General Information
| Payroll Title | ASST DEAN (FUNCTIONAL AREA) | Title Code | 000384 | Grade/Step | 5 | Working Title | Chief Financial and Administrative Officer |
|---|---|---|---|---|---|---|---|
| Department Name | CNAS Deans Office Dept | Supervisor | Marylynn V Yates | Department Head | Marylynn V Yates |
Payroll Title of those supervised
| Title Code | Description | FTE |
|---|---|---|
| 0730 | ANL 5 | 1 |
| 0738 | PROGR ANL 4 | 1 |
| 0245 | DIRECTOR (FUNCTIONAL AREA) | 1 |
| 7671 | PUBLIC INFORMATION REP, SR | 1 |
| 7646 | ADMIN. SPECIALIST | 1 |
| 0280 | MANAGER (FUNCTIONAL AREA) | 2 |
Special Requirements and Conditions
| Critical Position |
| Valid Driver License |
| Travel |
| Travel Outside of Normal Business Hours |
Level of Supervision Received
| General Direction |
Items Used
| Personal computer |
| Printer |
| Personal computer, printer, copier, telephone, fax |
| Telephone |
| Fax |
| Copier |
Position Purpose
| The Assistant Dean and Chief Financial and Administrative Officer (CFAO) of the College of Natural and Agricultural Sciences (CNAS) supports the college mission as it seeks to expand fundamental scientific knowledge in the biological, physical, mathematical, and agricultural sciences and to find innovative ways to apply that knowledge through teaching and public service. The Assistant Dean and CFAO serves as an advisor to the Dean, Divisional Deans, department chairs, and program directors in the areas of strategic planning, resource management, personnel management, space planning and utilization and other areas key to the mission of the college. As a key member of the Dean's senior management team, participates in top-level goal setting, decision making, and problem resolution; helps ensure appropriate college resource allocation and continual operational effectiveness in support of the college and campus strategic plans; provides administrative and financial leadership to the college's academic and administrative departments in the development and implementation of unit-level strategic and operational plans, budgets, financial analyses, and talent management. CNAS is a synergistic combination of physical, mathematical, life, and agricultural sciences. The Assistant Dean and CFAO oversees and directs financial and operational affairs of this unique, and complex land grant institution. The Assistant Dean and CFAO serves as the Dean's chief of staff and currently oversees a Dean's office staff of 26 (7.00 direct and 19.0 indirect reports). For fiscal year 2012-13 expenditures were $140 million; state general funds permanent budget was $70 million; there were 616 contract and grant proposals submitted with 525 awards received for a total of $52 million. The college is comprised of 13 academic departments along with multiple centers, institutes, and core facilities; assignable square footage exceeds 1.12 million; total employees headcount was 1,892 while full time equivalent count was 1,201. |
Essential Functions
| Essential Function | % Time |
|---|---|
| Strategic Planning, Fiscal Administration, and Resource Management | 60 |
| The Assistant Dean and CFAO supports the Dean in maintaining an atmosphere of excellence, diversity, distinction, prestige, and preeminence to attract the top faculty, students and staff. Is responsible for developing the staffing and underlying budget to support the college strategic plan. The Assistant Dean and CFAO develops alternate fiscal plans for consideration to ensure the priorities of the college are well aligned, and achievable. Reporting to the Dean of the college, the Assistant Dean and CFAO serves as a principal advisor to the Dean, the Divisional Deans of Life Sciences, Agricultural and Natural Resources, Chemistry, Math, & Physics and Astronomy, and Student Academic Affairs in all matters pertaining to finance, budget, and administration. Serves as a financial and staffing expert in the development of strategic financial plans including the development of forecasts and pro forma budgets for all functional areas of the college. Designs operational structures, systems and processes to best support the college and its academic and research units. Develops strategies that balance academic needs with available resources. Develops and implements resource allocation models among Instruction and Research, the Agricultural Experiment Station, and the Cooperative Extension (CE). Serves as college administrative liaison for the UC Agriculture and Natural Resources (UCANR) in managing UCR's CE functions. Disseminates information, oversees budgetary and strategic planning in coordination with the Divisional Dean for Agriculture and Natural Resources. Coordinates the college's annual Resource Support Allocation Process, which allows faculty who are members of the Agricultural Experiment Station to compete for supplemental research funding. The Assistant Dean and CFAO directs preparation of mandatory annual report (AD419) to the United Stated Department of Agriculture National Institute of Food and Agriculture. Coordinates all aspects of campus formula funding for McIntire Stennis, Hatch Animal Health, Smith Lever, etc. Responds to annual UCANR budget call and attends quarterly Assistant Dean's meetings at UC Office of the President. Plays an integral role in the development of the Dean's short and long-term goals and objectives. Performs and directs planning activities relating to the use of college financial resources, and advises on financial and budgetary policy and procedure. In coordination with the Deans, develops initiatives and implements strategies to best enhance and support the college research enterprise, instructional operation, and public service endeavors. Advises department chairs and department administrators on a variety of fiscal and administrative matters to minimize/prevent problems, enhance efficiencies, and ensure sound internal controls. Oversees a wide range of financial functions, including financial reporting, cash flow management, deficit control, budget development, and financial analysis. Acts as college expert advisor on all matters pertaining to contract and grant administration. Works closely with Research and Economic Development to strengthen issues related to compliance. Works closely with campus and agency auditors, ensuring findings are promptly addressed and are disseminated broadly. Develops alternate models and certifies appropriate calculations and allocations of Facilities and Administrative cost recovery processes for the college. Develops and enhances Dean's office administrative processes to increase department satisfaction, improve service levels, develop performance metrics, and increase operational efficiencies. Supports CNAS' best interests and works closely with colleagues from central office units, other colleges and schools, service centers, etc. to ensure ongoing harmonious working relationships. Works to deliver prompt and accurate responses to information requests from other campus entities. |
|
| General Administration | 20 |
| Recommends changes to college administrative policy and ensures thorough training and implementation objectives. Serves as a resource to CNAS departments and programs on matters pertaining to general administration, policy and procedures to facilitate delivery of appropriate and effective administrative information systems support for college faculty and staff and the timely implementation and effective utilization of campus enterprise systems and automated tools. Chief of Staff (Dean's Office) The incumbent supervises the Dean's Office professional staff, and through them ensures the delivery of efficient clerical support, prudent financial management, and the development and effective use of administrative and financial information systems in support of the academic mission of the college. Facilities Planning and Equipment Inventories Provides leadership to the college in the areas of facilities and space planning, institutional studies and information systems management. Oversees the development of systems and procedures that enable the college to respond to campus and system-wide requests for information. Responsible for the controlled and appropriate use and record keeping of equipment, facilities and all other real property of the college. Establishes and maintains suitable internal controls to ensure policy compliance such that space and equipment is appropriately obtained, utilized, inventoried, and when necessary, disposed of. Safety Coordination Oversees compliance with all laboratory safety requirements. Works closely with the Director of Environmental Health and Safety to disseminate relevant information to laboratory managers and department chairs; coordinates mandatory training requirements with the UC Learning Center Administrator; ensures compliance with the spirit of all federal, state, and university policies. |
|
| Personnel and Payroll Management | 10 |
| Provides leadership, information, coordination, and vision that reflect the priorities of the academic and administrative leadership of the college and campus. Provide leadership and transition planning for the college's personnel and payroll functions, both academic and non-academic. Academic Personnel Ensures a seamless integration of the academic personnel process with the college academic planning and priorities. Designs and modifies effective and efficient processes within the college that result in the timely and accurate processing of academic personnel files (recruitment, hiring, merits and promotions, etc). Interprets and implements academic personnel policies for diverse academic appointees such as Professors, Agronomists, Cooperative Extension Specialists, Graduate Student Researchers, Teaching Assistants, Postdoctoral Scholars, Professional Researchers, Specialists, and Project Scientists. Works with programmer and appropriate staff and faculty constituents to continuously redesign and improve CNAS Academic Personnel (AcaPers) database and reporting web-based software. Staff Personnel Provides administrative leadership of the college's human resource function. Integrates the personnel process with the college academic planning and priorities. Ensures compliance with applicable laws, policies and procedures. Perform operational reviews to assess staffing levels and make recommendations to the Dean concerning potential augmentations, reductions, reorganization and/or realignment of administrative staff positions and administrative units. Directs approval of college staff personnel decisions and actions as appropriate. Handles college labor relations issues, working on behalf of the college and academic units in collaboration with the Dean and appropriate campus offices. Supports college's strategic objective to attract, build, promote, and retain a diverse and highly qualified workforce. Payroll Oversees the monthly and biweekly payroll actions for the entire college. Ultimately responsible for transitioning and defining new coordination and processes for integration with an anticipated UC system wide payroll processing center. |
|
| Miscellaneous | 10 |
| CNAS to Central Campus Units Representation Represents CNAS with central campus administrative and service units e.g., Offices of the Chancellor, Executive Vice Chancellor and Provost, Vice Chancellor Business Administrative Services, Vice Chancellor Resource Planning and Budget, Vice Chancellor Research, Internal Audit, Graduate Division, Computing and Communication, Office of General Counsel, Environmental Health and Safety, and Human Resources. Represents the Dean's Office on initiatives having broad college and/or campus impact. Participates on various workgroups and committees. Represents college as a member of major standing campus committees such as the Financial and Human Resources Officers Group (FHROG). Training and Staff Development Makes certain that the college adequately and continually assesses staff functional competence and offers appropriate and relevant training opportunities as needed. Establishes and maintains a culture of continuous personal development and process improvement. Ensures delivery of exemplary customer service to faculty, students, other internal customers, and external constituents. Technology Support Chairs the CNAS Technical Enhancement Advising Committee, which identifies areas in which the introduction and improvement of technology-based solutions will improve accuracy and facilitate work efficiencies. Ensures that the committee membership is diverse and inclusive so as to direct college programming resources to generate the greatest return on investment. Manages activities supporting the development of technology enhancement and other process improvement tactics within the college. Special Projects Responsible for all special projects and assignments as needed by the Deans. |
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Minimum Requirements
| Minimum Requirement | Display Ranking |
|---|---|
| 1 | |
| Education and experience equivalent to an MBA or related Masters degree. Also, ability to lead and manage a highly complex organization with multiple functions and funding sources.
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| 2 | |
| Demonstrated leadership experience in strategic planning, policy development, forecasting, resource analysis, and budgeting. Ability to formulate and implement policies and procedures. | |
| 3 | |
| Well developed, demonstrated skill in leadership, political acumen, and consensus building. Experience sustaining a high level of energy and enthusiasm for advancing ideas and programs in a shared-governance environment. Open and collaborative leadership style. | |
| 4 | |
| Demonstrated knowledge of current management principles and practices. Also, experience overseeing IT services and delivery processes and leveraging technology to enable progress.
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| 5 | |
| Progressively responsible senior level management experience. Knowledge of business and accounting operations in a large, complex, multi-faceted organization. |
|
| 6 | |
| Demonstrated experience in finance and accounting practices and procedures at a management level. Knowledge of generally accepted accounting principles, and the principles governing internal controls. |
|
| 7 | |
| Ability to articulate financial and operational issues to diverse constituencies. | |
| 8 | |
| Substantial recent experience managing successful, contemporary human resource processes and practices in a large decentralized organization including: staff planning and forecasting staff requirements; developing organizational models; managing compensation, performance, and labor relations issues; and creating a positive work environment. Demonstrated commitment to principles of diversity. | |
| 9 | |
| Ability to work effectively with a diverse population of student, staff, and faculty, as well as demonstrating skills in written and oral communication with the ability to make effective presentations to groups.
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| 10 | |
| Knowledge of administrative and financial information systems and various computer applications, including word processing, spreadsheets, and databases. Knowledge of policies, procedures, regulations, and requirements of outside granting agencies, including the Federal government. |
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Preferred Qualifications
| Preferred Qualification | Display Ranking |
|---|---|
| 1 | |
| Earned Master's Degree in Business Administration or related field. | |
| 2 | |
|
Demonstrated high level management experience working for a research university. |
|
| 3 | |
| Demonstrated high level management experience working at a land grand college administering and reporting on HATCH and other federal formula funds. | |
| 4 | |
| Extensive experience interpreting and implementing academic personnel policies for diverse academic appointees such as Professors, Agronomists, Cooperative Extension Specialists, Graduate Student Researchers, Teaching Assistants, Postdoctoral Scholars, Professional Researchers, Specialists, and Project Scientists. | |
| 5 | |
| Significant knowledge of general teaching and research laboratory safety regulations and requirements. | |
| Posted Position Purpose |
|---|
| Would you like to become part of an atmosphere of excellence, diversity, distinction, prestige, and preeminence? Then the University of California Riverside, College of Natural & Agricultural Sciences (CNAS) is looking for you! We seek an experienced professional to be the Assistant Dean and Chief Administrative & Financial Officer (CFAO) for the college. This senior management position will advise the Dean, Divisional Deans, department chairs, and program directors in the areas of strategic planning, resource management, personnel management, space planning and utilization and other areas key to the mission of the college. The CFAO serves as the Dean's chief of staff and oversees 26 staff members who serve 1,892 employees throughout the college's 13 academic departments, multiple centers, institutes, and core facilities. For fiscal year 2012-13 expenditures were $140 million; state general funds permanent budget was $70 million; there were 616 contract and grant proposals submitted with 525 awards received. CNAS is home to world-renowned scholars pursuing research that deepens our knowledge of the universe we live in and improves the quality of life for inhabitants of the state, the nation, and the globe. Inextricably bound up with this research is educating the students who come to CNAS to learn science, and who leave with an integrated grasp of how they can change the world. These students, and the faculty who teach them, benefit from a synergistic structure combining physical, mathematical, life, and agricultural sciences that is unique among land-grant institutions. If overseeing the complex financial and operational affairs of this college appeals to you, please apply. |
| Posted Minimum Requirements |
| 1) Education and experience equivalent to an MBA or related Master's degree. Ability to lead and manage a highly complex organization with multiple functions and funding sources.
2) Demonstrated leadership experience in strategic planning, policy development, forecasting, resource analysis, and budgeting. Ability to formulate and implement policies and procedures. 3) Well developed, demonstrated skill in leadership, political acumen, and consensus building. Experience in sustaining a high level of energy and enthusiasm for advancing ideas and programs in a shared-governance environment. Open and collaborative leadership style. 4) Demonstrated knowledge of current management principles and practices. Experience overseeing IT services and delivery processes and leveraging technology to enable progress. 5) Progressively responsible senior level management experience. Knowledge of business and accounting operations in a large, complex, multi-faceted organization. 6) Demonstrated experience in finance and accounting practices and procedures at a management level. Knowledge of generally accepted accounting principles, and the principles governing internal controls. 7) Ability to articulate financial and operational issues to diverse constituencies. 8) Substantial recent experience managing successful, contemporary human resource processes and practices in a large decentralized organization including: staff planning and forecasting staff requirements; developing organizational models; managing compensation, performance, and labor relations issues; and creating a positive work environment. Demonstrated commitment to principles of diversity. 9) Ability to work effectively with a diverse population of students, staff, and faculty, as well as demonstrating skills in written and oral communication with the ability to make effective presentations to groups. 10) Knowledge of administrative and financial information systems and various computer applications, including word processing, spreadsheets, and databases. Knowledge of policies, procedures, regulations, and requirements of outside granting agencies, including the Federal government. |
| Posted Preferred Qualifications |
| 1) Earned Master's Degree in Business Administration or related field.
2) Demonstrated high level management experience working for a research university. 3) Demonstrated high level management level experience working at a land grant college administering and reporting on Hatch and other Federal formula funds. 4) Extensive experience interpreting and implementing academic personnel policies for diverse academic appointees such as Professors, Agronomists, Cooperative Extension Specialists, Graduate Student Researchers, Teaching Assistants, Postdoctoral Scholars, Professional Researchers, Specialists, and Project Scientists. 5) Significant knowledge of general teaching and research laboratory safety regulations and requirements. |