General Information


Job Description ADMIN MGR 1 Working Title Chief Operating Officer
Job Code 000547 Grade 25
Department Name Alianza UCMX - D02079 Department Head Ma Isabel Studer Noguez
Supervisor Ma Isabel Studer Noguez Effective Date
Position(s) Directly Supervised
Job Code Title FTE
006206 RSCH ADM 3 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
Reporting to the Chancellor and UC Provost, Alianza MX is a systemwide effort involving all 10 campuses of the University of California, as well as the national laboratories. It comprises UC MEXUS, a multi-campus research unit with collaborative research and academic exchange programs; Casa de California, UC's facility and headquarters in Mexico; and a series of strategic initiatives that involve faculty from across the system, along with their Mexican collaborators. The role of the Chief Operating Officer (COO) is to oversee and manage all administrative, human resources, and financial activities for Alianza MX. Working with the Director of Alianza MX, the COO coordinates and helps implement systemwide agreements with Mexican agencies and academic institutions. This requires frequent interaction with the pertinent offices at UC Riverside, Office of the President (including the Office of General Counsel), and other UC campuses, as well as counterparts in Mexico. The COO ensures compliance with campus and systemwide policies, and with relevant Mexican regulatory requirements, including those of the Casa de California civil association. He or she is also responsible for providing appropriate documentation for accountability to both UC Riverside, as the lead campus for this systemwide program, and Office of the President. The COO is a key advisor to the Director of Alianza MX on matters related to strategic planning, administration, human resources, and finance, and represents the Director as needed. Fluency in Spanish, both oral and written, is essential.

Education & Experience Requirements

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

Experience Requirements
Experience Requirement
8 - 13 years of related experience. Required
University of California experience. Preferred
Previous supervisory/managerial experience. Preferred

License Requirements
License Requirement
Valid Driver License Preferred

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.
  • Serves as strategic advisor to Director of Alianza MX. Provides administrative, human resources, and financial oversight for a University of California systemwide office. Ensures that investment of resources supports the program's strategic priorities. Accountable to both UC Riverside and Office of the President for all financial and administrative matters. Requires frequent interactions with governmental, academic, and business institutions in Mexico. Deals regularly with Consejo Nacional de Ciencia y Tecnolog�(CONACYT) as well as legal counsel, banks, and accounting agencies in Mexico.
 15
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.
  • These responsibilities extend not only to UCR-based activities, include personnel and human resources activities/actions, facilities, and financial transactions throughout UC and in Mexico. Oversees the distribution of funds awarded to other departments, campuses, for grants programs, student research programs, faculty programs, postdoctoral exchange, and strategic initiatives. Establishes procedures to facilitate strategic priorities while adhering to policies of UC and Mexican institutions.
 15
Develops and monitors operational and budget processes, staff FTE, finance, human resources and space planning.
  • Includes developing and monitoring these processes for operations and personnel at Casa de California in Mexico. Ensures that planning for space, staff, budget, and operations are closely married to and in support of academic and strategic planning for the overall Mexico Program.
 10
Oversees the preparation and management of grant and contract proposals involving a diverse and/or wide variety of funding sources and agencies.
  • Works with the Director of Alianza MX and Associate Director for Research and Innovation , academic coordinator(s), and development personnel to seek external funding from federal, state, and private sources as well as foundations in both the U.S. and Mexico. Assists in forming collaborations with other governmental agencies or private entities, as appropriate.
 10
Develops and prepares budgets and financial reports for grants, general appropriations, endowments and other funds. Funds appropriations are typically moderate in complexity.
  • Alianza MX is atypical in that it both receives and awards grants. This position reviews and provides final budget approval for all grant proposals awarded by the program, as well as requests for grant extensions and rebudgeting of grant funds. Establishes accountability structures and assigns responsibilities to ensure appropriate accountability.
 10
Oversees UC's financial and other business transactions with Mexico. Ensures compliance with bylaws of Casa de California civil association. Prepares institutional sub-contracts and various agreements with Mexican governmental and educational institutions, as well as other inter-institutional financial, personnel, and service agreements. Manages international wire transfers and monitors currency exchange.
10
Manages and develops internal communications for the Alianza MX team to include updating the information for the Alianza MX website.
10
May coordinate/oversee activities for other UC locations or external universities.
  • Provides oversight to administrative and financial operations involving all 10 UC campuses and national laboratories, as well as Casa de California, UC's facility in Mexico. Involves providing advice and support for the activities of other UC campuses as related to Mexico. Develops and negotiates MOUs between the UC system and institutions/agencies in Mexico; seeks advice and approval of Office of General Counsel.
 5
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).
  • A part of short- and long-range planning activities, regularly conducts assessments of operations and develops financial projections to ensure adherence to goals.
 5
Plans for physical plant rehabilitation and renovation.
  • In addition to providing oversight for campus-based space, this position is responsible for providing liaison to both Casa de California and UC Office of the President for the rehabilitation, renovation, and ongoing maintenance of the facility in Mexico.
 5
Represents the department on business affairs to the institution community.
5

Knowledge, Skills & Abilities

Knowledge/Skill/Ability Requirement
Broad knowledge of financial analysis and reporting techniques; human resources and risk management planning; and/or accounting and payroll. Required
Proven skills to quickly evaluate complex issues and identify multiple options for resolution. Required
Skills to work collaboratively with other locations. 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 management and conflict resolution skills to effectively lead and motivate others. Required
Fluency in Spanish, both oral and written; ability to translate from English to Spanish and vice versa. Required
Broad knowledge of common organization-specific and other computer application programs. Preferred
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
Familiarity with University of California policies and procedures, particularly as related to administrative and financial matters. Preferred
Knowledge of regulatory and policy requirements in Mexico; sensitivity to cultural issues. Preferred

Special Requirements & Conditions
Special Condition Requirement
Occasional travel for university related business meetings, conferences and/or professional development. Required
Travel Outside of Normal Business Hours Required
Ability to travel, both domestically and from Mexico as needed for UC related business. Required

Other Special Requirements & Conditions

Level of Supervision Received
General Direction

Environment

Working Environment
Campus

Other Requirements

Items Used
  • Standard Office Equipment
  • Computer
  • Copier
  • Scanner
  • Printer

Physical Requirements
  • Bend : N/A
  • Sit : Frequently
  • Squat : N/A
  • Stand : Occasionally
  • Crawl : N/A
  • Walk : Occasionally
  • Climb : N/A
  • Other : Ability to travel internationally.

Mental Requirements
  • Read/Comprehend : Constantly
  • Write : Constantly
  • Perform Calculations : Constantly
  • Communicate Orally : Constantly
  • Reason & Analyze : Constantly
  • Other : Ability to translate from English to Spanish and vice versa.

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

Critical Position

Is Critical Position: Yes

More Information

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University of California, Riverside
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Riverside, CA 92521
Tel: (951) 827-1012

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Human Resources
1160 University Ave.
Riverside, CA 92521

Fax: (951) 827-6493
E-mail: jobshelp@ucr.edu

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