General Information


Job Description ADMIN MGR 1 Working Title Finance and Administrative Officer - Neurosciences
Job Code 000547 Grade 25
Department Name SOM Neuroscience - D02016 Department Head Christopher Fichtner
Supervisor Maria Aldana Effective Date 11/01/2021
Position(s) Directly Supervised
Job Code Title FTE
004722 BLANK AST 3 1.0
007707 FINANCIAL ANL 1 1.0
007376 ADMIN OFCR 2 1.0

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 unique and exciting position responsible for providing leadership in the management of financial, operational, managerial, human resources, academic affairs, facilities, and other administrative operations for the School of Medicine's (SOM) / UCR Health Neurosciences departments. The Neurosciences units, which include Psychiatry, Pain Management, Neurosurgery and Neurology has approximately 21 clinical faculty FTE, and 27 Resident FTE that are supported under the Graduate Medical Education (GME) program. The Neurosciences also has 3 outpatient clinics managed by clinic managers and under the purview of the Chair. The position provides consultative support to the Department Chair and to the Associate Dean/Chief Financial and Administrative Officer, by advising on resolutions to complex administrative and financial matters. The Neurosciences budgets combined are valued at approximately $13M and are composed of multiple funding sources including clinical revenue, contracts and grants (C&Gs), S&S, state appropriations and gifts. S/he will also be responsible for administering a $15M Psychiatry 5-year State Grant, in addition to the operating budgets for the units. Serves as financial advisor to the department Chair, responsible for managing the unit's operating budget, monitoring and/o or participating in the development and implementation of Professional Service Agreements (PSA) and Provider-specific Profit and Loss (P&L) Statements; helps initiate the contracting process in partnership with the SOM Central Contracts unit, and manages the annual Faculty Appointments Renewal process. This position has significant responsibility in organizing work to achieve broadly stated goals for the department, programs, and lines of business. The FAO identifies objectives, provides leadership, develops strategies and policies, and functions with a high degree of autonomy. Lastly, the FAO also provides indirect supervision to the GME coordinators for the Psychiatry GME programs.

Education & Experience Requirements

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

Experience Requirements
Experience Requirement
8 - 13 years of related experience. Required
Extensive experience in working with cross-functional teams. Required
Demonstrated experience with the operation of, and working knowledge of, the goals and objectives of a research, education, and/or clinical department within a major university. Required
Experience in finance and administration in a leadership role at a university or related environment. Preferred
Experience managing research/education/clinical budgets, including budgets with contracts with outside agencies for services and expertise. Preferred
Demonstrated progressively responsible management experience in strategic planning, policy development, forecasting, resource analysis, financial management and budgeting. Required
Previous supervisory/managerial experience. Preferred

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.
  • Manages daily activities of the Neurosciences division staff, determines staffing needs, and allocates administrative support to projects. Manages and evaluates performance of staff; recruits, hires, develops, motivates, promotes, and monitors professional growth and staff development. Also mitigates complex administrative and HR matters impacting staff and faculty. Serve as departmental liaison with the Academic Affairs Office, Sponsored Research and Programs, Finance, Business Operations, Human Resources, Information Technology, and Facilities. Participates in the academic personnel process to include faculty recruitments, appointments, reappointments, merit process and/or promotion process.
20
Develops and monitors operational and budget processes, staff FTE, finance, human resources and space planning.
  • Develops Clinical and GME Sales & Service (S&S) rate structures and proformas to assess clinical and GME business decisions, presents to leadership and engages in the overall approval and establishment process. This may also include the indirect oversight and approval of all monetary revenue contracts with affiliated hospitals and training sites. Directs the preparation of the annual budget for the department, programs and/or for each Clinical Provider, as needed. Also sustains familiarity with and understanding of clinical productivity benchmarks and metrics, including AAMC and MGMA. Provides advice, guidance, and recommendations to the Department Chair. Oversees the development of the financial infrastructure of the department; oversees financial management of all operating funds; oversees the development and design of systems and fiscal structures; oversees and approves multi-year and long-range budgets, budget projections, and annual financial reports; Oversees long & short-term planning for space needs. Advises the division directors concerning all matters pertaining to sound fiscal management. Responds to inquiries from the Dean's Office and the campus.
 20
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).
  • Makes recommendations for developing strategic and other long-range plans which would best achieve the teaching, research and service missions of the division. Provides strategic direction and management of the division. Interprets and ensures compliance with federal/state laws and regulations, and University policies regarding personnel matters for staff, faculty, volunteers and students. Helps lead the annual review and update of the Health Sciences Compensation Plan (HSCP), which is a key guideline used to measure productivity and Health Sciences requirements for all clinical HSCP faculty. Coordinate regular meetings with the chairs/directors to discuss departmental priorities, operational concerns and constraints, and to facilitate planning efforts. Ensure that lines of communication are established for the chairs/directors, departmental and interdepartmental faculty, and other personnel to be made aware of relevant unit and campus information on a timely basis.
 15
Oversees the preparation and management of grant and contract proposals involving a diverse and/or wide variety of funding sources and agencies.
  • Participates in the grant process, external reviews, grant applications, and other high-level activities that will affect the grants acquired to support educational and clinical operations. Often troubleshoots complex challenges arising in the course of research projects and works with the SOM Contracts unit for specific educational and clinical agreements which includes partnering with internal (UC system) and external (external to UC system) constituents at various hospitals and clinics.
15
Establishes and recommends change to policies which affect the assigned unit(s).
  • Develops policy as it relates to the division. Develops and disseminates SOP's, guidelines & training programs affecting the division's operations and ensures compliance with regulatory authorities and UC/UCR/SOM policies.
10
Represents the department on business affairs to the institution community.
  • Serves as a project manager in various capacities for initiatives impacting the School and Clinics. May participate in campus and/or system-wide initiatives. Trains staff on various campus and SOM applications. Represents division at SOM and campus meetings as needed; and serves on various internal and external committees representing SOM/UCR Health.
 10
Develops and prepares budgets and financial reports for grants, general appropriations, endowments and other funds. Funds appropriations are typically moderate in complexity.
  • Develops and manages budgets for individual and divisional projects. Ensures that research reporting requirements are met, and that division research meets highest ethical standards. In conjunction with the Department Chair and CFAO, develops annual departmental budgets considering all revenue sources and departmental expenditures. Responsible for managing all fiscal related functions of the clinical department, including budget, detailed review and projections of clinical revenue and productivity measures, provider Total Negotiated Salary (TNS) renewals, contract negotiation in partnership with Contracts unit and other SOM units and oversight of financial revenue and expense information as reported by central operational units. Functions also include annual oversight of GME programs and C&G administration. Ensures timely review of monthly financial reports and follows up on required costing adjustments. Develops, designs and/or requests financial reports and recommends/initiates corrective strategic actions as needed to ensure financial solvency within the departments. Meets with Department Chair and CFAO on a monthly/quarterly basis to inform/advise on budgetary matters. Performs and prepares financial feasibility studies for implementation of new programs and presents to Leadership teams, changes in compensation structure, departmental assessments, cost containment and/or corrections. Maintains accurate and comprehensive records related to all financial transactions performed by the departments.
 10

Knowledge, Skills & Abilities

Knowledge/Skill/Ability Requirement
Skills to work collaboratively with other locations. Required
Broad knowledge of common organization-specific and other computer application programs. 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
Proven ability to make independent decisions, analyze situations, solve problems and initiate actions for the effective management of a large and complex unit. Required
Strong verbal and written communication skills; ability to influence/persuade all levels of staff. Required
Ability to function effectively as a member of a management team and to identify and resolve organizational problems. Required
Proven ability to organize department work functions in an efficient and effective manner. Required
Demonstrated management and conflict resolution skills to effectively lead and motivate others. Required
Demonstrated skill in quantitative analysis, financial and statistical techniques and fiscal projections. Required
Proven skills to quickly evaluate complex issues and identify multiple options for resolution. Required
Broad knowledge of financial analysis and reporting techniques; human resources and risk management planning; and/or accounting and payroll. Required
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. Preferred

Special Requirements & Conditions
Special Condition Requirement
Occasional travel between campus and other SOM locations for meetings as needed. Required
Occasional travel for university related business, conferences and professional development activities. Required

Other Special Requirements & Conditions

Level of Supervision Received
General Direction

Environment

Working Environment
Office and clinical settings.

Other Requirements

Items Used
  • Standard Office Equipment

Physical Requirements
  • Crawl : N/A
  • Squat : N/A
  • Walk : Occasionally
  • Climb : N/A
  • Bend : N/A
  • Sit : Constantly
  • Stand : Occasionally

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

Environmental Requirements
  • Is around moving machinery : No
  • Works in confined quarters : No
  • Drives motorized equipment : No
  • Fumes : No
  • Dust : No
  • Is exposed to excessive noise : No
  • Is exposed to marked changes in temperature and/or humidity : No

Critical Position

Is Critical Position: Yes

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