The Assistant Business Manager for Center X, a large and complex center dedicated to research, academic degree program instruction, professional development initiatives and fee for service projects in the Graduate School of Education and Information Studies, serves a leader for Center X in the absence of the Director of Business Administration and Executive Director. In collaboration with the Director of Business Administration, serve as the Assistant Business Manager & Senior Financial Manager for Contracts & Grants and Personnel for Center X, which has an average total expenditure of approximately $20 million and consisting of over 100 accounts. Primary responsibilities include: in collaboration with the Director of Business Administration, manage the business and administrative operations of Center X, develop and continuously improve an efficient administrative infrastructure by providing overall operational, business administration and financial management for the center. Support the strategic planning, operational support and financial management of resources for two academic programs with an enrollment of approximately 350 graduate students, subject matter projects, Northeast Region (NER) research project, over 5 professional development initiative projects and various programs supported by sponsored research activity. Serve as the Senior Grants & Payroll Manager independently responsible for providing advanced financial analysis, compliance monitoring and accounting of $14 million of the Center's federal, state, and private contract/grant funding sources in addition to 19900 type funding. As the lead, the Senior Financial Manager must ensure that all projects, program coordinators and Center X fund managers adhere to standards for the responsible stewardship of contract and grant funds. Duties include ensuring fiscal and project reporting resources are properly managed and grant terms are complied with for all grants in Center X. The Senior Financial Manager will interface on critical contract and grant issues with the department fund manager, OCGA, Extramural Fund Management and corresponding granting agencies. Interpersonal skills needed to establish and maintain a dynamic and effective working relationship with faculty, staff, students, other campus units. Independently oversee the daily operations of the office including: coordinate payroll & personnel transactions, E-Timesheets and file's maintenance; Provide innovative solutions to long-range management concerns involving human resources across the Center's various fund sources that span over 100 accounts. Serve as the lead in the preparation and submission of new or renewal extramurally funded research proposals and budgets. Perform other duties as assigned.
Interpersonal skills sufficient to interact effectively with senior level faculty and staff, University administrators, students, professional researchers, the public, and personnel in federal, state, and private agencies.
Demonstrated managerial and leadership skills to direct a large administrative and professional staff including organizing work flow to accomplish established objectives, delegating responsibility, interviewing and selecting for vacant positions, providing training, reviewing assignments and providing feedback, setting priorities, evaluating performance, and administering necessary discipline. Preferably in a university or contractor research environment.
Demonstrated skill in anticipating, analyzing, and resolving financial, production, and personnel problems--including those involving relations among and between Center X, GSE&IS, and other campus units (purchasing, contracts & grants, accounting, extramural fund management, etc.).
Demonstrated ability to manage multiple project budgets and use advanced financial and accounting skills to perform functions effectively.
Knowledge of sponsored research administration sufficient to understand the proposal process, prepare appropriate forms associated with a proposal, and coordinate submission with relevant University offices. Ability to gain knowledge of OMB Circular A-21 governing the eligibility and calculation of costs in support of sponsored research.
Independently determine appropriate personnel to handle action items; monitor status of tasks and follow through to completion. Ability to conduct effective small group meetings with project support staff to plan, schedule, and coordinate workflow.
Independently develop and maintain substantive payroll information for the projects by monitoring document control, requests for information, and providing other administrative services necessary to the efficient functioning of the project(s).
Ability to make incisive cohesive presentations that clearly articulate one's position and respond extemporaneously when questioned on difficult issues.
Ability to deal with confidential and sensitive information with discretion, and to maintain professional working relationships with sponsors, industry, government, the UC and other academic and corporate institutions.
Excellent interpersonal skills, communication skills, and usage of language to clearly convey information verbally and in writing. Ability to present persuasive arguments and use negotiation skills to achieve mutually agreeable solutions.
Demonstrated ability to work as part of a team and assist other administrative support staff with clerical and administrative tasks as needed.
Ability to identify methods of increased efficiency in working operations and propose modifications.
Demonstrated ability to efficiently use Macintosh and PC computers with advanced working knowledge in Excel and Microsoft Project or equivalent project management software; demonstrated knowledge of Word, PowerPoint, and FileMaker Pro.
Knowledgeable of University staff personnel policies and procedures.
Demonstrated ability to work independently, use initiative, follow through, and manage others without supervision.
Full information concerning the job qualifications are listed on the official UCLA job posting.
The University of California is an Equal Opportunity/Affirmative Action Employer advancing inclusive excellence. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected categories covered by the UC nondiscrimination policy - http://policy.ucop.edu/doc/4000376/NondiscrimAffirmAct
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