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UC OFFICE OF THE PRESIDENT

At the University of California (UC), your contributions make a difference. A world leader producing Nobel and Pulitzer prize recipients with over 150 years of groundbreaking research transforming the world. Choose a career where you can leverage your knowledge, skills and aspirations to inspire and support some of the greatest minds in the world, and those who will follow in their footsteps. Working at the University of California is being part of a unique institution, and a vibrant and diverse community. At the University of California, Office of the President, we propel our mission through impactful work locally, in government centers and systemwide. We are passionate people, serving the greater good.

The University of California, one of the largest and most acclaimed institutions of higher learning in the world, is dedicated to excellence in teaching, research and public service. The University of California Office of the President is the headquarters to the 10 campuses, six academic medical centers and three national laboratories and enrolls premier students from California, the nation and the world.

Department Overview
Graduate, Undergraduate and Equity Affairs (GUEA) provides leadership and support for efforts that advance UC equity and inclusion, that promote access to and successful completion of baccalaureate and graduate degrees, and that help to provide an exemplary student academic experience.

Position Summary
Reporting to the Executive Director and Deputy to the Vice President, the Director of Finance and Administration oversees all aspects of department operations, including the operating budget, financial activities, audit and compliance, contracts and grants, facilities and space planning, administrative services, information technology, data security, the department's human resource items, and service level agreements. Serving in a leadership role, the incumbent has broad discretion in the development and maintenance of internal processes and structures, interfacing with other departments, campuses, and other education organizations to ensure efficient day-to-day operations and appropriate budget/financial oversight and planning. The Director represents GUEA on committees and work groups concerning these functions and ensures that GUEA is compliant with policies and requirements related to security, privacy and other infrastructure areas. The incumbent is responsible for developing and presenting the department's budget to senior leadership, and supervises staff members responsible for the department's day-to-day administrative functions and fiscal transactions.

Key Responsibilities

45% ADMINISTRATIVE OPERATIONS AND OVERSIGHT

• Manages, plans and administers all administrative operations for Graduate, Undergraduate and Equity Affairs, a department of 118 FTE and a $50 million dollar budget (state funds, federal funds, contracts/grants, gifts and endowments). Supervises 3 FTE (two financial analysts and an administrative assistant) who are responsible for the day-to-day provision of financial transactions, operations and administrative support for budget, administrative services, space, facilities management, HR operations and equipment maintenance.
• Acts as the department's liaison to UCOP's HR department. Analyzes, negotiates and coordinates HR actions according to UC and department policies and procedures. Oversees the onboarding process of new employees. Advises senior leadership on all human resources-related issues. Analyzes department and unit goals and provides recommendations for staffing requirements and classifications. Provides initial analyses and develops justifications for employee reclassifications and equity reviews.
• Oversees data and asset management, including managing systems and procedures to protect departmental assets. Acts as department's data security officer, ensuring proper handling of sensitive data and information and overseeing implementation of required security measures. Ensures appropriate documentation of departmental assets.
• Manages departmental audit and compliance, including advocating for policy and procedure revisions at the UCOP and Division levels that best meet the needs of a diverse department. Serves as the department's audit and compliance officer with regard to administrative policies. Engages in audit planning and compliance risk assessment. Continuously evaluates department policies and procedures to ensure department compliance with budget, finance, security, privacy and UCOP-wide policies and mandates.
• Independently develops and maintains processes for coordinating actions across GUEA units (Vice President's Immediate Office, Central Services, Academic Success Initiatives, Graduate Studies, Outreach and Educational Partnerships, Educator Programs, Enrollment Services, Student and Equity Affairs, UC Online), unit/program directors, OP Budget Office, Business Resource Center, Extramural Funds Management, Strategic Sourcing, Financial Accounting, Financial Services and Controls, Information Technology Services, Procurement, Office of the Provost, and systemwide budget office, among others, to provide effective and efficient support to the department.

40% BUDGET PLANNING AND FINANCIAL REPORTING

• Develops and prepares budgets and financial reports for grants, general appropriations, endowments and other funds. Develops and recommends the department's budget to the Executive Director/Deputy to the Vice President and Vice President. Oversees the preparation of budget simulations and develops long-range financial plans for the department's services and activities.
• Provides guidance, information and advice to unit heads on their budgets and budget policies and requirements. Independently prepares short and long range plans for operations in GUEA, including multi-year budget projections, and serves on the management team for the department responsible for ongoing long-range planning.
• Prepares budget-related presentations for the Office of the Provost, department and external agencies and organizations. Prepares operations- and budget-related correspondence on behalf of the Vice President and Executive Director/Deputy to the Vice President. Oversees monthly department expenditures and advises the Executive Director/Deputy to the Vice President on issues. Advises the Executive Director/Deputy to the Vice President on expense priorities, recommending and implementing changes to methods, unit planning, programs and other financial activities.
• In coordination with the Office of the Provost, evaluates budget strategy and advocates for new budgetary structures and processes that better serve GUEA and UCOP budgetary planning, analysis and decision making.

10% CONTRACT AND GRANT MANAGEMENT

• Oversees the preparation and management of grant and contract proposals involving a diverse and/or wide variety of funding sources and agencies. Reviews and approves financial reporting for department contracts and grants. Oversees development and submission of annual reports for internal and external stakeholders, including annual "Report of Federally Unallowable Costs" and annual equipment inventory reports.

5% OTHER DUTIES

• Represents the department on business affairs to the institution and community. Serves as the department's liaison to OP and external groups and organizations on matters relating to budget, human resources, space, facilities, compliance and risk management. Represents the department on committees related to division or department planning and operations. Other duties as assigned.

Experience
Required Qualifications

• Minimum of 7 years of demonstrated leadership and expertise at a management level.

Skills and Abilities
Required Qualifications

• Broad knowledge of organizational processes, protocols and procedures with a focus on budget, account and fund management and / or personnel management under labor contract(s) and personnel policy.
• Broad knowledge of financial management, analysis and reporting techniques; human resources and risk management planning; and / or accounting and payroll.
• Strong verbal and written communication skills; ability to influence / persuade all levels of staff.
• 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.
• Broad knowledge of common organization-specific and other computer application programs.
• Skills to work collaboratively with other UC locations and departments.
• Proven skills to quickly evaluate complex issues and identify multiple options for resolution.
• Demonstrated management and conflict resolution skills to effectively lead and motivate others.
• Experience responding to the needs of high level executives.
• Demonstrated ability to maintain strict confidentiality of privileged information and to handle politically sensitive issues with tact, independent judgment, diplomacy and discretion.

Preferred Qualifications

• Experience in higher education setting, especially experience at UCOP or a UC campus.

Education
Required Qualifications

• Bachelor's degree in related area and/or equivalent level of education and experience.

Job Title
Administrative Manager 1

Job Code
000547

Salary Grade
Grade 25

Payscale:
$140,000 - $165,000

Full Salary Range:
$105,500 - $200,700

The University of California, Office of the President, is required to provide a reasonable estimate of the compensation range for this role. This range takes into account the wide range of factors that are considered in making compensation decisions including but not limited to experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. It is not typical for an individual to be offered a salary at or near the top of the range for a position. Salary offers are determined based on final candidate qualifications and experience. The full salary range shows the growth potential for this position and the pay scale is the budgeted salary or hourly range that the University reasonably expects to pay for this position.

HOW TO APPLY

Please be prepared to attach a cover letter and resume with your application.

APPLICATION REVIEW DATE

The first review date for this job is April 17, 2024. The position will be open until filled.

CONDITIONS OF EMPLOYMENT

Background Check Process: Successful completion of a background check is required for this critical position.

Smoke Free Work Environment: The University of California, Office of the President, is smoke & tobacco-free as of January 1, 2014.

August 2021 Update: The University of California has issued a policy requiring employees to be fully vaccinated against COVID -19 before physically accessing the University location or programs. Upon hire into a UCOP position, you will be provided detailed instructions on how to comply with this policy including access to the COVID vaccination at no cost. New hires to UCOP who work onsite or will come onsite for any activities at a UCOP or other UC location must comply with this policy within 8 weeks after their start date. The policy allows for employees to request approval for an exception or deferral.

EEO STATEMENT

The University of California, Office of the President, is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status. For the University of California's Affirmative Action Policy please visit: . For the University of California's Anti-Discrimination Policy, please visit: .

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