General Information
| Job Description | ADMIN MGR 3 | Working Title | Chief Financial and Administrative Officer (CFAO)/Chief of Staff |
|---|---|---|---|
| Job Code | 000549 | Grade | 28 |
| Department Name | Student Affairs Admin - D01181 | Department Head | Brian Haynes |
| Supervisor | Brian Haynes | Effective Date | 05/04/2022 |
Position(s) Directly Supervised
| Job Code | Title | FTE |
|---|---|---|
| 007709 | FINANCIAL ANL 3 | 1.0 |
| 007710 | FINANCIAL ANL 4 | 1.0 |
| 005876 | INSTITUTIONAL RSCH ANL 4 | 1.0 |
| 007596 | HR GENERALIST 3 | 1.0 |
| 007708 | FINANCIAL ANL 2 | 1.0 |
Generic Scope
| Oversees through subordinate managers one or more large, complex departments or business units with multiple functional disciplines/occupations, OR manages a program, regardless of size, that has critical impact upon the organization as a whole, such as most or all of a campus, medical center, UCOP or the UC System. Has significant responsibility for formulating and administering policies and programs, manages significant human, financial, and physical resources, and functions with a very high degree of autonomy. Oversees through subordinate managers the accountability and stewardship of department resources and the development of systems and procedures to protect organizational assets. |
Custom Scope
| Participates with other higher-level managers to establish strategic plans and objectives. Makes decisions on operational matters and ensures achievement of objectives for a large college or operating unit with a direct impact on a major segment of the organization, or with significant multi-organizational or multi-institutional influence. Reviews and approves recommendations for operational planning and control. Erroneous decisions will have serious impact on the overall success of the department, division and/or the organization. |
Department Custom Scope
| The Chief Financial and Administrative Officer (CFAO) and Chief of Staff (COS) leads the Central Office Budget, Finance and Human Resources Units supporting multiple campus organizations (Orgs) including Orgs 25 & 38 (Vice Chancellor Student Affairs and Intercollegiate Athletics). The CFAO provides central management oversight of all operating budgets in the Divisions across multiple complex funding sources ($51.5M in VCSA and $16M in Athletics), including establishing a mechanism for systematic review and evaluation of budgetary and financial performance and ensure accountability across the organization(s). Under the direction of the Vice Chancellor of Student Affairs, and in collaboration with the Director of Intercollegiate Athletics, the CFAO serves as a key member of the senior management team by participating in organizational vision setting, decision making, and integrated problem resolution. As a member of the senior management team, the incumbent is responsible for compliance, resource planning, and decisions overall fiscal, administrative, and human resources functions; ensuring proper controls, performance, and accountability structures are in place. The CFAO/COS provides administrative leadership in the development, management, and enhancement of strategic and operational planning, budgeting, financial management, risk management, business processes, human resources management, and policy development. |
Education & Experience Requirements
Education Requirements
| Degree | Requirement |
|---|---|
| Bachelor's degree in related area and/or equivalent experience/training. | Required |
| Master's Degree in business administration or related field, or an equivalent combination of education and experience. | Preferred |
Experience Requirements
| Experience | Requirement |
|---|---|
| 10 - 15 years of related experience. | Required |
| Recent University of California experience. | Preferred |
| Minimum of five years of recent, progressive responsible experience in a higher education or similar environment. | Preferred |
| Previous supervisory/managerial experience. | Preferred |
| Demonstrated leadership experience in strategic planning, policy development, forecasting, resource analysis and management, and budgeting to meet unique goals | Required |
License Requirements
Certification Requirements
| Certification | Requirement |
|---|
Educational Condition Requirements
| Condition | Requirement |
|---|
Key Responsibilities
| Description | % Time |
|---|---|
Determines and establishes organizational structures and supervisory relationships; often responsible for managing a major segment of the organization.
|
35 |
Makes decisions on administrative or operational matters and ensures achievement of operation's objectives (operational and budget processes, academic and/or staff FTE, finance, recharge administration, fundraising, human resources, IT and space planning).
|
20 |
Instills strong management practices among subordinate managers.
|
15 |
Represents the organizational unit in organization-wide and systemwide meetings and discussions.
|
10 |
May coordinate/oversee activities for other UC locations or external universities.
|
10 |
Manages, prepares, administers, and directs organization-wide programs.
|
10 |
Knowledge, Skills & Abilities
| Knowledge/Skill/Ability | Requirement |
|---|---|
| Demonstrated knowledge and experience in strategic and tactical planning and proven ability to integrate budgetary and financial data into the planning process to include preparing and/or reporting of findings. | Required |
| Advanced skills in strategy development, systems planning and change management. | Required |
| Demonstrated leadership experience in strategic planning, policy development, forecasting, resource analysis and management,and budgeting to meet unique goals | Required |
| Skills in establishing and implementing customer service standards. Excellent ability to establish metrics for department and employee goals which measure effectiveness of contributions to efficient operations of department. | Required |
| Advanced project management skills, including the capability to manage capital projects. | Required |
| Excellent skills to work collaboratively and act persuasively in sensitive situations; skills in conflict management techniques. | Required |
| Demonstrated advanced knowledge of Microsoft applications, including Excel, Word, Access, Visio, SharePoint, data bases, or other electronic systems | Required |
| Ability to work effectively as a member of a management team and to identify and resolve organizational challenges working effectively with a diverse population of students, staff, and faculty. | Required |
| Skill in selecting, offering assignments, and coaching employees of a diverse workforce for development purposes that integrate personal and professional development with organizational needs. | Required |
| Excellent leadership abilities to oversee multiple functions or departments through subordinate managers. | Required |
| Demonstrated ability to interact and communicate effectively and professionally using tact and diplomacy, both orally and in writing, with faculty, staff, students, administrative officials, and the community at large regarding policy, procedures, human resource, financial and operational issues. | Required |
| Demonstrated knowledge and experience in human resources and payroll policies and procedures, including recruitment and selection of staff, supervision, performance management, employee development and training, employee relations and office reorganization. FLSA standards. | Required |
| Strong knowledge of common organization-specific and other computer application programs. | Required |
| Advanced knowledge of administrative management theory and ability to translate knowledge into practice. | Required |
| Ability to make independent decisions, analyze situations, solve problems and initiate actions for the effective management of a large and complex organization on a variety of issues. | Required |
| Excellent ability to establish metrics for department and employee goals which measure effectiveness of contributions to efficient operations of department. | Required |
| Knowledge & experience of business and accounting operations in a large, complex, multi-faceted organization, including knowledge of relevant regulations and standards to satisfactorily meet reporting requirements for financial activities (e.g. Generally Accepted Accounting Principles (GAAP)), OMG Circulars, & the principles of fund accounting and of governing internal controls. | Required |
| Advanced knowledge of financial analysis and reporting techniques; human resources and risk management planning; accounting and payroll. | Required |
| Working knowledge of university administrative policies, procedures, and systems. | Preferred |
Special Requirements & Conditions
| Special Condition | Requirement |
|---|---|
| Must pass a background check. | Required |
Other Special Requirements & Conditions
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Level of Supervision Received
| General 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: Yes |