General Information
| Job Description | ADMIN SUPV 2 | Working Title | Financial Administrative Officer |
|---|---|---|---|
| Job Code | 007375 | Grade | 23 |
| Department Name | CHA&SS Dean's Office - D01008 | Department Head | |
| Supervisor | Effective Date | 10/17/2018 |
Position(s) Directly Supervised
| Job Code | Title | FTE |
|---|---|---|
| 004722 | BLANK AST 3 | 4 |
| 007708 | FINANCIAL ANL 2 | 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
| Responsible for supervising the administrative services of a large academic department within a school OR college OR non-academic department (program). Typically reports to a manager. Administrative services include all or some of the following functions: IT, facilities, student services, contracts and grants, budgetary financial management and/or human resources. Supervises support and/or professional staff. |
Department Custom Scope
| The Financial and Administrative Officer for the Economics/Political Science Administrative Unit provides oversight and coordination of the financial and administrative support functions of the corresponding academic departments. The position reports the Department Chairs and the College's Assistant Dean & CFAO, and has primary responsibility for providing management, coordination and oversight of the daily operations of the department(s) including financial, human resources, academic support, contracts and grants, facilities management and other operational matters. The Departments academic personnel include ladder rank faculty, lecturers, Visiting Professors, Researchers,Associate Ins and Teaching Assistants. The departments offer both undergraduate and graduate degree programs. The total operating budgets for the departments is over $7.1M. This position manages business, accountability, stewardship, publicity, and support functions in the departments to achieve department and CHASS goals and objectives in meeting the mission of the University. Has significant responsibility to organize work and achieve broadly stated goals for the departments. Identifies objectives, develops strategies and policies, and functions with a reasonable degree of autonomy in collaboration with the Chairs. |
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 |
|---|---|
| Participates in the creation, maintenance and reporting of operational and budget processes, academic and/or staff FTE, finance, human resources and space planning. | 15 |
| Participates in the development and monitoring of policies and procedures for departmental operations. | 15 |
| Supervises the work of a department with responsibility for quality and quantity of work. | 20 |
Recommends hiring of new employees, transfers, promotions, salary actions, terminations, performance management and budget recommendations.
|
5 |
Selects, develops, and evaluates personnel to ensure the effective and efficient operation of the function.
|
5 |
| May manage systems and procedures to protect departmental assets. | 5 |
| Reviews, evaluates and redesigns existing departmental business and administrative processes, policies and procedures to enhance and improve operating efficiencies and work quality. Build strong cross-functional teams that support the academic departments in an efficient and effective manner. Attends and actively participates in departmental, college and university meetings as required. Provides leadership and guidance to less senior managers and professional staff. Ensures that UCR Diversity policies, practices and standards of appropriate behavior as well as principles of community are followed within assigned departments. Ensures compliance with University policies and procedures as well as applicable state and federal laws. Fosters teamwork and a positive professional work environment. Performs other duties as assigned. Student Services: Responsible for leadership and oversight of all administrative aspects supporting the undergraduate and graduate degree programs. In collaboration with the CHASS StudentAcademic Affairs Office, ensures adequate staffing to provide timely information and service to the undergraduate programs offered. Provides oversight of the Academic Advisors in collaboration with the CHASS Director of StudentAdvising and provides input to the Director onAcademic Advisors performance reviews. Ensures adequate staffing to provide information on the graduate programs offered. Provides coordination and oversight of academic functions including graduate recruiting and advising, course scheduling, curricular changes, teaching assistantships and teaching assignments in collaboration with individualAnalysts, faculty, Chairs, Graduate Advisors and the Graduate Division. Public Events: Works in concert with the Chairs to promote and publicize departmental events such as, public events, guest lectures, and departmental conferences/symposiums/colloquia. | 20 |
| Oversee the Equipment Inventory, Space Allocations, and Special Collections. Projects departmental space needs, reviews allocated space, prepares annual space allocation reports in FMS, recommends solutions for space constraints and requests for additional space. Manages research and other departmental spaces recommends solutions for space constraints and requests for additional space. Liaison with related campus offices, and manages the departments current and future space planning and renovation projects. | 5 |
| Oversees the academic personnel process for each department working the Deans Office Academic Personnel Team, department faculty and Chairs. Maintains knowledge of academic personnel policies involving recruitment, appointment, merits and promotions, retention, Unit 18 policies for lecturers, the ASE (Academic Student Employee) contracts, and all policies contained in the Academic Personnel and Academic Senate manuals, the Call and other local policies. May advise academic employees regarding benefits, removal expenses, the mortgage origination program, and other personnel matters.Attends the Quarterly Chair Forums, eFile user group meetings, and DBA trainings as appropriate. In collaboration with the CHASS AP Analyst is aware of all academic personnel actions and the fiscal impacts on departmental budgets. Provides input to the CHASS Director ofAcademic Personnel onAnalyst performance reviews. | 10 |
Knowledge, Skills & Abilities
| Knowledge/Skill/Ability | Requirement |
|---|---|
| Solid knowledge of the organization's processes, protocols and procedures with a focus on budget, account and fund management and/or personnel management within labor contract(s) and personnel policy. | Required |
| Solid knowledge of financial analysis and reporting techniques; human resources and risk management planning; accounting and payroll. | Required |
| Demonstrated skills in employee supervision and HR administration. | Required |
| Solid knowledge of common organization-specific and other computer application programs. | Required |
| Solid organizational and customer service skills to effectively manage multiple priorities. | Required |
| Solid interpersonal skills including verbal and written communication, active listening, critical thinking, persuasiveness, advising, and counseling to effectively motivate others. | Required |
| Solid skills to quickly evaluate complex issues and identify resolution. | Required |
| Ability to develop policies and procedures to ensure accountability in all aspects of departmental administration. | Required |
| Extensive knowledge of University policies, procedures, and common practices. | Preferred |
| Management experience in an academic environment. | Preferred |
| Ability to function independently and take responsibility for results; organize workload with close attention to detail; manage multiple tasks and timelines; and maintain strict confidentiality | Required |
| Knowledge of employment laws, union contracts, and UC personnel policies. | Preferred |
| Extensive knowledge of and demonstrated experience with Microsoft Office and common desktop/web applications in relations to on-line accounting, spreadsheets and data base management systems. | Preferred |
| Knowledge of University policies and procedures, with ability to process all financial transactions on UCRFS and appropriate feeder systems. Management experience in an academic environment. Knowledge and working experience in the disciplines of the academic departments | Preferred |
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 |