Job Details
- Academic Business Officer
- Go to our website »
Academic Business Officer
University of California Santa Barbara
Job Posting Details
Payroll Title: Administrative Manager 2
Job Code: 000548
Job Open Date: 8/26/2024
Application Review Begins: 9/11/2024; open until filled
Department Code (Name): PHYS (PHYSICS DEPT)
Percentage of Time: 100%
Union Code (Name): 99 (Non-Represented)
Employee Class (Appointment Type): Staff (Career)
FLSA Status: Exempt
Classified Indicator Description (Personnel Program): MSP
Salary Grade: Grade 27
Pay Rate/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 $128,800 to $252,200/year. The budgeted salary range that the University reasonably expects to pay for this position is $128,800 to $156,000/year.
Work Location: Broida Hall - 3019
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:
The Physics Department is widely regarded as one of the premier physics departments in the world. UCSB's Physics faculty include two Nobel Laureates, 16 memberships of the National Academies, and a host of award winning faculty. UCSB's relatively small Physics Department is now ranked among the top 10 graduate programs in the Nation. The complexity of the Department is represented by the provision of a broad set of support services: administrative, student affairs, extramural grant administration, staff support for instructional lecture and laboratory courses, outreach activities, computing services, a machine shop that supports student and faculty research, and a storeroom and purchasing staff that serve many campus departments. To learn more about our department, visit: www.physics.ucsb.edu
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 Physics Academic Business Officer (ABO) provides a high level of independent leadership in the management of a broad range of complex operations including budget, teaching, academic and staff personnel issues, building and facilities, outreach, development, and support services. Responsible for short- and long-term financial, space, development and staffing planning. Duties are performed with a high level of initiative, analysis, creativity, objectivity and discretion. Decisions made by the ABO affect a broad range of constituents. Is responsible for the direct supervision of 11 independent administrative and service units: Academic Personnel, Contracts & Grants, Financial, Staff Personnel, Computer Services, Machine Shop, Storeroom, Procurement, Student Affairs, Instructional Support and Development. Provides indirect supervision of staff supported by various research groups, acting as a policy resource to faculty PIs and supervisors. Is directly responsible for management and coordination of all support services (including three separate recharge operations) and systems to provide faculty, staff and students with an appropriate working environment, and to enhance the efficiency of those systems to benefit the instructional and research activities of the Department. In addition to the College of L&S, the ABO interfaces with several research and allied units and centers, (e.g., KITP,CNSI, CPOS, , MRL, ITST, College of Engineering, College of Creative Studies, etc) providing coordination related to short-and long-term financial, personnel and building operation issues. Interprets externally regulated policies, establishing and implementing departmental procedures to assure compliance. Following general guidelines established by Department development plans, independently plans, coordinates, implements and manages the evolution of support services, information systems, staffing levels and physical plant/facilities to satisfy near-and long-term requirements and goals of the Department. Has an active role in department fundraising and campus outreach programs. Participates in continuing education, training and development in all areas of responsibility.
Required Qualifications:
- Bachelor's degree in related area and / or equivalent experience / training.
- Strong verbal and written communication skills.
- Ability to use sound judgment in responding to issues and concerns.
- High level of analytic ability.
- Conflict resolution skills to effectively lead and motivate others as well as be able to develop and maintain high standards of customer service.
- Through knowledge of financial analysis and reporting techniques; human resources and risk management planning; accounting and payroll.
Preferred Qualifications:
- 4-6 years of experience in academic department management or related field.
- Thorough knowledge of University rules and regulations, processes, protocols and procedures for budget, accounting and fund management, and personnel management.
- Excellent project management skills, including the capability of managing capital projects.
- Knowledge of trends in academia, especially in areas of academic planning, human resource management and administration.
Special Conditions of Employment:
- Satisfactory conviction history background check
- UCSB is a Tobacco-Free environment
- Must be able to commute to the UCSB campus on a regular basis and be available off-hours if needed to address emergency situations.
Job Functions and Percentages of Time:
- 40% Financial Management
BUDGET OFFICER:
As the budget officer, has direct responsibility for all funds (~$39.7M annual expenditures) for which the Department is responsible. Prepares, proposes and controls the Department budget for all support services and information systems. Advises the department Chair of financial adjustments as necessary to assure that funds are properly allocated and administered. Develops and advises the Chair on near-term and long-term financial plans in response to campus and departmental goals and objectives. Identifies and performs analytical studies on budget related issues developing solutions to meet short- and long-term goals. Evaluates effectiveness of solutions, developing alternatives as necessary. Establishes annual budgets for internal cost-centers (i.e., instructional). Has signature authority for all Physics accounts. Prepares annual budget projections for review by the department chair, and disseminates financial updates to all faculty the state of the departmental budget as needed. Provides financial reports and information to the Dean of MLPS as requested.
FINANCIAL AND ACCOUNTING SYSTEMS:
Is responsible for the management and supervision of accounting and financial transaction systems including computer communications and record keeping; developing and monitoring the Course Materials Fee; financial documentation/information transfer and controls (audit), utilizing relevant campus systems (i.e. Data Warehouse, GUS, and Espresso). Directly supervises departmental recharge (income) operations (~$550K/annually) from three separate shops (~1,300 recharge project codes campus wide); performs financial trend analyses and forecasting. Coordinates and acts as a resource in the submission of annual proposals to campus Rate and Recharge Committee. Establishes requirements and goals for the development and enhancement of financial systems. SHOPS: -The Physics Machine Shop is a well-equipped precision shop, fabrication facility and student shop that provides services to the Physics Department, campus community, and research related endeavors worldwide -The Physics Storeroom serves the entire UCSB campus, stocking a wide variety of items to support instruction, research, outreach, and administrative functions. -Physics Computing Services coordinates, supports and provides strategic planning for the Physics computing and network environment, including VoIP.
CONTRACTS AND GRANTS: Provides oversight to the departmental Contracts and Grants unit responsible for financial administration of research funds totaling over 50 million.
- 30% Personnel Management
ACADEMIC PERSONNEL: Supervises staff responsible for providing support to the Chair and Academic Personnel/Recruitment committees involved in all academic personnel areas including faculty appointments, post-doc, research and TA appointments, recruitment and retention, merits and promotions. Academic headcount totals ~300. Provides consultation to Staff Academic Personnel Coordinator and Department Chair regarding implementation of relevant policies and procedures.
STAFF PERSONNEL: Manages a complex organization of 10 independent functional areas, as well as several research clusters, consisting of 27 career staff employees and an additional 46 limited and/or student employees, with responsibilities for analyses of staffing requirements, job duties, recruitment, training, hiring/termination, performance evaluations, merit recommendations, disciplinary action and professional development. Provides leadership and training to all functional area supervisors, including research laboratories, with respect to University staff policies and procedures, and collective bargaining agreements. Represents the department in grievances and mediates in labor relations issues. Develops organizational structure for department and effects staffing changes as needed.
STUDENT AFFAIRS: Provides oversight to the undergraduate and graduate operations. Responsible for analyzing staffing and other student and instructional programmatic areas needing review. Provides oversight to the Graduate and Academic Personnel Managers, including the employment and payroll functions for T.A.'s, Readers, Lecturers, Associates, and Post-doctoral appointments.
- 15% Development and Promotion
Working independently and in conjunction with the Chair and Development Officer, is responsible for advancing the development goals of the department. Various duties include publicizing achievements of faculty and staff on department website and social media platforms. Using lobby video displays, creates content that directs, educates and informs faculty, staff, students and visitors on various aspects of the department. Establishes procedures for acknowledging, tracking and monitoring all gift funds to assure active and appropriate stewardship with donors. Oversees content creation and revision on all segments of department website, coordinating with Letters & Science Information Technology when necessary.
- 10% Facilities and Health & Safety Management -
In coordination with the Chair and Building Manager, is responsible for long-and short-range facilities planning and development to meet departmental teaching and research needs, including the coordination of design, development and construction of new buildings, instruction and research facilities as well as renovations. Manages equipment budgets associated with new building and renovation projects and insures auditability of records. Ensures that all health, safety and ADA regulations are adhered to in the general operations of all department units. Serves on departmental building committee(s). Facilities (across 4 separate buildings) include classrooms, teaching laboratories, faculty, research and administrative offices, storeroom, mechanical, and computing recharge shops (~57,000+ ASF), all providing services to the Department and to other on- and off-campus units, and an additional ~34,500 ASF of research laboratory space. Envisions, plans and carries out building refurbishment projects in public, instructional, and administrative spaces Along with Building Manager, serves as EH&S contact, delegating to other staff as appropriate, in overseeing departmental health and safety programs and issues for teaching and research labs, shops, instrumentation facilities, storerooms, and administrative offices. Coordinates the development and implementation of departmental training programs for faculty, staff and students. Ensures that personnel are properly trained and that required records comply with state and Federal law.
- 5% Campus Service -
Serves on College and campus-wide committees involving all phases of University Administration (HR, Physical Facilities, Accounting and Financial Services, etc). Occasionally serves on campus recruitment committees. Opens department to serve as beta test site for numerous campus computing, personnel, financial and purchasing initiatives.
UC Vaccination Programs Policy:
As a condition of employment, you will be required to comply with the University of California Policy on Vaccinations Programs.
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:
*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.
Reasonable Accommodations:
The University of California endeavors to make https://jobs.ucsb.edu accessible to any and all users. If you would like to contact us regarding the accessibility of our website or need assistance completing the application process, please contact Katherine Abad in Human Resources at 805-893-4664 or email katherine.abad@hr.ucsb.edu. This contact information is for accommodation requests only and cannot be used to inquire about the status of applications.
Privacy Notification Statement
Privacy Notification Statement and Notice of Availability of the UCSB Annual Security Report Disclosures
Application Status: If you would like to check the status of your application, please log into the Candidate Gateway where you applied and click on 'my activities'.
To apply, please visit: https://careerspub.universityofcalifornia.edu/psc/ucsb/EMPLOYEE/HRMS/c/HRS_HRAM_FL.HRS_CG_SEARCH_FL.GBL?Page=HRS_APP_JBPST_FL&JobOpeningId=72223&PostingSeq=1&SiteId=31&languageCd=ENG&FOCUS=Applicant
Copyright 2024 Jobelephant.com Inc. All rights reserved.
Posted by the FREE value-added recruitment advertising agency
jeid-6073d4264fe7244bbcceb04f1c928844