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. | 20 |
Participates in the development and monitoring of policies and procedures for departmental operations.
|
15 |
Supervises the work of a department with responsibility for quality and
quantity of work.
|
15 |
| Participates in the creation, maintenance and reporting of operational and budget processes, academic and/or staff FTE, finance, human resources and space planning. | 10 |
| Responsible for quality and quantity of work. | 10 |
| 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 grants.gov, 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. | 10 |
| 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. | 10 |
| Recommends hiring of new employees, transfers, promotions, salary actions, terminations, performance management and budget recommendations. | 5 |
| May manage systems and procedures to protect departmental assets. | 5 |
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
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Level of Supervision Received
| 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 |