UCR Jobs

General Information

Job Description	ADMIN OFCR 3	Working Title	Financial and Administrative Officer
Job Code	007377	Grade	22
Department Name	Multidisciplinary Admin Unit - D01327	Department Head	Cindy Williams
Supervisor	Tanya Wine	Effective Date	03/20/2023

Position(s) Directly Supervised

Job Code	Title	FTE
004722	BLANK AST 3	1.0
007708	FINANCIAL ANL 2	1.0
004922	STDT 1	1.0
004574	STDT SVC ADVISOR 2	1.0

Generic Scope

Experienced professional who knows how to apply theory and put it into practice with in-depth understanding of the professional field; independently performs the full range of responsibilities within the function; possesses broad job knowledge; analyzes problems/issues of diverse scope and determines solutions.

Experienced professional who knows how to apply theory and put it into practice with in-depth understanding of the professional field; independently performs the full range of responsibilities within the function; possesses broad job knowledge; analyzes problems/issues of diverse scope and determines solutions.

Custom Scope

Uses skills as a seasoned, experienced administrative operations professional to manage, plan and administer the operations of a small to mid-sized academic or non-academic department or organizational unit with limited scope. May report to a Chair, Director, or a higher level administrative operations professional or manager. Perform short and long-term planning for the organization. May supervise staff or students. Demonstrates good judgment in selecting methods and techniques for obtaining solutions.

Uses skills as a seasoned, experienced administrative operations professional to manage, plan and administer the operations of a small to mid-sized academic or non-academic department or organizational unit with limited scope. May report to a Chair, Director, or a higher level administrative operations professional or manager. Perform short and long-term planning for the organization. May supervise staff or students. Demonstrates good judgment in selecting methods and techniques for obtaining solutions.

Department Custom Scope

This is a dual recruitment. We are currently recruiting for two Financial and Administrative Officers within our multidisciplinary departments which include Ethnic Studies, Religious Studies Administrative Unit, the Gender and Sexuality Studies/Media and Cultural Studies Administrative Unit. Each FAO position provides oversight and coordination of the financial and administrative support functions for these units. This position reports to the Divisional Financial and Administrative Office and has primary responsibility for providing management, coordination and oversight of the daily operations of the departments include financial, human resources, academic support, contract and grants, facilities management and other operational matters. The department's academic personnel include ladder rank faculty, Professor(s) of Teaching, Visiting Professors, Researchers, Associate In and Teaching Assistants. All departments offer undergraduate degree programs, with the Ethnic Studies/Religious Studies unit offering graduate degree programs. All programs support graduate students through graduate student employment appointments that support their undergraduate program. The total operating budgets for both units is over $5.5M. This position manages business, accountability, stewardship, publicity, and support functions in the departments to achieve individual department and CHASS goals and objectives in meeting the mission of the University. The incumbent has significant responsibility to organize work and achieve broadly stated goals for the units they serve. This would include identifying objectives, developing strategies, and policies, and functions with a reasonable degree of autonomy in collaboration with the Department Chairs and the Divisional Financial and Administrative Officer.

This is a dual recruitment. We are currently recruiting for two Financial and Administrative Officers within our multidisciplinary departments which include Ethnic Studies, Religious Studies Administrative Unit, the Gender and Sexuality Studies/Media and Cultural Studies Administrative Unit. Each FAO position provides oversight and coordination of the financial and administrative support functions for these units. This position reports to the Divisional Financial and Administrative Office and has primary responsibility for providing management, coordination and oversight of the daily operations of the departments include financial, human resources, academic support, contract and grants, facilities management and other operational matters. The department's academic personnel include ladder rank faculty, Professor(s) of Teaching, Visiting Professors, Researchers, Associate In and Teaching Assistants. All departments offer undergraduate degree programs, with the Ethnic Studies/Religious Studies unit offering graduate degree programs. All programs support graduate students through graduate student employment appointments that support their undergraduate program. The total operating budgets for both units is over $5.5M. This position manages business, accountability, stewardship, publicity, and support functions in the departments to achieve individual department and CHASS goals and objectives in meeting the mission of the University. The incumbent has significant responsibility to organize work and achieve broadly stated goals for the units they serve. This would include identifying objectives, developing strategies, and policies, and functions with a reasonable degree of autonomy in collaboration with the Department Chairs and the Divisional Financial and Administrative Officer.

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 5 years of related experience.	Required
4 - 7 years of related experience.	Required
Minimum of 3 years previous supervisory experience	Preferred

License Requirements

Certification Requirements

Certification	Requirement

Educational Condition Requirements

Condition	Requirement

Key Responsibilities

Description	% Time
Manages, plans and administers a range of administrative operations in a small to medium academic department, or a small to medium non-academic department or program. FAO provides leadership for and supervision of the independent academic departments' financial operations (budgeting, account reconciliation, purchasing, travel reimbursement, financial planning, contract and grant administration, sales and service, etc. and administration of all funds. Ensure that departmental and extramural accounts are properly monitored, fiscal controls are in place, and monthly financial reports are provided to the Department Chair and the Divisional FAO that detail the status of departmental funds.	30
Administrative operations include budgetary financial management and human resources and may include some of the following functions: IT, facilities, student services, and/or contracts and grants. Responsible for the application of all University policies and procedures in support of each department's financial, purchasing and travel operations. Exercise independent judgement in solving day-to-day operational needs and in making recommendations concerning departmental resources, policies, practices and operations. Anticipate operational problems and develop solutions. Keep the Chairs and Divisional FAO appraised of problems, concerns and resolutions as appropriate.	20
May supervise a small staff of support employees and/or students. Supervises and evaluates departmental personnel with the responsibility for quality and quantity of work. Responsible for establishing standards for performance and formulating procedures for accountability. Supervise the timely processing of all payroll and personnel forms; prepare performance reviews for non-academic staff. Oversees staffing requirements to ensure effective support for all business and operational needs in the unit for the academic departments. Directly supervises the work of the staff assigned to the unit.	15
Coordinates and participates in a variety of human resources activities including employment, training, classification and ensuring the completion of forms and documents related to HR and Payroll for unit/department. Gathers, analyzes, prepares and summarizes financial and HR reports. Oversees the academic personnel process for each department working with the Deans Office Academic Personnel Team, department faculty and Chairs. Maintains knowledge of academic personnel policies involving recruitment, appointment, merits and promotions, retention, Unit 18 policies for lecturers, the ASE (Academic Student Employee) contracts, and all policies contained in the Academic Personnel and Academic Senate manuals, the Call and other local policies. May advise academic employees regarding benefits, removal expenses, the mortgage origination program, and other personnel matters. Attends the Quarterly Chair Forums, eFile user group meetings, and DBA trainings as appropriate. In collaboration with the CHASS AP Analyst, is aware of all academic personnel actions and the fiscal impacts on departmental budgets. Provides input to the CHASS Director of Academic Personnel on Analyst performance reviews.	10
Administers facilities and space logistics and manages equipment needs. Responsible for overseeing departmental space needs, allocated space, prepares annual space allocation reports in FMS, recommends solutions for space constraints and requests for additional space. Manages research and other departmental spaces and equipment ensuring their proper operation and availability for students, faculty and staff. Proactively assesses risks to established systems and procedures to protect organizational assets. Coordinates with CHASS Facilities Management and CHASS IT to support established systems.	10
Develops and prepares budgets and financial reports for funding which may be complex.	5
Performs studies for resource plans, including approaches, trends, sources and uses.	5
Assists in the design and drafting of organizational website content; drafts newsletters and correspondence to organizational constituents.	5

Knowledge, Skills & Abilities

Knowledge/Skill/Ability	Requirement
Knowledge of UC policies and procedures related to finance, purchasing, travel, academic personnel, and payroll. Demonstrated experience with UCR's on-line financial systems.	Required
Knowledge of a variety of administrative operations activities such as events planning, basic fundraising processes, risk management planning, website design, accounting and payroll, and contracts and grants regulations and guidelines.	Required
Ability to function independently and take responsibility for results.	Required
Ability to interpret policies and procedures related to finance, purchasing, travel, academic personnel, and payroll.	Required
Excellent oral and interpersonal communication skills, with the ability to effectively and professionally communicate using tact and diplomacy with internal and external audiences.	Required
Ability to maintain confidentiality at all times.	Required
Demonstrated experience in developing and monitoring budgets, and managing budgets using on-line financial, payroll, personnel, and purchasing systems.	Required
Thorough knowledge of financial analysis and reporting techniques, and/or human resources policies and procedures for staff and academic employees.	Required
Skill in accurate record keeping with strict attention to detail.	Required
Strong skills in short term planning, analysis and problem-solving and customer service.	Required
Interpersonal skills including verbal and written communication, active listening, critical thinking, persuasiveness, advising and counseling skills.	Required
Excellent written communication skills, including the ability to compose business correspondence, using correct spelling, punctuation, and grammar.	Required
Knowledge of, and direct experience with, applying budgeting and financial policies and developing related internal controls.	Required
Skill in financial analysis, planning, and administration of multiple fund sources. Ability to prioritize work assignments to meet deadlines and complete tasks in a timely manner. Strong computer skills, including experience with Microsoft Office (Excel, Word, PowerPoint,Access). Ability to present academic, personnel, and/or financial data, analyses and information in a clear and concise manner.	Required
Ability to use discretion and maintain confidentiality.	Required
Solid knowledge of common University-specific computer application programs. Advanced knowledge of common University-specific computer application programs.	Preferred
Thorough knowledge of University rules and regulations, processes, protocols and procedures for budget, accounting and fund management, and/or personnel management.	Preferred
Management experience in an academic environment	Preferred

Special Requirements & Conditions

Special Condition	Requirement

Other Special Requirements & Conditions

Level of Supervision Received

General Supervision

General Supervision

Environment

Working Environment

Campus

Campus

Other Requirements

Items Used

Standard Office Equipment

Standard Office Equipment

Physical Requirements

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

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

Mental Requirements

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

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

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

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

Is Critical Position: Yes

HR Employment