FINANCE AND ADMINISTRATION MANAGER - HYBRID

University of California Office of the President; Oakland (CA); Hybrid; USD 150,000 - 170,000; Full time

Benefits offered by this job

Benefits package

Smoke-free workplace

Job summary

The Finance & Administration Manager at the University of California, Office of the President, oversees budget coordination, personnel administration, and ECAS facilities and communications. This hybrid role is based in Oakland, CA, with three days on site and opportunities to influence cross-departmental initiatives.

You will report to the Director of Strategic Initiatives and manage two direct reports, driving financial transparency and efficient operations in a high-autonomy environment.

Qualifications

• Demonstrated supervisory experience and conflict resolution skills to effectively lead and motivate others.
• Excellent business and administrate analysis experience, including strong organizational and office management skills.
• Demonstrated financial, budgetary and analytical skills. Familiarity with accounting principles and budgeting procedures.
• Ability to multi-task with demanding timeframes and meet deadlines.

Responsibilities

• Budget coordination: develop and prepare budgets, monitor the budget process, manage procurements and contracts.
• Personnel coordination: work with HR, labor relations, and external vendors on recruitment and related matters.
• Office Administration: manage communications, events, training, calendar and facilities coordination.
• Other duties as assigned.

Skills

Supervisory experience

Budgeting & financial analysis

Communication & diplomacy

Project management

Confidentiality

Education

Bachelor's degree in related field

Tools

Microsoft Excel

Project management tools

Word/PowerPoint

Job description

FINANCE AND ADMINISTRATION MANAGER - HYBRID

For UCOP internal applicants, please login to the internal candidate gateway at: Jobs at UCOP

UC OFFICE OF THE PRESIDENT

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.

Department Overview

The Office of Ethics, Compliance and Audit Services (ECAS) is an independent Regental office that is responsible for developing and administering the University of California’s (UC) compliance and audit programs and thereby ensuring that the University is in compliance with professional standards; internal policies and procedures; and all applicable local, national and international laws and regulations. ECAS provides this support through three core lines of service: Audit Services, Compliance Services and Investigations Services. ECAS works with the ten campuses, Lawrence Berkeley National Laboratory (LBNL), the UC Office of the President (UCOP), the Division of Agriculture and Natural Resources (ANR), and the six UC academic medical centers.

Position Summary

The Finance & Administration Manager will oversee the full suite of financial and administrative responsibilities, providing focused oversight of budget and finance coordination, personnel administration, and internal operations, and directly manage communication, events, office facilities matters, ECAS website presence, and other related matters. This includes developing and managing information, projects, and communications throughout ECAS with a high degree of autonomy. This position will report to the Director of Strategic Initiatives and have two direct reports. Please note this is a hybrid position with three days a week or more on site. The position is located in Oakland, CA.

Key Responsibilities

• 30% Budget coordination: Oversees a portfolio that includes developing and preparing budgets and regular financial reports, monitoring the budget process, tracking contracts and expenses, as well as managing new and recurring procurements, reconciliations, and large strategic funding requests.
• 30% Personnel coordination: Oversees a portfolio that includes partnering with UCOP human resources, labor relations, or external contractor vendors on personnel recruitment, retention, and other personnel-related matters.
• 30% Office Administration: Oversees a portfolio that includes scoping, planning, coordinating and prioritizing internal ECAS administrative functions: communications, training and events, and facilities. ECAS’ general communications program includes internal communications, listserv management, calendar management, and ECAS website maintenance. Training and events program includes internal and external training opportunities, hosting small internal events, as well as partnering with UCOP events to host large, off-site, hybrid events. Facilities program includes partnering with various UCOP facilities partners on the management and maintenance of ECAS’ physical space.
• 10% Other duties as assigned.

Experience

Minimum 8 years professional experience or relevant work experience

Skills and Abilities

Required Qualifications

• Demonstrated supervisory experience and conflict resolution skills to effectively lead and motivate others.
• Excellent business and administrate analysis experience, including strong organizational and office management skills.
• Demonstrated financial, budgetary and analytical skills. Demonstrated ability to prepare basic financial reports. Familiarity with accounting principles and budgeting procedures. Knowledge of financial analysis and reporting techniques; human resources policies and risk management planning.
• Ability to multi-task with demanding timeframes. Demonstrated working experience in organizing and establishing job priorities to meet deadlines. Proven ability to work under varying deadlines and ability to remain flexible as demands and priorities change. Able to tolerate frequent interruptions. Ability to evaluate and anticipate problems and recommend solutions.
• Strong analytical / problem-solving skills. Demonstrated analytical and problem-solving skills with ability to analyze situations, identify existing or potential problems and recommend solutions. Demonstrated ability in researching, analyzing and synthesizing information in order to provide succinct summaries and relevant facts/issues.
• Ability to use a high level of discretion and maintain all confidentiality. Ability to maintain confidentiality with demonstrated experience in utilizing good judgement and discretion when working with a variety of sensitive issues or confidential information. Ability to provide leadership in addressing complex and sensitive problems / matters.
• Strong skills to communicate and influence effectively with all levels of staff, faculty, alumni / donors, students and external constituents, both verbally and in writing. Demonstrated outstanding oral and written communication skills to communicate with a diverse population using diplomacy, flexibility and tact. Demonstrated skill in communicating issues clearly and gathering information through appropriate consultation with a wide variety of constituents. Ability to work with diverse populations at all levels of the organization.
• Familiarity with compliance and audit principles, theories and systems of internal control, and compliance standards.
• Advanced knowledge of the organization's processes, protocols and procedures with a focus on budget and resource management and personnel policy. Broad knowledge of higher education governance, organizational and personnel structures, communication channels, policies and procedures. Broad knowledge of the University's administrative structure and functions, policies, procedure and practices is preferred.
• Advanced knowledge of common organization-specific computer applications. Demonstrated experience with a wide range of software, including project management tools and spreadsheets, and word processing/presentation tools.

Preferred Qualifications

• Familiarity with compliance regulatory requirements related to ECAS portfolio, audit and investigations program principles.
• Familiarity with the University ethics, compliance policies, procedures and programs. Ability to apply compliance concepts and in the completion of assignments is a plus.
• Understanding of Ethics, Compliance and Audit Services mission and the sensitive nature of the office.

Education

Required Qualifications

Bachelor's degree in related area and / or equivalent experience / training

Travel Requirements

10% Travel to national conferences/training events

Job Title

Finance & Administration Manager

Job Code

000547

Salary Grade

Grade 25

Payscale

$150,000 - $170,000

Additional Information

Benefits: For information on the comprehensive benefits package offered by the University visit : Benefits of Belonging

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

As a condition of employment, you will be required to comply with the University of California Policy on Vaccination Programs , as may be amended or revised from time to time. Federal, state, or local public health directives may impose additional requirements.

As a condition of employment, the finalist will be required to disclose if they are subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct, are currently being investigated for misconduct, left a position during an investigation for alleged misconduct, or have filed an appeal with a previous employer.

• “Misconduct” means any violation of the policies or laws governing conduct at the applicant’s previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, as defined by the employer .
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The University of California is an Equal Opportunity Employer. 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 status under state or federal law.

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