Organizational Area: Academic Affairs: Academic Planning, Programs and Coordination - UC Washington Center (UCDC)
Location: Washington, DC
Posting Salary: Salary commensurate with experience
Position Summary: The University of California, Washington Center is an eleven-story, mixed use facility of the university in Washington DC. This building provides housing for university students and faculty and contains the offices and classrooms of the UC Washington Program (UCDC) a system-wide academic program of the university, the Office of Federal Governmental Relations (FGR) and other associated Multi-campus Research Units MRUs).
The incumbent is responsible for leadership, management, and coordination of administrative services at UCDC including oversight/administration of all unit budgets and expenses, human resource activities, direction of administrative unit staff and management of contracts and all administrative policies and procedures necessary to the operation of the University of California, Washington Center. Is responsible for strategic planning for technology services and management of web site infrastructure and databases. Provides system analysis of administrative and technological functions. Involved in developing, modifying and executing organizational policies that affect immediate operations and may also have organization-wide effect. Erroneous decisions or failure to achieve goals may result in additional costs and shortfalls in meeting objectives and overall schedules. With this set of responsibilities, the incumbent serves as the Executive Director's deputy, taking on high level projects that involve significant coordination with local as well as UC Office of the President managers and senior level officials.
Special Conditions of Employment:
Other Special Conditions of Employment: This position is located in Washington DC. UCDC functions as a pocket campus of the University of California system. In addition to local students, faculty and staff, UCDC has myriad and multi-faceted interactions with external constituencies.
Successful completion of a background check is required for appointment to this critical position.
Job Close Date: 5/23/2019
Duty 1: Provides oversight/direction/coordination of UCDC's corporate and unit level accounting (approximately $7.5 million in 37 account/funds).
Develop, administer and maintain overall budgets for UCDC and unit budgets for the academic, business and information services units.
Assist unit managers (residential, events and facility) with development of budgets for their units.
Present annual and long-range budgets for UCDC to Senior UC Management.
Develop and provide continual refinement of the Center's numerous business processes and systems including develop and implementation of methodologies for recovering costs for goods and services provided to internal and external clients.
Facilitate the annual budget process as well as preparation and distribution of Center recharges of service to internal and external clients.
Provide oversight of invoice tracking and payments to vendors.
Provide oversight and review of the Center's cash management process.
Supervise and direct UCDC Business which includes a Controller and Budget Analyst.
Coordinate production of UCDC Annual Report.
Employ creative problem solving to overcome fiscal or resource constraints.
Other related duties not specified. Function:Budget Administration & Contract Management Percent: 40
Duty 2: Coordinate and support human resource activities for the UC Washington Program. This includes coordinating activities related to non-academic staff such as salary and classification issues, recruitment and hiring processes, onboarding, performance evaluations and merit reviews.
Coordinate UC required staff training on issues such as ethics, sexual harassment, and cyber security.
Maintains on-site personnel files and time-keeping records.
Prepare and negotiate, as needed, contracts and individual consulting agreements associated with business operations, technology and academic programs at UCDC.
As appropriate, draft decision memos for the President and/or Provost on behalf of the UCDC Executive Director, Vice Provost, or Provost (to the President). This includes serving as lead reviewer and coordinator of decision memos produced by other UCDC staff. Incumbent will coordinate completion and delivery of decision memos with senior staff in Academic Personnel and Programs.
Provide oversight and management of agreements, including appropriate procedures for verifying delivery of products/services and approval of financial payments.
Develop and provide continual refinement of the UCDC's numerous business processes and systems. Facilitate and support meetings of UCDC Operations & Management Advisory Committee (OMAC). Prepare reports and supporting documentation for UCDC governing and advisory groups, and other stakeholders; work closely with Executive Director to draft meeting agendas and materials in advance of quarterly meetings of the UCDC Governing Committee and UCDC Academic Advisory Committee.
Conduct ongoing assessments to identify areas for employee and team development via mentoring and/or training.
As appropriate, develop new auxiliary and ancillary business enterprises which leverage UCDC's strengths. This is done with an eye toward reducing or supplementing State funding.
Ensure compliance with applicable regulations, Industry Standards and University policies.
Other related duties not specified. Function:Administrative & Business Management Percent: 60
Job Requirements Bachelor's degree in related area and / or equivalent experience / training.
Persuasive writing and presentation skills.
Thorough knowledge of financial analysis and reporting techniques; human resources and risk management planning; accounting and payroll.
Excellent skills to work collaboratively and act persuasively in sensitive situations; skills in conflict management techniques.
Excellent interpersonal skills to effectively lead, motivate and influence others and to develop and maintain high standards of customer service.
Thorough knowledge of common organization-specific and other computer application programs.
Excellent project management skills, including the capability of managing capital projects.
Very strong ability to quickly evaluate complex issues and identify multiple options for resolution. Required
About us 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 corporate headquarters to the ten campuses, five medical centers and three Department of Energy National Labs and enrolls premier students from California, the nation and the world.
The University of California is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, age or protected veteran status.
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About University of California Office of the President
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