department and employee goals which measure effectiveness of contributions to efficient operations of department. | Required |
| Advanced knowledge of financial analysis and reporting techniques; human resources and risk management planning; accounting and payroll. | Required |
| Strong knowledge of common organization-specific and other computer application programs. | Preferred |
| Demonstrated skills in written and oral communications with the ability to make effective presentations to groups. | Preferred |
| Demonstrated skill in using software applications including spreadsheet, word processing, presentation, and data base applications. | Preferred |
Special Requirements & Conditions
| Special Condition | Requirement |
|---|---|
| Must pass a background check. | Required |
Other Special Requirements & Conditions
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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 |