General Information
| Job Description | ADMIN MGR 1 | Working Title | Financial & Administrative Officer |
|---|---|---|---|
| Job Code | 000547 | Grade | 25 |
| Department Name | Physics and Astronomy - D01057 | Department Head | Owen Long |
| Supervisor | Owen Long | Effective Date | 09/07/2022 |
Position(s) Directly Supervised
| Job Code | Title | FTE |
|---|---|---|
| 004722 | BLANK AST 3 | 1.0 |
| 004575 | STDT SVC ADVISOR 3 | 1.0 |
| 007375 | ADMIN SUPV 2 | 1.0 |
| 007122 | ENGR TCHN SUPV 2 | 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
| The position provides leadership in the management of financial, personnel, student affairs, administrative and research support operations for the academic department of Physics & Astronomy, for the College of Natural and Agricultural Sciences (CNAS) in consultation with Department Chair. As the Financial and Administrative Officer for Physics & Astronomy within CNAS, the incumbent provides daily management of the administrative team. The management functions are highly complex based on the following: The Department of Physics & Astronomy is a large and complex operation encompassing, teaching, extensive research and outreach components and includes approximately $7.6M in state permanent appropriations and $12.7M in contract and grants administered over 95 discreet fund sources. The Department of Physics & Astronomy supports more than 40 faculty and includes over 160 non-senate academics, postdocs, graduate students & administrative staff and submits approximately 80 proposals per year. |
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 |
| Previous supervisory/managerial experience. | Preferred |
License Requirements
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. | 30 |
| 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). | 10 |
| Establishes and recommends change to policies which affect the department. | 10 |
| Develops and monitors operational and budget processes, staff FTE, finance, human resources and space planning. | 10 |
| Oversees the preparation and management of grant and contract proposals involving a diverse and/or wide variety of funding sources and agencies. | 10 |
| Establish and/or maintain strong controls and transparency such that reporting is timely, accurate and commensurate with the need of the department and individual PIs | 10 |
| Manages systems and procedures to protect departmental assets. | 5 |
| Plans for physical plant rehabilitation and renovation. | 5 |
| Represents the department on business affairs to the institution community. | 5 |
| Develops and prepares budgets and financial reports for grants, general appropriations, endowments and other funds. Funds appropriations are typically moderate in complexity. | 5 |
Knowledge, Skills & Abilities
| Knowledge/Skill/Ability | Requirement |
|---|---|
| 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 |
| 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 |
| Ability to respond effectively to facilities and safety issues by taking immediate action and engaging experts to broker resolution. | Required |
| Broad knowledge of common organization-specific and other computer application programs. | Required |
| Demonstrated ability to tackle tough HR issues including reductions-in-time, grievance resolution, etc. coupled with the ability to recruit, train, motivate and retain a well-qualified administrative staff. | Required |
| 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. | Required |
| Proven expertise in the area of financial controls coupled with strong policy interpretation and implementation skills | 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 |
| Demonstrated management and conflict resolution skills to effectively lead and motivate others. | Preferred |
| Skills to work collaboratively with other locations. | Preferred |
Special Requirements & Conditions
| Special Condition | Requirement |
|---|
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 |