Business Officer Job Listing at University of California in Santa Barbara, CA (Job ID 69037)

Description

Job Posting Details

Payroll Title: Administrative Officer 3

Job Code: 007377

Job Open Date: 05/14/2024

Application Review Begins: 05/30/2024; open until filled

Department Code (Name): AASP (ASIAN-AMERICAN DEPARTMENT)

Percentage of Time: 100%

Union Code (Name): 99 (Non-Represented)

Employee Class (Appointment Type): Staff (Career)

FLSA Status: Exempt

Classified Indicator Description (Personnel Program): PSS

Salary Grade: Grade 22

Hiring/Budgeted Salary Range: $74,300 to $80,300/yr.

Full Salary Range: Salary offers are determined based on final candidate qualifications and experience; the budget for the position; and the application of fair, equitable, and consistent pay practices at the University. The full salary range for this position is $74,300 to $134,500/yr. The budgeted salary range that the University reasonably expects to pay for this position is $74,300 to $80,300/yr.

Work Location: Humanities and Social Sciences Bldg. - 5042

Working Days and Hours: M-F; 8am - 5pm

Benefits Eligibility: Full Benefits

Type of Remote or Hybrid Work Arrangement, if applicable: Hybrid (Both UC & Non-UC locations)

Special Instructions:

For full consideration, please include a resume and a cover letter as part of your application.

Department Marketing Statement:

Asian American Studies at the University of California, Santa Barbara is an interdisciplinary department that offers a wide variety of intellectual ideas and approaches. We are also the very first academic department dedicated to the study of Asian Americans at a major research university, and the first department in the United States to offer a Bachelor of Arts degree in Asian American Studies.

Benefits of Belonging:

Working at UC means being part of this vibrant institution that shines a light on what is possible. People make UC great, and UC recognizes your contributions by making this a great place to work. Excellent retirement and health are just one of the rewards. Learn more about the benefits of working at UC

Brief Summary of Job Duties:

The Business Officer is responsible for the full range of management functions for the Asian American Studies Department encompassing administration, financial management, staff and academic personnel, academic and student support services, technical support services, purchasing, facilities maintenance and renovation, instructional resources, and safety programs. Develops and implements operating policies and procedures as they relate to department goals and objectives. In this capacity independently solves problems requiring interpretation of a wide variety of federal, state and campus policies. These responsibilities require thorough knowledge of University, state, and federal regulations, policies, guidelines and procedures as well as considerable judgement and tact in problem solving and decision making. Handles confidential department faculty and staff matters and ensures compliance with the implementation of diversity guidelines and procedures. Provides continuity with regard to department policies and long range goals and develops strategies for implementation. Interprets, implements and ensures compliance with staff personnel policies and collective bargaining contracts. Serves as liaison between the department and external agencies by responding to and recommending a course of action with respect to various inquiries and problems as they arise.

Required Qualifications:

• Bachelor's degree in related area and / or equivalent experience / training.
• 1-3 years of experience in higher education administration and working with a diverse group of faculty, staff, and students.
• 4-6 years ability to perform financial and policy analysis and understanding of the accounting principles.
• 1-3 years of supervisory experience.
• Able to use discretion and maintain confidentiality.

Preferred Qualifications:

• Thorough knowledge of and ability to apply /interpret department, College, and University policies, rules and regulations, processes, protocols and procedures for budget, accounting and fund management, personnel management and academic HR.
• Knowledge of financial analysis and reporting techniques, human resources policies and procedures for staff and academic employees.
• Demonstrated skills in employee supervision and HR administration.
• Thorough understanding of department goals and the legal and human resources implications of decisions.
• Knowledgeable of trends in academia, especially in areas of academic planning, human resource management and academic administration.
• Knowledgeable of a variety of administrative operational activities such as event planning, basic fundraising, space planning, accounting and payroll.
• Solid knowledge of Microsoft Word, Excel and Google Suite; PowerPoint, Adobe Acrobat.
• Solid understanding and use of UC systems such as UCPath, Kronos, UC Recruit, AP Folio, OACIS/TAM, STAR, Espresso and Data Warehouse.
• Advanced interpersonal skills including verbal and written communication, active listening, critical thinking, advising and counseling.
• Able to work collaboratively with others across UCSB and the UC.
• Possess strong skills in short and long term planning, analysis, problem-solving, and customer service.
• Demonstrated ability to effectively multi-task and manage multiple priorities.
• Demonstrated conflict resolution skills to effectively lead and motivate.

Special Conditions of Employment:

• UCSB is a Tobacco-Free environment
• Satisfactory conviction history background check

Job Functions and Percentages of Time:

40% General Administration - Responsible for all management functions necessary for the teaching, research, and performance missions of the department. Advises and assists the Department Chair in all aspects of operations. Actively participates and advises department academic leadership on analysis and implementation of both short term and long term planning. Oversees undergraduate academic student affairs, and supervises the Undergraduate Advisor. These responsibilities require thorough knowledge of University, State and Federal regulations, policies, guidelines and procedures. Develops and implements operating policies and procedures as they relate to overall goals and objectives, and interprets policies for faculty, staff and students. Requires considerable initiative, independent judgement, professional orientation, strong problem solving, and organizational, verbal and written communication skills. Serves as the department liaison to other campus/ off campus academic and administrative units/agencies. Represents the department at campus meetings. Maintains broad knowledge of University policies, procedures, and their current interpretations. Assesses and analyzes the effects of changes in policies and procedures on department operations and implements appropriate modifications as required. Shows sound judgement and tact in problem solving and decision making. Handles confidential faculty and staff matters and ensures compliance with and implementation of Affirmative Action guidelines and procedures. Attends faculty meetings, helps set agenda, and coordinates minutes. Actively participates by providing information and offering suggestions as needed and in the best interest of the department.

25% Financial Management - Is responsible for all fund management in the department including state and federal monies as well as extramural grants and gifts. Extramural funds include multi-year grants/gifts. Gathers and analyzes financial data, determines budgetary needs for the Department and sets fiscal priorities. Advises Chair on financial business to ensure funds are properly allocated and administered. Develops, prepares and maintains budgets, negotiates requests with the College and/or Divisional Control point. Reconciles accounts and manages annual year end fiscal close. Oversees purchasing and receiving. Manages the instructional budget. Prepares annual budget projections for the department Chair. Provides financial reports and information to the Chair, faculty and Divisional Control Point as requested. Acts as resource to the Chair on complex financial discrepancies, customer service problems, and vendor concerns. In consultation with the Chair, plans and controls expenditures for the Department. Monitors expenditures within the department operating budgets, grant and gift accounts and one time allocation accounts (e.g. faculty start up and retention funds, Instructional Development, and LSIT computing funds). In consultation with the Chair, provides fiscal priorities as well as long range budget planning. Is responsible for the administration of university-funded budgets which includes Instructional Development grants, Faculty Research grants, and extramural grants. Responsible for overseeing financial affairs, including monitoring allocations, expenditures, and ensuring compliance with campus, state and federal agencies for all funding sources. Oversees funding of events (lectures and workshops) and jointly funded events with other departments. Establishes, monitors, maintains, updates and ensures compliance of department policies and procedures in conjunction with established campus and system-wide policy. Authorizes expenditures of funds and has signature authority for all department support budget functions. Reports on all financial matters. Identifies and resolves all fiscal anomalies. Prepares the Temporary Faculty/TA FTE and Summer Session teaching and budget requests in consultation with the Chair including recommendations for course assignments, visiting appointments, and preparation of the curriculum plan and budget request. Responsible for day to day processing of financial transactions via UCPath payroll transactions, and overseeing miscellaneous reimbursements, budget recharges, purchasing, travel and equipment inventory. Advises faculty on policy regarding budgets, fellowships and grant requests; establishes procedures for submission of proposals and reports.

20% Personnel Management - ACADEMIC PERSONNEL Responsible for all aspects of Academic Personnel for all ladder faculty, continuing and non-continuing lecturers, visiting researchers and faculty members each year, and all academic student employees including TA/Reader appointments. Understands, communicates and interprets campus Academic Personnel policies and practices for all academic titles. Assures that the Department is in compliance with University policy on all aspects of academic personnel including recruitment; affirmative action objectives and confidentiality. Processes all ladder faculty recruitment, appointments, retentions, leave requests, promotion and merit reviews, faculty retirement, and additional compensation. Maintains confidential files for academic appointments. Analyze individual cases, interpret and apply policies and procedure, and recommend appropriate course of action. Ensures compliance with appropriate campus collective bargaining agreements including Unit 18, academic personnel, and affirmative action policies. Provides consultation and advice to the Chair and faculty regarding academic personnel policies. Ensures information presented in personnel cases is accurate, supporting material has been properly prepared, and deadlines met. Provides assistance to the Chair on visiting appointments and TAships for annual and Summer Session curriculum plans. Consults and works closely with the Chair and faculty regarding new academic FTE. Works with Chair on travel and reimbursements to prospective new faculty. Supervises the administrative aspects of faculty recruitment, advertising, meeting affirmative action guidelines and ensuring that overall general procedures are followed. Works with the Chair to develop the start-up package for the final candidate including equipment, summer salary, research support, space needs and housing support. Oversees the administrative aspects of visiting faculty and other academic appointments. Maintains a broad knowledge and functional understanding of all academic personnel policies and procedures. STAFFING The Business Officer supervises the recruitment, training and evaluation of department staff regardless of funding sources. Ensures that staff understand and adhere to Department and University policies and procedures. Oversees all recruitment, hiring and payroll for the Department's 1 permanent staff (Undergraduate Program and Administrative Coordinator) and 4 Student Assistants in accordance with UC policy. Evaluates staffing needs, monitors workload, establishes office procedures and work standards. Ensures accurate online timekeeping in KRONOS and UC Path. Clarifies campus HR policy and informs Chair and employee on collective bargaining issues. Serves as liaison between students, staff, faculty, external agencies and the Chair by responding to various inquiries and problem as they arise. In this capacity, independently solves problems requiring interpretation, compassion and clear understanding of policy and procedure.

5% Student Affairs - Responsible for the supervision of the student affairs function of the program. Supervises the Undergraduate Program and Administrative Coordinator's work supporting curriculum, scheduling, course evaluations, degree checks for graduating majors, and preparation and updates to the General Catalog. Responsible for ensuring that all campus policies regarding advising, scheduling, curriculum changes, and graduating degree requirements are followed.

5% Space - Allocates offices to faculty, staff, teaching assistants, visiting personnel, and student assistants. Prepares space requests to obtain additional temporary space as needed. Recommends building modifications to the Chair. Considers department equipment needs, prepares recommendations and justification for purchases of office, classroom and computing equipment. Responsible for inventory of all department space and equipment. Acts as department liaison with Physical Facilities, Furniture Services, and outside contractors and vendors to prepare offices for their intended use.

5% Campus and Systemwide Services - Performs special assignments for chair and other campus administrators. Serves on campus or Systemwide committees representing either the campus or the Department.

UC Vaccination Programs Policy - With Interim Revisions:

As a condition of employment, you will be required to comply with the University of California Policy on Vaccinations Programs – With Interim Revisions.
As a condition of Physical Presence at a Location or in a University Program, all Covered Individuals* must participate in any applicable Vaccination Program by providing proof that they are Up-to-Date with any required Vaccines or submitting a request for Exception in a Mandate Program or properly declining vaccination in an Opt-Out Program no later than the Compliance Date (Capitalized terms in this paragraph are defined in the policy.). Federal, state, or local public health directives may impose additional requirements.

For more information, please visit:

• UC Santa Barbara COVID-19 Information - https://www.ucsb.edu/COVID-19-information
• University of California Policy on Vaccinations – With Interim Revisions - https://policy.ucop.edu/doc/5000695/VaccinationProgramsPolicy

*Covered Individuals: A Covered Individual includes anyone designated as Personnel or Students under this Policy who physically access a University Facility or Program in connection with their employment, appointment, or education/training. A person accessing a Healthcare Location as a patient, or an art, athletics, entertainment, or other publicly accessible venue at a Location as a member of the public, is not a Covered Individual.

Equal Opportunity/Affirmative Action Statement:

UC Santa Barbara 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: https://policy.ucop.edu/doc/4010393/PPSM-20.
For the University of California's Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination.

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