General Information

Job Description ADMIN SUPV 2 Working Title IIGB Financial Operations Manager
Job Code 007375 Grade 23
Department Name Institute of Genomics - D01257 Department Head Katayoon Dehesh
Supervisor Katayoon Dehesh Effective Date
Position(s) Directly Supervised
Job Code Title FTE
007708 FINANCIAL ANL 2 1.0
004626 FINANCIAL SVC ANL 1 1.0
007376 ADMIN OFCR 2 0.5

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 position provides executive managerial leadership including administrative, financial, and marketing/communications in support of the Director and affiliated Centers of the multidisciplinary Institute for Integrative Genome Biology (IIGB). IIGB and its two affiliated centers [Center for Plant Cell Biology (CEPCEB) and Center for Infectious Disease Vector Research (CIDVR)] provide research and interaction opportunities for faculty for approximately 20 academic departments, three colleges and a medical school and also includes core instrumentation facilities and research labs. The incumbent oversees a support staff. The incumbent aids development, implementation, promotion and reporting of initiatives, and focus areas, to fulfill the vision, priorities and goals for the Institute. The incumbent oversees financial operations and planning, and facilitates and coordinates new funding opportunities and collaborative frameworks on- and off-campus. Responsibilities involve financial and purchasing operations, contract and grant administration; as well as internal control and compliance. Exercise independent judgement in solving day-to-day operational problems and in making recommendations concerning departmental resources, policies, practices and operations. Anticipate operational problems and develop recommendations for review and implementation. The incumbent further promotes the Institute through leadership in marketing, communication, development and strategic outreach activities to ensure an integrated marketing and advocacy program consistent with IIGB's mission and goals in research and education.

Education & Experience Requirements

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

Experience Requirements
Experience Requirement
6 - 10 years of related experience. Required
Experience and success in collaborating in a complex development program within a major university. Understanding of academic, research and education functions and operation principles of a major research university. Preferred
Demonstrated experience with pre- and post-award phases of contract and grant administration. Experience in allocating financial resources and preparing interdisciplinary grant proposals. Required
Minimum of 1 year of experience writing and preparing grant proposals and budgets Preferred
Minimum of 1 year of experience developing and applying financial and administrative policies and internal controls. Preferred
Experience working in an academic environment and/or in the field of higher education. Preferred
Experience in communication (oral and written), leadership and vision Required
Previous supervisory/managerial experience. Preferred

License Requirements

Certification Requirements
Certification Requirement

Educational Condition Requirements
Condition Requirement

Key Responsibilities

Description % Time
Project Management and Strategic Leadership: Provides analytical and strategic support to the IIGB and Center Directors in developing and implementing programs, initiatives, events, and goals consistent with the vision and priorities of the Institute. Produces written documents and communications, and forms and serves on implementation committees as appropriate. Writes and acts on behalf of directors and initiates and creates agendas for meeting and faculty fora. Manages and researches all visual and technically written marketing material for online or print display to ensure an integrated program consistent with IIGB's mission and goals. Coordinates fundraising activities and develops materials for priority outreach and engagement.
Participates in the development and monitoring of policies and procedures for departmental operations.
  • Attend financial system user group meetings, college administrator meetings, college financial managers' meetings, etc. Disseminate relevant information to those not in attendance.
Supervises the work of a department with responsibility for quality and quantity of work.
  • Direct the work of departmental accounting and purchasing functions, personnel, building operations and assist with overseeing genomics core, metabolomics center, bioinformatics core and proteomics core, with the direct supervision of two employees. Also, acts as non-academic supervisor of coordinator of training programs of IIGB and its center(i.e., current Plants3D NRT program.) Oversees facility repair and maintenance, manages auditorium and conference room use and reservations, and monitor space planning within the Genomics Building and Keen Hall.
Participates in the creation, maintenance and reporting of operational and budget processes, academic and/or staff FTE, finance, human resources and space planning.
Responsible for quality and quantity of work.
Independently responsible for IIGB & Center directors during pre- and postaward phases. Provide guidance and administrative assistance during the submission of proposals using various electronic systems such as, Cayuse424, NSF Fastlane, and UCR's electronic Campus Approval Form (eCAF). Prepare monthly financial statements and maintain financial projections to accurately predict fund balances. Review expenditures to ensure compliance with terms and conditions of agency-specific guidelines as well as UC policy. Provide assistance with rebudgeting actions, no-cost extension requests, cost-sharing and other financial reports, etc. Remain current on research issues and attend all contract and grant users group meetings. Responsible for all aspects of training the Research Administration team.
Exercise independent judgment in solving day-to-day operational needs. Anticipate operational problems and, in consultation with the FAO/IIGB, CEPCEB & CIVDR Directors, develop solutions for implementation. Keep the FAO/IIGB, CEPCEB & CIDVR Directors apprised of problems, concerns, and resolutions. Respond to requirements and requests from the Dean's office, Accounting, Internal Audit, and other central administration offices.
Recommends hiring of new employees, transfers, promotions, salary actions, terminations, performance management and budget recommendations.
May manage systems and procedures to protect departmental assets.

Knowledge, Skills & Abilities

Knowledge/Skill/Ability Requirement
Skill in reading and understanding complex and/or detailed documents such as proposals, contracts, policies, etc., and guiding the integration of regulations with programmatic needs. 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
Interpersonal skills to effectively motivate others. Required
Demonstrated skill in MS Office and Outlook. Extensive experience in creating spreadsheets using Excel with demonstrated knowledge of advanced features. Demonstrated ability to use Adobe and various internet tools. Required
Demonstrated skills in employee supervision and HR administration. Required
Solid organizational and customer service skills to effectively manage multiple priorities. Required
Solid knowledge of common organization-specific and other computer application programs. Required
Solid interpersonal skills including verbal and written communication, active listening, critical thinking, persuasiveness, advising, and counseling to effectively motivate others. Required
Solid skills to quickly evaluate complex issues and identify resolution. Required
Demonstrated skill in preparing oral and written presentations through various media formats. Required
Knowledge of generally accepted accounting principles. Demonstrated experience identifying and analyzing account variances and researching discrepancies. Required
Demonstrated ability to effectively organize, communicate and promote ideas, programs and goals. Demonstrated experience in marketing techniques. Preferred
Working knowledge of fundraising, donor relations and public relations concepts, principles, procedures and techniques. Preferred
Working knowledge of current University of California (UC) policies and procedures and all applicable laws and regulations. Preferred

Special Requirements & Conditions
Special Condition Requirement

Other Special Requirements & Conditions

Level of Supervision Received


Working Environment

Other Requirements

Items Used
  • Computer
  • Standard Office Equipment
  • Printer

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

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

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

Critical Position

Is Critical Position: Yes

More Information

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