General Information
| Job Description | ADMIN MGR 1 | Working Title | Financial & Administrative Officer |
|---|---|---|---|
| Job Code | 000547 | Grade | 25 |
| Department Name | Electrical & Computer Eng - D01004 | Department Head | |
| Supervisor | Effective Date | 06/01/2020 |
Position(s) Directly Supervised
| Job Code | Title | FTE |
|---|---|---|
| 004722 | BLANK AST 3 | 2 |
| 004921 | STDT 2 | 4 |
| 004575 | STDT SVC ADVISOR 3 | 1 |
| 006205 | RSCH ADM 2 | 1 |
| 004574 | STDT SVC ADVISOR 2 | 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 Financial and Administrative Officer (FAO) is a critical position providing leadership in the management of financial, personnel, student affairs, facilities, administrative and research support operations for a large academic department in the Marlan and Rosemary Bourns College of Engineering (BCOE). This position also provides administrative and financial leadership in the management of several BCOE Research Centers supported through the Department of Electrical and Computer Engineering. This includes the Department of Electrical & Computer Engineering, the Center for Research in Intelligent Systems (CRIS), Center for Phonon Optimized Engineered Materials (POEM), Ubiquitous Communication by Light (UC-Light), Energy, Economics, and Environment (EEE), and Microelectronics Laboratory. Additionally, the FAO also provides leadership in financial and administrative support operations for two interdepartmental graduate programs and more than two dozen research labs within ECE, which are engaged in cutting-edge research. ECE department's faculty and graduate students make up the largest portion of contributors to engineering research centers within the College. As the Financial and Administrative Officer, the incumbent provides daily management and oversight of three administrative teams (7 staff positions direct/indirect). The management functions are highly complex, encompassing teaching, extensive research and outreach components and include approximately $9 Million in state appropriations and $6 million in contract and grants administered over 165 discreet fund sources. The FAO will be responsible for managing the development of new technology initiatives and focus areas to fulfill the vision, priorities and goals of the Department and Centers, such as building the future motion capture system and a new computing facility identified to be a shared service facility. The administrative unit supports 32 faculty positions and approximately 213 non-senate academics, postdocs, graduate students & administrative staff. |
Education & Experience Requirements
Education Requirements
| Degree | Requirement |
|---|---|
| Bachelor's degree in related area and/or equivalent experience/training. | Required |
| Masters degree in related area and/or equivalent experience/training | Preferred |
Experience Requirements
| Experience | Requirement |
|---|
License Requirements
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.
|
30 |
| 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. | 10 |
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).
|
15 |
Develops and monitors operational and budget processes, staff FTE, finance, human resources and space planning.
|
15 |
Manages systems and procedures to protect departmental assets.
|
10 |
Oversees the preparation and management of grant and contract proposals involving a diverse and/or wide variety of funding sources and agencies.
|
10 |
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.
|
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 |
| 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 |
| Demonstrated ability to tackle tough HR issues including reductions-in-time, grievance resolution, etc. coupled with the ability to recruit, train, motivate and retain a well-qualified administrative staff. | Required |
| Proven ability to organize department work functions in an efficient and effective manner. | Required |
| Proven expertise in the area of financial controls coupled with strong policy interpretation and implementation skills | Required |
| Ability to respond effectively to facilities and safety issues by taking immediate action and engaging experts to broker resolution. | Required |
Special Requirements & Conditions
| Special Condition | Requirement |
|---|
Other Special Requirements & Conditions
|
Level of Supervision Received
| GeneralDirection |
Environment
Working Environment
| Campus |
Other Requirements
Items Used
|
Physical Requirements
|
Mental Requirements
|
Environmental Requirements
|
Critical Position
| Is Critical Position: No |