Financial and Administrative Officer

Job ID:
Location: Main Campus - UCR
Schedule: 8AM - 5PM
Category: Accounting and Finance
Salary: $81,500 - $150,100
Full/Part Time: Full-time(100%)
Organization: College of Humanities Arts & Social Sciences
Department: Cindy Williams
Application Deadline: Open Until Filled

Position Information:
Department Manager for the Department of English and the Department of Philosophy within the College of Humanities, Arts and Social Sciences. Provides administrative and financial leadership and support to the departments. Combined, total population equates to 44 ladder rank faculty FTE, 4 staff FTE, up to 7 lecturer faculty, approximately 600 undergraduate students, and 110 graduate students which includes Teaching Assistantships and Associate In appointments. Combined permanent and temporary operating budgets of approximately 13.8 million dollars and designated/grant budgets of approximately $360,000 in addition to annual fellowships awarded to various faculty. The incumbent's role of service is critical to the overall mission of the English and Philosophy Departments in facilitating and enhancing academic support towards quality teaching, strong research, and service, while complying with applicable University policies and procedures, granting agencies' regulations, and adhering to the highest standards of ethics. While leading in a fast-paced Administrative Unit, the incumbent administers and coordinates all fiscal activities of departmental budgets, performs complex budget/resource analysis, reviews departmental accounting and budgetary procedures as appropriate, and provides recommendations for improving the budgetary process and procedures for the departments. Provides guidance to faculty regarding fiscal policies and procedures, contracts and grants, purchasing and provides quarterly financial reports to faculty. Manages the recruitment, appointment, and re-appointment of non-senate academic personnel. Assists Chairs with the course schedules, curricular changes, and teaching assignments. Coordinates and assist with graduate student recruitment, advising, and support. The Financial and Administrative Officer (FAO) for both departments reports to the Dean's office and has dotted line reporting to the department Chairs. The incumbent is responsible for providing management, coordination, and oversight of the daily operations of the department including financial, human resources, academic support, contracts and grants, facilities management and other operational matters. This position manages business, accountability, stewardship, and support functions in the department to achieve the departments and College of Humanities, Arts, & Social Sciences (CHASS) goals and objectives in meeting the mission of the University. This position is designated as a Career Ladder recruitment, which means the hiring department can recruit and fill this role at different levels within the position classification series.

Therefore, this position is currently posted as Financial Administrative Officer (Administrative Officer 3) Recruitment ID # 35326591, and Financial Administrative Officer (Admin Supv 2) Recruitment ID #35330283. Applicants are encouraged to review both positions to determine the best match for their skills. Candidates will be required to complete a skill assessment. All applicants will be assessed based on the minimum requirements for the recruitment for which they applied.

The full salary range for the Financial Administrative Officer is $73,600 - $133,200 annually. We base salary offers on a variety of considerations, such as education, licensure and certifications, experience, and other business and organizational needs.

Applicants must have current work authorization when accepting a UCR staff position. Currently, we are unable to sponsor or take over sponsorship of an employment Visa for staff.

As a University employee, you will be required to comply with all applicable University policies and/or collective bargaining agreements, as may be amended from time to time. Federal, state, or local government directives may impose additional requirements.

Requirements:
Requirements

Educational Requirements

Bachelor's degree in related area and/or equivalent experience/training.

Required

Experience Requirements

6 - 10 years of related experience.

Required

Previous supervisory/managerial experience.

Preferred

Minimum Requirements

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.

Solid knowledge of financial analysis and reporting techniques; human resources and risk management planning; accounting and payroll.

Demonstrated skills in employee supervision and HR administration.

Solid knowledge of common organization-specific and other computer application programs.

Solid organizational and customer service skills to effectively manage multiple priorities.

Solid interpersonal skills including verbal and written communication, active listening, critical thinking, persuasiveness, advising, and counseling to effectively motivate others.

Solid skills to quickly evaluate complex issues and identify resolution.

Preferred Qualifications

Experience with the administrative functions and policies related to academic and staff personnel management in an academic environment. Knowledge of University policies and procedures, with the ability to process financial transactions in Impact 23 and appropriate legacy systems. Knowledge and experience in Business office space planning. General knowledge and experience in basic computer troubleshooting. Experience with conference and event planning and organization.

Additional Information:
Additional Information In the Heart of Inland Southern California, UC Riverside is located on nearly 1,200 acres near Box Springs Mountain in Southern California; the park-like campus provides convenient access to the vibrant and growing Inland region. The campus is a living laboratory for the exploration of issues critical to growing communities' air, water, energy, transportation, politics, the arts, history, and culture. UCR gives every student, faculty and staff member the resources to explore, engage, imagine and excel.

UC Riverside is recognized as one of the most ethnically diverse research universities in the country boasting several key rankings of which we are extremely proud.

UC Riverside is proud to be ranked No. 12 among all U.S. universities, according to Money Magazine's 2020 rankings, and among the top 1 percent of universities worldwide, according to the 2019-20 Center for World University rankings.

UC Riverside is the top university in the United States for social mobility. - U.S. News 2020

UCR is a member of the University Innovation Alliance, the leading national coalition of public research universities committed to improving student success for low-income, first-generation, and students of color.

Among top-tier universities, UC Riverside ranks No. 2 in financial aid. - Business Insider 2019

Ranked No. 2 in the world for research, UCR's Department of Entomology maintains one of the largest collections of insect specimens the nation. - Center for World University Rankings

UCR's distinguished faculty boasts 2 Nobel Laureates, and 13 members of the National Academies of Science and Medicine.

The University of California is an Equal Opportunity/Affirmative Action Employer with a strong institutional commitment to the achievement of excellence and diversity among its faculty and staff. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, protected veteran status, or any other characteristic protected by law.

For information about our generous employee benefits package, visit: Employee Benefits Overview

Job Description Details:
Job Description Details

General Information
Job Title
ADMIN SUPV 2 Job Code
007375 Grade
23 Department Head
Cindy Williams Supervisor
Tanya Wine

Positions Directly Supervised
Job CodeTitleFTE

004722

BLANK AST 3

004545

STDT ACAD ADVISOR 3

007709

FINANCIAL ANL 3

1

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 Financial and Administrative Officer is the Manager for the Department of English and the Department of Philosophy within the College of Humanities, Arts and Social Sciences. Provides administrative and financial leadership and support to the departments. Combined, total population equates to 44 ladder rank faculty FTE, 4 staff FTE, up to 7 lecturer faculty, approximately 600 undergraduate students, and 110 graduate students which includes Teaching Assistantships and Associate In appointments. Combined permanent and temporary operating budgets of approximately 13.8 million dollars and designated/grant budgets of approximately $360,000 in addition to annual fellowships awarded to various faculty. The incumbent's role of service is critical to the overall mission of the English and Philosophy Departments in facilitating and enhancing academic support towards quality teaching, strong research, and service, while complying with applicable University policies and procedures, granting agencies' regulations, and adhering to the highest standards of ethics. While leading in a fast-paced Administrative Unit, the incumbent administers and coordinates all fiscal activities of departmental budgets, performs complex budget/resource analysis, reviews departmental accounting and budgetary procedures as appropriate, and provides recommendations for improving the budgetary process and procedures for the departments. Provides guidance to faculty regarding fiscal policies and procedures, contracts and grants, purchasing and provides quarterly financial reports to faculty. Manages the recruitment, appointment, and re-appointment of non-senate academic personnel. Assists Chairs with the course schedules, curricular changes, and teaching assignments. Coordinates and assist with graduate student recruitment, advising, and support. The Financial and Administrative Officer (FAO) for both departments reports to the Dean's office and has dotted line reporting to the department Chairs. The incumbent is responsible for providing management, coordination, and oversight of the daily operations of the department including financial, human resources, academic support, contracts and grants, facilities management and other operational matters. This position manages business, accountability, stewardship, and support functions in the department to achieve the departments and College of Humanities, Arts, & Social Sciences (CHASS) goals and objectives in meeting the mission of the University.

This position is designated as a Career Ladder recruitment, which means the hiring department can recruit and fill this role at different levels within the position classification series. Therefore, this position is currently posted as Financial Administrative Officer (Administrative Officer 3) Recruitment ID # 35326591, and Financial Administrative Officer (Admin Supv 2) Recruitment ID #35330283. Applicants are encouraged to review both positions to determine the best match for their skills. Candidates will be required to complete a skill assessment. All applicants will be assessed based on the minimum requirements for the recruitment for which they applied.

The full salary range for the Financial Administrative Officer is $81,500 - $150,100 annually. We base salary offers on a variety of considerations, such as education, licensure and certifications, experience, and other business and organizational needs.

Key Responsibilities:
Key Responsibilities DescriptionPercent Time

Participates in the creation, maintenance and reporting of operational and budget processes, academic and/or staff FTE, finance, human resources and space planning.

In conjunction with the department chairs, manage the fiscal resources for the departments. Independently responsible for ensuring compliance with University policies and procedures and for establishing and maintaining an appropriate accountability structure. Remain abreast of policy and process changes to Impact 23 and legacy systems, and train departmental staff on these systems as appropriate. Combined permanent and temporary operating budgets of approximately 13.8 million dollars and designated/grant budgets of approximately $360,000 in addition to annual fellowships awarded to various faculty

40%

Supervises the work of a department with responsibility for quality and quantity of work.

Responsible for oversight of day to day operation of administrative staff and Graduate advising staff for both the department of English and the Department of Philosophy. Provides day to day supervision as well as long term guidance on staff development and performance. Provides regular feedback, annual performance reviews, and holds regular development feedback sessions with all direct reports to support the mission of the department and employee professional development. Responsible for corrective action of staff when appropriate.

20%

Selects, develops, and evaluates personnel to ensure the effective and efficient operation of the function.

Independently responsible for all aspects of staff personnel management, including recruitment, performance management, and corrective action. Responsible for recruitment and selection process to ensure qualified candidates are in place to support the department. Research, interpret, and exercise direct responsibility of the application of all policies and procedures related to the management of staff employees, including those covered by a bargaining unit.

15%

Participates in the development and monitoring of policies and procedures for departmental operations.

Responsible for instituting sound administrative procedures to ensure conformance with staff personnel policies and procedures. Participates in monthly college wide Department Management meetings to insure all updated policies, procedures and relevant information is shared with direct reports and faculty and put into place to ensure compliance with university standards.

10%

Recommends hiring of new employees, transfers, promotions, salary actions, terminations, performance management and budget recommendations.

Responsible as the lead resource while working in conjunction with appropriate college leadership in assess salary actions, performance management, and other employee actions such as promotions, transfers, training of new employees and terminations

10%

May manage systems and procedures to protect departmental assets.

5%

To apply, visit https://jobsportal.ucr.edu/jobs/35330283

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