General Information
| Job Description | ADMIN SUPV 2 | Working Title | Financial Administrative Officer |
|---|---|---|---|
| Job Code | 007375 | Grade | 23 |
| Department Name | Comp Lit & For Lang/Hisp Admin - D01331 | Department Head | Jeffrey Sacks |
| Supervisor | Jeffrey Sacks | Effective Date | 10/04/2021 |
Position(s) Directly Supervised
| Job Code | Title | FTE |
|---|---|---|
| 004574 | STDT SVC ADVISOR 2 | 1.0 |
| 004722 | BLANK AST 3 | 1.0 |
| 004724 | BLANK AST 1 | 1.0 |
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
| Senior staff member of the administrative unit for two departments within CHASS. 1) The Department of Comparative Literature and Languages (CLL) and 2) The Department of Hispanic Studies (HS). Provides administrative and financial leadership and support to the departments. Combined, total population equates to 25 ladder faculty FTE, 4 staff FTE, up to 31 lecturer faculty, approximately 265 undergraduate students, and 71 graduate students which include Teaching Assistantships. Combined permanent and temporary operating budgets of approximately 4.8 million dollars, designated/grant budgets of approximately $350,000 and The Chancellor's Chair Fund for Innovative Teaching budget with annual delegations of $75,000. The Financial and Administrative Officer (FAO) for both departments reports to the department Chairs and has a dotted reporting line to the College's Assistant Dean & CFAO and is responsible for providing management, coordination and oversight of the daily operations of the department including financial, human resources, academic support, contracts and grants, facilities management and other operational matters. This position manages business, accountability, stewardship, and support functions in the department to achieve the departments and College of Humanities, Arts, & Social Sciences (CHASS) goals and objectives in meeting the mission of the University. |
Education & Experience Requirements
Education Requirements
| Degree | Requirement |
|---|---|
| Bachelor's degree in related area and/or equivalent experience/training. | Required |
Experience Requirements
| Experience | Requirement |
|---|---|
| Minimum of 6 years of related experience. | Required |
| 6 - 10 years of related experience. | Required |
| Previous supervisory/managerial experience. | Preferred |
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.
|
50 |
Selects, develops, and evaluates personnel to ensure the effective and efficient operation of the function.
|
15 |
Participates in the development and monitoring of policies and procedures for departmental operations.
|
10 |
| Responsible for quality and quantity of work. | 10 |
| Supervises the work of a department with responsibility for quality and quantity of work. | 5 |
| Recommends hiring of new employees, transfers, promotions, salary actions, terminations, performance management and budget recommendations. | 5 |
| May manage systems and procedures to protect departmental assets. | 5 |
Knowledge, Skills & Abilities
| Knowledge/Skill/Ability | Requirement |
|---|---|
| Experience inputting, reconciling, and reporting financial transactions and payroll in an on-line financial environment. | Required |
| Solid knowledge of financial analysis and reporting techniques; human resources and risk management planning; accounting and payroll. | Required |
| Excellent judgment in identifying and resolving operational conflicts and concerns. | Required |
| 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 organizational and customer service skills to effectively manage multiple priorities. | Required |
| Experience in researching, interpreting, and establishing administrative guidelines and procedures. | Required |
| Solid interpersonal skills including verbal and written communication, active listening, critical thinking, persuasiveness, advising, and counseling to effectively motivate others. | Required |
| 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 |
| Demonstrated hands-on experience with the financial/accounting functions of an administrative unit, including the preparation of management-level financial reports. | Required |
| Ability to use PC or MAC and the following software programs: MS Word, Excel, publishing programs, and email. | Required |
| Interpersonal skills to effectively motivate others. | Required |
| Excellent written communication skills, including the ability to compose business correspondence, edit and use correct spelling, punctuations, and grammar. | Required |
| Excellent oral and interpersonal communication skills, with the ability to establish and maintain cooperative and effective working relationships with all levels of the University community. | Required |
| Solid skills to quickly evaluate complex issues and identify resolution. | Required |
| Demonstrated skills in employee supervision and HR administration. | Required |
| Solid knowledge of common organization-specific and other computer application programs. | Required |
| Excellent analytical skills for organizing, evaluating, and reporting data. | Required |
| Experience with Academic Staff Personnel in an Academic Setting. | Required |
| Experience with the administrative functions and policies related to academic and staff personnel management in an academic environment. Knowledge of University policies and procedures, with the ability to process financial transactions on UCRFS and appropriate feeder systems. Knowledge and experience in Business office space planning. General knowledge and experience in basic computer troubleshooting. Experience with conference and event planning and organization. | Preferred |
Special Requirements & Conditions
| Special Condition | Requirement |
|---|
Other Special Requirements & Conditions
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Level of Supervision Received
| Direction |
Environment
Working Environment
| On Campus and possible remote work arrangement |
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: Yes |