General Information


Job Description ADMIN SUPV 2 Working Title Financial Administrative Officer
Job Code 007375 Grade 23
Department Name Art/Art History Admin - D01270 Department Head Cindy Williams
Supervisor Kristoffer Neville Effective Date
Position(s) Directly Supervised
Job Code Title FTE
004722 BLANK AST 3 1.0
004804 COMPUTER RESC SPEC 2 1.0
004574 STDT SVC ADVISOR 2 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
The Financial Administrative Officer (FAO) for the Art and Art History departments and the Art/Art History Administrative Unit reports to the department Chairs and has a dotted reporting line to the College's Assistant Dean & CFAO. The FAO is responsible for providing management, coordination and oversight of the daily operations of the departments and the administrative unit including financial, human resources, academic support, contracts and grants, facilities management and other operational matters. The Art/At History departments currently have 18 tenure track faculty, 35 other academic appointments (primarily Lecturers, Continuing Lecturers and Teaching Assistants) and 8 staff employees. The departments offer undergraduate degree programs with approximately 300 undergraduate majors, two master's degree programs (M.A. and M.F.A.) and a Ph.D program with approximately 30 graduate students and an operating budget of approximately $3 million. Art History has an extensive Visual Resources Collection and Art has a variety of studio/laboratory spaces. This position manages accountability, stewardship, and support functions to achieve 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.
20
Participates in the development and monitoring of policies and procedures for departmental operations.
20
Responsible for managing all business and support functions in the Art & Art History departments under the direction of the Chairs. Participates in CHASS and UCR finance and/or administrative committees and meetings. Provides leadership and mentoring for less experienced staff members within the department and the college. Has full administrative responsibility for the departments including but not limited to records management, communications, facilities, academic support, and personnel. Provides administrative leadership and professional input into the department's strategic planning process as advisor to the Chair and faculty. Performs analyses and makes recommendations as needed or requested including scheduling of classes. Interprets campus policies and procedures and develops departmental practices to implement them. Requires knowledge of academic and non-academic policies and procedures, forms. Oversees coordination of events.
15
Under the general direction of the Art and Art History Department Chairs in collaboration with the CHASS CFAO, the FAO is responsible for providing leadership for and supervision of the department's financial operations (budgeting, account reconciliation, purchasing, travel reimbursement, financial planning, contract and grant administration, etc.) and all funds administered by the departments, assuring that departmental and extramural accounts are properly monitored, fiscal controls are in place, and timely reporting occurs. Responsible for consulting with faculty and appropriate agencies to provide recommendations on all fiscal matters affecting the departments. Establishes and monitors accountability structure and access. Oversees account records, expenditures and balances, and advises departments of allocations and curtailments in expenditures as needed. Oversees staff for departments expenditures in diverse University funds including General Funds, other state funds, extramural funds, course materials fees, sales and service fees, gifts and endowments, and foundation funds. Supervises the year-end fiscal closing to balance all accounts in a timely manner. Analyzes problems, needs, and trends to provide creative solutions to budget problems. Prepares detailed spreadsheets, analyses and reports projecting departmental resources and expenses (i.e., academic and staff salaries, temporary academic funding, operating funds and expenses, and special project funds in short-term and long-term time frames). Acts as the liaison with the UCR Foundation. Meets all CHASS, UCR, and government reporting requirements for related financial activities.
15
Responsible for overseeing the administrative academic personnel activities working in collaboration with the CHASS Academic Personnel Office. Participates as needed to ensure that departmental, College and UCR academic personnel requirements are met in a timely and effective manner. Is aware of policies involving recruitment, appointment, merits and promotions, retention, Unit 18 policies for Lecturers, the ASE (Academic Student Employee) contract, and all policies contained in the Academic Personnel and Academic Senate manuals, and other local policies. In collaboration with the College Analyst is aware of all academic personnel actions and the fiscal impact on the departments budget. May advise academic employees regarding benefits, moving expenses, the mortgage origination program, and other personnel matters.
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
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

Knowledge, Skills & Abilities

Knowledge/Skill/Ability Requirement
Excellent written communication skills, including the ability to compose business correspondence, edit and use correct spelling, punctuation, and grammar. 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 knowledge of financial analysis and reporting techniques; human resources and risk management planning; accounting and payroll. Required
Experience in budget development and management using on-line financial, payroll, personnel, and purchasing systems as well as contract and grant administration Required
Ability to develop policies and procedures to ensure accountability in all aspects of departmental administration. Required
Experience with the administrative functions related to academic and staff personnel management. Experience in supervising administrative staff and coaching for best performance. Required
Extensive knowledge of University policies, procedures, and common practices. Required
Solid organizational and customer service skills to effectively manage multiple priorities. Required
Excellent oral and interpersonal communication skills. Demonstrated ability to communicate and interact effectively with others in all types of situations. Excellent judgment in identifying and resolving operational conflicts and concerns. 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
Extensive knowledge of and demonstrated experience with Microsoft Office and common desktop/web applications in relationship to on-line accounting, spreadsheets and database management systems. Management experience in an academic environment. Required
Solid skills to quickly evaluate complex issues and identify resolution. Required
Knowledge of employment laws, union contracts, and UC personnel policies. Required
Interpersonal skills to effectively motivate others. Required
Demonstrated skills in employee supervision and HR administration. Required
Solid knowledge of common organization-specific and other computer application programs. Required
Management experience in an academic environment. Preferred
Knowledge of UC policies and procedures, with the ability to process all financial transactions on UCRFS and appropriate UCR feeder systems. Knowledge ofArts facilities and equipment and Health and Safety in the Arts and related policies. Knowledge of library or image database systems. Knowledge ofArt and Art History program curriculum and courses. Preferred

Special Requirements & Conditions
Special Condition Requirement
Travel Outside of Normal Business Hours Required

Other Special Requirements & Conditions

Level of Supervision Received
Direction

Environment

Working Environment
Campus

Other Requirements

Items Used
  • Standard Office Equipment
  • Standard Office Equipment

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

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

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

Critical Position

Is Critical Position: Yes

More Information

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