UCR Jobs

General Information

Job Description	FINANCIAL ANL SUPV 1	Working Title	Finance and Administrative Manager
Job Code	004623	Grade	21
Department Name	AVC - Enrollment Services - D01163	Department Head
Supervisor		Effective Date	01/20/2020

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 Enrollment Services Financial and Administrative Services Team, and reporting to the Financial and Administrative Manager, independently executes diverse and complex functions associated with financial management, general administration, and human resources management for Financial Aid, Office of the Registrars and Enrollment Services. Manages all fiscal and budgetary processes for Financial Aid and Registrars, with an operating budget of approximately $5.2M across multiple fund sources. Monitors fiscal and budget transactions and maintains appropriate internal controls. Provides leadership, professional development, and oversight to the administrative team. With a focus on client value, LEAN processes, and a culture collaboration, ensures the highest levels of service to our clients. Provides administrative leadership and support to the Enrollment Services Organization as needed.

As part of the Enrollment Services Financial and Administrative Services Team, and reporting to the Financial and Administrative Manager, independently executes diverse and complex functions associated with financial management, general administration, and human resources management for Financial Aid, Office of the Registrars and Enrollment Services. Manages all fiscal and budgetary processes for Financial Aid and Registrars, with an operating budget of approximately $5.2M across multiple fund sources. Monitors fiscal and budget transactions and maintains appropriate internal controls. Provides leadership, professional development, and oversight to the administrative team. With a focus on client value, LEAN processes, and a culture collaboration, ensures the highest levels of service to our clients. Provides administrative leadership and support to the Enrollment Services Organization as needed.

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. Provide leadership and supervision to team members. Ensure direct reports provide efficient, standardized customer focused work product in support of organizational and departments goals. Create a culture of continuous improvement, LEAN administrative excellence and a culture of collaboration. 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.	25
Distributes and sets up work; monitors the progress of work of the unit. 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.	20
Recommends personnel-related actions. Responsible for over sight of Human Resource functions to include, full cycle recruitment, performance management, compensation review, payroll, staffing budget, work force analysis, and professional development and maintaining within the budget recommendations.	15
Reviews and approves financial and resource planning decisions and ensures the work of the unit is within policy guidelines and established procedures. Provide analytical support and guidance to Financial Aid, Office of the Registrars and Enrollment Services, including development of costing models, agreements and assignments of financial management and responsibilities. Maintain and enhance Power BI reports to track expenditures and fund sources to ensure accurate charging of expenditures against appropriate funding sources. Where appropriate, implement Time Driven Activity Based Costing models.	20
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.	20

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
Ability to screen applications, interview candidates, and either make selection decisions or recommend individuals for hire.	Required
Skills in mentoring and training staff and coaching for best performance.	Preferred
Intermediate knowledge and understanding of internal control practices and their impact on protecting University resources.	Preferred
Working knowledge of Microsoft Power BI for financial management.	Preferred
Working knowledge of LEAN principles of continuous improvement.	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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