General Information


Job Description ADMIN MGR 1 Working Title Finance and Administrative Officer
Job Code 000547 Grade 25
Department Name Family Medicine Dept - D02003 Department Head Rajesh Gulati
Supervisor Asma Jafri Effective Date 01/01/2024
Position(s) Directly Supervised
Job Code Title FTE
004722 BLANK AST 3 1.0
007708 FINANCIAL ANL 2 1.0
004390 HEALTH PROFNS EDUC SPEC 2 0.3

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 Finance and Administrative Officer (FAO) is a unique and exciting position responsible for providing leadership in the management of financial, operational, managerial, human resources, academic affairs, facilities, and other administrative operations. The position provides consultative support to the Department Chair and to the Associate Dean/Chief Financial and Administrative Officer, by advising on resolutions to complex administrative and financial matters. Serves as financial advisor to the department chair, responsible for managing the unit's operating budget, monitoring and/or participating in the development and implementation of Professional Service Agreements (PSA) and Provider-specific Profit and Loss (P&L) Statements; helps initiate the contracting process in partnership with the SOM Central Contracts unit, and manages the annual Faculty Appointments Renewal process. This position has significant responsibility in organizing work to achieve broadly stated goals for the department, programs, and lines of business. The FAO identifies objectives, provides leadership, develops strategies and policies, and functions with a high degree of autonomy. Lastly, the FAO also provides indirect supervision to the GME coordinators. The School of Medicine (SOM) is growing and recruiting for two full time career FAOs - one for internal medicine and the second for family medicine. The Internal Medicine department consists of approximately 15 clinical faculty FTE, 680 community/volunteer faculty, and 82 Resident FTE that are supported under the Graduate Medical Education (GME) program. Internal Medicine also has IM clinicians at various outpatient clinics managed by an appointed MD Program Director and under the purview of the Chair. The Internal Medicine budgets combined are valued at approximately $16M and are composed of multiple funding sources including clinical revenue, contracts and grants (C&Gs), S&S, state appropriations and gifts. The Family Medicine department consists of approximately 15 clinical faculty FTE, 275 community/volunteer faculty, and 8 Resident FTE that are supported under the Graduate Medical Education (GME) program. Family Medicine also has FM clinicians at various outpatient clinics and a Hospitalist program managed by an appointed MD Program Director and under the purview of the Chair. The Family Medicine budgets combined are valued at approximately $5M and are composed of multiple funding sources including clinical revenue, contracts and grants (C&Gs), S&S, state appropriations and gifts. The current setting for this position is hybrid with in-office setting three days per week with a remote option two days/week. Position is located at the UC Intelli-Center: 14350 Meridian Parkway, Riverside, CA, with planned re-location to the UCR Campus in Fall, 2023. Campus address: 900 University Ave Riverside, CA 92521.

Education & Experience Requirements

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

Experience Requirements
Experience Requirement
8 - 13 years of related experience. Required
Extensive experience in working with cross-functional teams. Required
Previous supervisory/managerial experience. Preferred
Previous experience with HIPAA Compliance. Preferred
Directly related experience in forecasting, budgeting, analysis, general ledger, proformas, and reporting in a medical healthcare setting. Required
Experience in finance and administration in a leadership role at a university or related environment. Preferred
Demonstrated progressively responsible management experience in strategic planning, policy development, forecasting, resource analysis, financial management and budgeting. Required
Experience with financial management including budget and report preparation, analysis and forecasting across multiple funding sources from affiliation agreements, federal, state general and contract funds, grants, gifts, endowments, education and professional fee revenue. Required

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.
  • Manages daily activities of the department staff, determines staffing needs, and allocates administrative support to projects. Manages and evaluates performance of staff; recruits, hires, develops, motivates, promotes, and monitors professional growth and staff development. Also mitigates complex administrative and HR matters impacting staff and faculty. Serve as departmental liaison with the Academic Affairs Office, Sponsored Research and Programs, Finance, Business Operations, Human Resources, Information Technology, and Facilities. Participates in the academic personnel process to include faculty recruitments, appointments, reappointments, merit process and/or promotion process. Collaborates and partners with the respective clinic manager on the healthcare operations to benefit the department.
20
Develops and monitors operational and budget processes, staff FTE, finance, human resources and space planning.
  • Develops Clinical and GME Sales & Service (S&S) rate structures and proformas to assess clinical and GME business decisions, presents to leadership and engages in the overall approval and establishment process. This may also include the indirect oversight and approval of all monetary revenue contracts with affiliated hospitals and training sites. Directs the preparation of the annual budget for the department, programs and/or for each Clinical Provider, as needed. Also sustains familiarity with and understanding of clinical productivity benchmarks and metrics, including AAMC and MGMA. Provides advice, guidance, and recommendations to the Department Chair. Oversees the development of the financial infrastructure of the department; oversees financial management of all operating funds; oversees the development and design of systems and fiscal structures; oversees and approves multi-year and long-range budgets, budget projections, and annual financial reports; Oversees long & short-term planning for space needs. Advises the division directors concerning all matters pertaining to sound fiscal management. Responds to inquiries from the Dean's Office and the campus.
 20
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).
  • Makes recommendations for developing strategic and other long-range plans which would best achieve the teaching, research and service missions of the department. Provides strategic direction and management of the department. Interprets and ensures compliance with federal/state laws and regulations, and University policies regarding personnel matters for staff, faculty, volunteers and students. Helps lead the annual review and update of the Health Sciences Compensation Plan (HSCP), which is a key guideline used to measure productivity and Health Sciences requirements for all clinical HSCP faculty. Coordinate regular meetings with the chairs/directors to discuss departmental priorities, operational concerns and constraints, and to facilitate planning efforts. Ensure that lines of communication are established for the chairs/directors, departmental and interdepartmental faculty, and other personnel to be made aware of relevant unit and campus information on a timely basis.
 15
Develops and prepares budgets and financial reports for grants, general appropriations, endowments and other funds. Funds appropriations are typically moderate in complexity.
  • Develops and prepares budgets and financial reports for grants, general appropriations, endowments and other funds. Funds appropriations are typically moderate in complexity. Develops and manages budgets for individual, department and divisional projects. Ensures that research reporting requirements are met, and that division research meets highest ethical standards. In conjunction with the Department Chair and CFAO, develops annual departmental budgets considering all revenue sources and departmental expenditures. Responsible for managing all fiscal related functions of the clinical department, including budget, detailed review and projections of clinical revenue and productivity measures, provider Total Negotiated Salary (TNS) renewals, contract negotiation in partnership with Contracts unit and other SOM units and oversight of financial revenue and expense information as reported by central operational units. Functions also include annual oversight of GME programs and C&G administration. Ensures timely review of monthly financial reports and follows up on required costing adjustments. Develops, designs and/or requests financial reports and recommends/initiates corrective strategic actions as needed to ensure financial solvency within the departments. Meets with Department Chair and CFAO on a monthly/quarterly basis to inform/advise on budgetary matters. Performs and prepares financial feasibility studies for implementation of new programs and presents to Leadership teams, changes in compensation structure, departmental assessments, cost containment and/or corrections. Maintains accurate and comprehensive records related to all financial transactions performed by the departments.
 15
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
Represents the department on business affairs to the institution community.
  • Serves as a project manager in various capacities for initiatives impacting the School and Clinics. May participate in campus and/or system-wide initiatives. Trains staff on various campus and SOM applications. Represents division at SOM and campus meetings as needed; and serves on various internal and external committees representing SOM/UCR Health.
 10
May coordinate/oversee activities for other UC locations or external universities.
5
Establishes and recommends change to policies which affect the assigned unit(s). Develops policy as it relates to the department. Develops and disseminates SOP's, guidelines & training programs affecting the department's operations and ensures compliance with regulatory authorities and UC/UCR/SOM policies.
5

Knowledge, Skills & Abilities

Knowledge/Skill/Ability Requirement
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. Required
Proven skills to quickly evaluate complex issues and identify multiple options for resolution. Required
Skills to work collaboratively with other locations. Required
Broad knowledge of common organization-specific and other computer application programs. Required
Broad knowledge of financial analysis and reporting techniques; human resources and risk management planning; and/or accounting and payroll. 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
Strong verbal and written communication skills; ability to influence/persuade all levels of staff. Required

Special Requirements & Conditions
Special Condition Requirement

Other Special Requirements & Conditions

Level of Supervision Received
General Direction

Environment

Working Environment
UC Path Intellicenter - Off-campus location

Other Requirements

Items Used
  • Standard Office Equipment

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

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

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

Critical Position

Is Critical Position: Yes

More Information

General Campus Information

University of California, Riverside
900 University Ave.
Riverside, CA 92521
Tel: (951) 827-1012

Career Opportunities • UCR Libraries
Campus Status • Maps and Directions

Department Information

Human Resources
1160 University Ave.
Riverside, CA 92521

Fax: (951) 827-6493
E-mail: jobshelp@ucr.edu

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