General Information
| Job Description | ADMIN MGR 1 | Working Title | Director of Campus Business Services |
|---|---|---|---|
| Job Code | 000547 | Grade | 25 |
| Department Name | Support Services - D02055 | Department Head | Heidi Scribner |
| Supervisor | Heidi Scribner | Effective Date |
Position(s) Directly Supervised
| Job Code | Title | FTE |
|---|---|---|
| 009362 | PUBLICATIONS PROD SUPV 2 | 1.0 |
| 007374 | ADMIN SUPV 1 | 1.0 |
| 004263 | ADMIN OFCR 2 CX | 1.0 |
| 005041 | STOREKEEPING SUPV 1 | 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
| Campus Business Services (CBS) provides a myriad of services to the UCR campus community, including faculty, staff, students, and visitors. CBS's units and services include: Digital Print Services (Quick Copy, Exam Printing, Digital Printing, and Bindery), Campus ID Card Services, Mail Services, Central Shipping & Receiving Services, ScotSurplus, Document Shredding Services, Business Store, Copier Program, Design/Marketing Services, and Bookstore oversight. Under the general direction of the Associate Vice Chancellor of Auxiliary Services, the Director of CBS is a member of the Auxiliary Services Senior Leadership Team. The Director has senior-level management responsibility for strategic planning, leadership, goal setting, organizational development, personnel and budget management of CBS. The Director of CBS is responsible for: strategic and operational direction and guidance for CBS in alignment with the mission of Auxiliary Services; direct leadership and oversight for 3 unit supervisors and 1 administrative support staff with 18 operational/support staff indirectly, and dotted line reporting for the vendor-operated Bookstore; establishes department vision for achieving annual goals across all business units and service areas related to service excellence, customer retention, operational optimization and rate development to meet department budgetary commitments; setting performance goals, develops Key Performance Indicators (KPI's) and establishes measurable quality assurance goals; developing a cohesive team of supervisors and staff to ensure extensive knowledge about service offerings across CBS to affect streamlining processes (e.g., work intake, reception, follow-up, work routing and customer outreach/engagement); ensuring delivery of a customer experience that is responsive, engaging and adaptable for all members of the campus community; directing marketing campaigns, customer outreach programs and relationship development on behalf of CBS; ensuring University policies and procedures are followed in all aspects of CBS's operation. The Director leads CBS on emergency planning/response as well as serves a critical role on the Auxiliary Services team for response and recovery/continuity. |
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 |
| Experience and/or knowledge of UC systems, policies, procedures and regulations. | Preferred |
| Experience with collective bargaining units. | Preferred |
| Previous supervisory/managerial experience. | Preferred |
| Experience with personnel management including staffing, recruitment, training, disciplinary action, termination, and performance management. | Preferred |
| Experience performing oversight of a myriad of business/operational units both core and auxiliary within a higher education setting. | 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.
|
20 |
Administrative services typically include all or most of the following functions: IT, facilities, student services, laboratories, contracts and grants, budgetary financial management, recharge administration and/or human resources.
|
10 |
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 |
Develops and monitors operational and budget processes, staff FTE, finance, human resources and space planning.
|
10 |
Manages systems and procedures to protect departmental assets.
|
10 |
| Develops and directs comprehensive marketing campaigns, customer outreach programs, and relationship development on behalf of CBS. | 10 |
| Establishes KPI's, metrics, monitors achievement and establishes program goals related to customer satisfaction, engagement, and outreach. Gathers, analyzes and summarizes data/metrics to improve service, solicits ideas for improvements and additional service offerings and communication suggestions. Identifies patterns of feedback and develop ways to close gaps and enhance service provision. Creates materials or programs for customers to understand service offerings and work flow processes. | 10 |
| Provides leadership and direction for recruitment, all staff hires, evaluation, discipline, terminations, motivation and training. Conducts performance evaluations and provides guidance on performance standards, University policy, and helps to develop Individual Development Plans. Manages the recruitment process to ensure compliance with all department, organizational and affirmative action policies. Delegates authority for management and supervisory responsibilities to unit supervisory staff. Provides guidance, training, direction and positive support to assist supervisors in their success. Consults with Human Resources, as needed. | 10 |
Represents the department on business affairs to the institution community.
|
5 |
| Responsible for creating opportunities for staff to participate in development programs and on-going training to improve skills and services; in adherence with personnel policies for both non-represented and union represented employees. | 5 |
Knowledge, Skills & Abilities
| Knowledge/Skill/Ability | Requirement |
|---|---|
| Strong verbal and written communication skills; ability to influence/persuade all levels of 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 |
| Skills to work collaboratively with other locations. | Required |
| Demonstrated management and conflict resolution skills to effectively lead and motivate others. | Required |
| Broad knowledge of financial analysis and reporting techniques; human resources and risk management planning; and/or accounting and payroll. | Required |
| Broad knowledge of common organization-specific and other computer application programs. | Required |
| Proven skills to quickly evaluate complex issues and identify multiple options for resolution. | 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 |
| Knowledge of human resources procedures, including staffing, hiring, training, disciplinary action, termination, and performance management. | Required |
| Broad knowledge and experience with customer service and customer retention principles. | Required |
| Ability to collect, analyze and summarize data to provide meaningful metrics or reporting for various levels of reviewers in an organization. | Required |
| Ability to advocate and be the ambassador for developing and maintaining a brand throughout a medium to large business or campus community. | Required |
| Ability to determine objectives, direct programs, develop strategies and policies. Demonstrated versatility and creativity in determining the best way of achieving unit goals and creating a new unit, services, or program. | Required |
| Skill to develop and implement creative ideas and/or solutions to solicit customer feedback, service improvements, service offerings and communication strategies. | Required |
| Leadership skills to mentor and develop management and administrative staff. | Required |
| Possesses advanced analytical, technical and problem-solving skills and abilities and a strong awareness of medium to larger team/department strategies and customer needs. | Preferred |
| Skill to maintain and manage websites with all current information on service offerings, emergency communications, work order submission, client feedback and contact information. | Preferred |
| Knowledge of relationship management principles, practices and relevant methodology to facilitate strategic customer relationships. | Preferred |
| Demonstrated knowledge of university/higher education bookstore operations and business models. | Preferred |
Special Requirements & Conditions
| Special Condition | Requirement |
|---|---|
| Hired candidate must successfully pass a background check through the DOJ and FBI prior to appointment start date. | Required |
| Occasional travel for university related business meetings, conferences and/or professional development. | Required |
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 |