General Information
| Job Description | ADMIN SUPV 2 | Working Title | Financial and Administrative Officer |
|---|---|---|---|
| Job Code | 007375 | Grade | 23 |
| Department Name | History - D01019 | Department Head | Michele Salzman |
| Supervisor | Katrice Calloway | Effective Date | 11/29/2021 |
Position(s) Directly Supervised
| Job Code | Title | FTE |
|---|---|---|
| 004575 | STDT SVC ADVISOR 3 | 1.0 |
| 004722 | BLANK AST 3 | 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
| Administers and coordinates complex fiscal budgeting and administration enabling the departments to maintain fiscal integrity and control. The incumbent's role of service is critical to the overall mission of the Administrative Unit in facilitating and enhancing academic support towards quality teaching, strong research, and service, while complying with applicable University policies and procedures, granting agencies' regulations, and adhering to the highest standards of ethics. The incumbent acts in accordance with the History Department overall mission statement. Working in a fast-paced Administrative Unit the incumbent administers and coordinates all fiscal activities of departmental budgets, including financial activity trend analysis and budget projection reports, and fiscal integrity and control. Performs complex budget/resource analysis, reviews departmental accounting and budgetary procedures as appropriate, and provides recommendations for improving the budgetary process and procedures for departments. Monitors and reconciles financial transaction detail ledgers. Provides assistance with contracts and grants, and reviews purchasing and procurement ensuring cost is appropriate, sufficient funds in place and the FAU is accurate. Provides guidance to faculty regarding fiscal policies and procedures and provides monthly financial reports to faculty. Reviews travel vouchers. Ensures compliance with internal audit requirements and University policies for all financial activities. Prepares reports and analyses for departmental chair. Manages the year-end fiscal close process and assist with budgeting. Coordinates HR processes for employees, ensuring proper appointment/classification/salary rates. Processes monthly payroll for academic and staff employees. Manages the recruitment, appointment, and re-appointment of non-senate academic personnel. Assist Chair with the course schedules, curricular changes, and teaching assignments. Coordinate and assist with graduate student recruitment, advising, and support. Oversees the allocation and coordination of teaching assistantships and the management of financial commitments to graduate students. Reports on enrollment and curriculum. Assists the Chair with general administrative, academic personnel and event management matters pertaining to faculty and student support. |
Education & Experience Requirements
Education Requirements
| Degree | Requirement |
|---|---|
| Bachelor's degree in related area and/or equivalent experience/training. | Required |
Experience Requirements
| Experience | Requirement |
|---|---|
| 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.
|
40 |
| Participates in the development and monitoring of policies and procedures for departmental operations. | 20 |
| Supervises the work of a department with responsibility for quality and quantity of work. | 10 |
| Gathers, analyzes, prepares and summarizes financial and HR reports. Keeps Chair apprised of the financial health of the department, provides faculty with financial statements. | 10 |
Recommends hiring of new employees, transfers, promotions, salary actions, terminations, performance management and budget recommendations.
|
5 |
| Selects, develops, and evaluates personnel to ensure the effective and efficient operation of the function. | 5 |
May manage systems and procedures to protect departmental assets.
|
5 |
| Serves on committees, representing department/unit. | 5 |
Knowledge, Skills & Abilities
| Knowledge/Skill/Ability | Requirement |
|---|---|
| Solid knowledge of financial analysis and reporting techniques; human resources and risk management planning; accounting and payroll. | Required |
| Solid knowledge of common organization-specific and other computer application programs. | Required |
| Solid organizational and customer service skills to effectively manage multiple priorities. | Required |
| Solid interpersonal skills including verbal and written communication, active listening, critical thinking, persuasiveness, advising, and counseling to effectively motivate others. | 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 skills to quickly evaluate complex issues and identify resolution. | Required |
| Demonstrated skills in employee supervision and HR administration. | Required |
| Knowledge of webpage maintenance, google, doodle and other online administrative applications. | Preferred |
Special Requirements & Conditions
| Special Condition | Requirement |
|---|
Other Special Requirements & Conditions
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Level of Supervision Received
| 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 |