General Information
| Payroll Title | MGT SVC OFCR 1 SUPV | Title Code | 007513 | Grade/Step | 07 | Working Title | ARC Business and Finance Manager |
|---|---|---|---|---|---|---|---|
| Department Name | Academic Resource Center | Supervisor | Department Head | Steven Brint |
Payroll Title of those supervised
| Title Code | Description | FTE |
|---|---|---|
| 4722 | BLANK AST 3 | 2 |
| 4723 | BLANK AST 2 | 4 |
Special Requirements and Conditions
| Critical Position |
| Valid Driver License |
| Overtime |
| Travel |
Level of Supervision Received
| General Direction |
Items Used
| Personal and network computer, copier, printer, phone, general office equipment |
Position Purpose
| Under the general direction of the Director of the Academic Resource Center (ARC) with a dotted line report to the Chief Financial & Administrative Officer (CFAO) of Undergraduate Education, the ARC Business and Finance Manager provides professional level expertise and leadership managing the financial and administrative functions of the department and includes annual operating expenditures of $2.5M, two (2) direct report administrative personnel and four (4) in-direct administrative personnel who are assigned to ARC's academic and student programs. The incumbent serves as a member of the ARC Management Team; advising and acting on financial and budgetary issues, human resource matters, policy interpretation, compliance issues, facility and space management of ARC's 10.6K sq. ft. center, and administration of departmental policy and procedures. The incumbent participates both in long and short term resource planning for the departments budgetary requirements; ensures proper management of ARC funds including state, federal, opportunity, student, and sales and service funding sources. Manages and supervises the day-to-day business operations for the ARC including customer service lobby, time and attendance reporting, payroll, purchasing, travel, reimbursements, business agreements, employment contracts, accounts payable, billing, deposits and human resource functions for 23 full-time career staff and an average of 200 part-time represented and non-represented academic teaching assistants, tutors, learning skills and peer counselors, contracted employees and student assistants annually. As a department reporting to the Vice Provost of Undergraduate Education, the Academic Resource Center fosters engagement and promotes academic success for UCR students. With a team of educators, counselors, and advanced students who provide a variety of services including; Academic Intervention, Early Assist, Study Skill Workshops, Summer Bridge Programs, Supplemental Instruction, Tutorial Assistance, Math Placement Exams and Workshops and Graduate Test Preparation seminars, the ARC serves over 6,000 students annually. The ARC is for all students who are not satisfied with their current grades and want to improve their academic performance. |
Essential Functions
| Essential Function | % Time |
|---|---|
| Financial and Budget Management, Analysis, & Reporting | 45 |
| Routinely and independently performs analyses, developing and delivering meaningful reports to identify key metrics of financial performance, salary and benefits, historical trending studies, future projections of costs and revenues, and other scenarios focusing on measurable achievements toward annual business plans and achievements related to program goals and objectives.
Identifies business and financial opportunities and/or concerns for the Academic Resource Center; routinely troubleshoots, problem solves, provides input, makes decisions, suggests alternative solutions. Routinely evaluates and promotes opportunities that improve the efficiency and cost effectiveness of business operations; supports the department and ARC programs in streamlining processes, implementing cost saving strategies; offers input, suggestions, alternatives, and solutions in providing ARC Programs the resources that ensure success and operational efficiency. Routinely performs general ledger analysis including both ledger and journal reviews and approvals. Reconciles monthly ledgers for the department, ensuring accuracy and proper documentation for all funding sources. Ensures the timeliness and accuracy of journal transactions and compliance to organizational and university policy and procedure. Performs the department's fiscal year-end closing processes. Routinely performs payroll ledger reviews and analysis (distribution of payroll expense) ensuring the accuracy of salaries and benefits, hours worked, compliance to policy, procedure, federal and state labor and wage rules and regulations, along with documentation and record keeping requirements. Identifies and resolves all payroll and benefit related issues in a timely manner. In consultation with the ARC Director and UE CFAO, performs planning, preparation, and presentation of ARC's annual business plan and budget proposal; develops and provides detailed budget worksheets and analysis, develops rate structures for self-supporting programs, offers expertise with budget projections and funding request justification. |
|
| Business Operations | 35 |
| Directly supervises the workflow of the departments administrative and accounting functions including; Customer Service functions of front lobby and reception area, time and attendance reporting(TARS), payroll processing (PPS), purchasing (eBuys), accounts payable (AP), reimbursements (ePay), billing, recharge (WRC), receivables (SIS), payments and deposits, travel planning, facility repair & maintenance work orders, space allocation, equipment management, and other UC/UCR administrative processes.
Indirectly supervises the administrative and financial functions of program level Administrative Assistants (__AA2 T/C 4723). Responsible for assisting with training and internal controls, ensuring full compliance with both departmental and UCR financial and administrative policy and procedure. Ensures work performance, workflow, and development meets and complies with job description and departmental expectations. Maintains appropriate internal controls, ensures staff compliance to all departmental and university policy and procedure, ensures staff timeliness and accuracy of work product, assists and provides training; training classes, forums, tools, and skill development to staff. In consultation with the ARC Director and UE CFAO, responsible for developing and implementing internal controls, fiscal controls, departmental policy, procedure and guidelines for the ARC. In consultation with the ARC Director and the organizational units IT Director, assists in managing ARC data systems, media and technology requirement, website pages, and equipment to ensure full and secure operations and updates. Assist the ARC Director with security and safety issues, coordinates the department equipment inventory process, processes and tracks facility repairs and maintenance, and manages department key distribution and inventory. |
|
| Human Resources | 15 |
| In close collaboration with the ARC director and Undergraduate Education CFAO, is responsible for managing the day-to-day human resource functions for the ARC providing expertise, recommendations, and implementing strategies based on research and best practices.
Performs departmental review before final approvals and provides professional guidance on HR related actions in areas including recruitment and selection, performance management, discipline, complaint resolution, labor relations, bargaining unit agreements, termination and separations, layoffs and reduction in time, equity and merit reviews, reclassifications, incentive awards and professional development plans, etc. Performs departmental reviews before final approvals and provides professional guidance on Benefit related actions including family medical leave (FMLA) worker's compensation, office ergonomics, disability management, etc. Ensures the departments compliance with Federal and State wage and hour laws (FLSA) and with UC/ UCR H/R policy and procedure; disseminates H/R related information to ARC employees; assists and directs ARC employees with protocols involving FMLA, Leave Management, Disability, Workers Compensation, ADA, and other HR benefit related issues; ensures H/R practices are consistent through-out the department. Provides direction and guidance for recruitment of personnel to department managers, ensuring compliance with UC/UCR, as well as organizational units hiring policies and procedures, updates departments job descriptions, completes and processes documentations involving recruitments, equity reviews, reclassifications, etc. |
|
| Other Functions as Required | 5 |
| Represents the ARC in campus meeting, workshops, seminars related to administrative, finacial, payroll, and human resource matters.
Other functions as assigned. |
|
Minimum Requirements
| Minimum Requirement | Display Ranking |
|---|---|
| 1 | |
| A bachelor's degree in business administration or similar field of study and 3-5 years of proven experience performing a full range of financial analysis and human resource assignments at a professional level with experience gathering, preparing, interpreting, and analyzing data that has significant impact on services and programs; or an equivalent combination of education and experience | |
| 2 | |
| Demonstrated experience managing a business unit, supervising staff, effectively managing time and prioritizing tasks, delivering accurate and complete work product while meeting multiple priorities and deadlines; ability to review, verify and validate work product of others; provide guidance and training to enhance skills among less experienced staff members. | |
| 3 | |
| Demonstrated experience with fiscal and resource analysis, budget analysis, key performance metrics, forecasting, financial reporting, Ability to investigate, research, and inquire, to obtain information and produce results. Knowledge of Generally Accepted Accounting Principles (GAAP); ability to understand business needs and data to generate information that supports unit mission. | |
| 4 | |
| Demonstrated experience with an advance skill set of Microsoft Office applications including Excel, Word, Outlook, and presentation software. Ability to create ad-hoc reports via data import/export queries & functions; ability to use pivot tables, formulas, and data tools that assist in streamlining functions, delivering accurate results, and meaningful presentations. | |
| 5 | |
| Experience at coordinating Human Resource processes including recruitment, compensation, and performance management. Ability to interpret complex policies, regulations, and agreements; ability to advise others in the interpretation and application of complex policies; ability to work in an environment that requires a high level of confidentiality. | |
| 6 | |
| Rounded, general knowledge of state and federal employment regulations, policies, practices, and laws. | |
| 7 | |
| Interpersonal skills demonstrating the ability to interact professionally with others in the workplace, to engage effectively in teamwork; motivate employees to work effectively and efficiently; make sound decisions; communicate effectively and skilfully with tact, diplomacy, and respect | |
Preferred Qualifications
| Preferred Qualification | Display Ranking |
|---|---|
| 1 | |
| Experience with UC Riverside administrative and financial systems and database applications, including UCRFS/PeopleSoft, UCRFStotals, PPS, SuperDOPE, etc. Knowledge of UCR financial and administrative policy and procedure. | |
| 2 | |
| Experience with UC Riverside human resource systems and database applications; Knowledge of UCR employment and HR policy and procedure, | |
| 3 | |
| Experience in fund accounting and/or non-profit governmental accounting | |
| 3 | |
| Experience working in an institution of higher education. | |
| Posted Position Purpose |
|---|
| Under the general direction of the Director of the Academic Resource Center (ARC) with a dotted line report to the Chief Financial & Administrative Officer (CFAO) of Undergraduate Education, the ARC Business and Finance Manager provides professional level expertise and leadership managing the financial and administrative functions of the department and includes annual operating expenditures of $2.5M, two (2) direct report administrative personnel and four (4) in-direct administrative personnel who are assigned to ARC's academic and student programs. The incumbent serves as a member of the ARC Management Team; advising and acting on financial and budgetary issues, human resource matters, policy interpretation, compliance issues, facility and space management of ARC's 10.6K sq. ft. center, and administration of departmental policy and procedures. The incumbent participates both in long and short term resource planning for the departments budgetary requirements; ensures proper management of ARC funds including state, federal, opportunity, student, and sales and service funding sources. Manages and supervises the day-to-day business operations for the ARC including customer service lobby, time and attendance reporting, payroll, purchasing, travel, reimbursements, business agreements, employment contracts, accounts payable, billing, deposits and human resource functions for 23 full-time career staff and an average of 200 part-time represented and non-represented academic teaching assistants, tutors, learning skills and peer counselors, contracted employees and student assistants annually.
As a department reporting to the Vice Provost of Undergraduate Education, the Academic Resource Center fosters engagement and promotes academic success for UCR students. With a team of educators, counselors, and advanced students who provide a variety of services including; Academic Intervention, Early Assist, Study Skill Workshops, Summer Bridge Programs, Supplemental Instruction, Tutorial Assistance, Math Placement Exams and Workshops and Graduate Test Preparation seminars, the ARC serves over 6,000 students annually. The ARC is for all students who are not satisfied with their current grades and want to improve their academic performance.
|
| Posted Minimum Requirements |
| 1 A bachelor's degree in business administration or similar field of study and 3-5 years of proven experience performing a full range of financial analysis and human resource assignments at a professional level with experience gathering, preparing, interpreting, and analyzing data that has significant impact on services and programs; or an equivalent combination of education and experience.
2 Demonstrated experience managing a business unit, supervising staff, effectively managing time and prioritizing tasks, delivering accurate and complete work product while meeting multiple priorities and deadlines; ability to review, verify and validate work product of others; provide guidance and training to enhance skills among less experienced staff members. 3 Demonstrated experience with fiscal and resource analysis, budget analysis, key performance metrics, forecasting, financial reporting, Ability to investigate, research, and inquire, to obtain information and produce results. Knowledge of Generally Accepted Accounting Principles (GAAP); ability to understand business needs and data to generate information that supports unit mission. 4 Demonstrated experience an advance skill set of Microsoft Office applications including Excel, Word, Outlook, and presentation software. Ability to create ad-hoc reports via data import/export queries & functions; ability to use pivot tables, formulas, and data tools that assist in streamlining functions, delivering accurate results, and meaningful presentations. 5 Experience at coordinating Human Resource processes including recruitment, compensation, and performance management. Ability to interpret complex policies, regulations, and agreements; ability to advise others in the interpretation and application of complex policies; ability to work in an environment that requires a high level of confidentiality. 6 Rounded, general knowledge of state and federal employment regulations, policies, practices, and laws. 7 Interpersonal skills demonstrating the ability to interact professionally with others in the workplace; engage effectively in teamwork; motivate employees to work effectively and efficiently; make sound decisions; communicate effectively and skilfully with tact, diplomacy, and respect. |
| Posted Preferred Qualifications |
| Experience with UC Riverside administrative and financial systems and database applications, including UCRFS/PeopleSoft, UCRFStotals, PPS, SuperDOPE, etc. Knowledge of UCR financial and administrative policy and procedure.
Experience with UC Riverside human resource systems and database applications; Knowledge of UCR employment and HR policy and procedure, Experience in fund accounting and/or non-profit governmental accounting. Experience working in an institution of higher education. |