BUSINESS OPERATIONS MANAGER - UCDC
Location: Washington D C
Job ID: 21130
For UCOP internal applicants, please login to the internal candidate gateway at: https://jobs.ucop.edu/
UC OFFICE OF THE PRESIDENT
At 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.
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 headquarters to the 10 campuses, six academic medical centers and three national laboratories and enrolls premier students from California, the nation and the world. https://www.ucop.edu/about
UCDC is a system-wide program that provides University of California undergraduates with the opportunity to intern and study in Washington, DC. Students intern with the federal government, advocacy and non-profit organizations, the media, and the arts for a quarter or semester. Courses supplement students' internship experiences and take advantage of the many unique opportunities available in our nation's capital. All UCDC participants are required to live in the Center and approximately 270 students live in the building at any one time.
The UCDC program and students occupy most of the eleven-story University of California Washington Center. The Center is also home to UC's Office of Federal Governmental Relations and other Multi-campus Research Units. The UCDC staff of about 25 is responsible for managing the building, providing IT support for all tenants and occupants, renting of offices, classrooms, event spaces, and parking to third parties, all finances concerning the building and the academic program, and supporting students in their courses, internships, and residences.
The Business Operations Manager is responsible for leadership, management, and coordination of all 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 as well as strategic planning and special projects.
*THIS POSITION IS LOCATED IN WASHINGTON, DC*
Administrative & Business Management: Management of contracts and all administrative policies and procedures necessary to the operation of the University of California Washington Center. Responsible for strategic planning for technology services and management of web site infrastructure and databases. Provide system analysis of administrative and technological functions. Involved in developing, modifying, and executing organizational policies that affect immediate operations. On a bi-annual basis, review and revise all sales and service rates for approval by UCOP. Rates include housing, office and space leases, parking, events, and other revenue generating activities. Manage contracts and individual consulting agreements associated with business operations, facility, 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. Serve 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. As appropriate, develop new auxiliary and ancillary business enterprises which leverage UCDC's strengths. Organize, advance, and implement Unit-wide business process redesign and reengineering efforts by overseeing the development and implementation of business process analysis, studies, cost proposals, and project plans that have a significant and precedent setting impact on the financial and functional performance of the Unit and ensure achievement of operation's objectives (operational and budget processes, academic and/or staff FTE, finance, recharge administration, rate structure, human resources, and IT. ) Provide comprehensive budget administration and financial management for UCDC. Prepare timely, accurate budget and financial reporting materials for internal management use and external reporting. Develop, evaluate and communicate short and long-term financial projections, analysis, assignment of resource allocation and reporting. Manage UCDC's financial relationships with UCOP; participate in meetings as required, and respond to requests for information from the UC Provost and UCOP Budget offices.
Administrative Leadership: Direct and indirect supervision of unit managers (business/finance, residential, IT, academic internship, and operations.) Work within UC Policy, develop and provide continual refinement of the Center's numerous business processes and systems including development and implementation of methodologies for recovering costs for goods and services provided to internal and external clients. Responsible for reviewing and approving current, past, and new business opportunities for compliance with UC policy and UC Office of the President (UCOP) procedures. Responsible for monitoring changes in UC policy and local DC laws in order to remain in compliance. In consultation with UCOP, ensure data integrity and take corrective actions when necessary. Manage the Center's cash management process. Coordinate production of UCDC Annual Report. Employ creative problem solving to overcome fiscal or resource constraints. Participate and lead high level projects that involve significant coordination with UCOP and local managers and senior level officials. Provide leadership or participation on various project teams as the subject matter expert for UCDC/UCOP. 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.
Human Resource Management: Manage human resource activities for the UC Washington Program. This includes coordinating activities related to academic and non-academic staff such as salary and classification issues, recruitment and hiring processes, onboarding, performance evaluations and merit reviews. Mentor and develop staff by improving and/or enhancing the skills, knowledge and ability to achieve higher levels of effectiveness and efficiency. Conduct ongoing assessments to identify areas for employee and team development. Coordinate UC required staff training on issues such as ethics, sexual harassment, and cyber security. Maintain personnel files.
• Significant managerial and financial leadership experience, preferably in an academic or institutional setting, along with demonstrated skill in all facets of financial analysis, planning, administration and evaluation of a multimillion dollar master budget with multiple funding sources. This includes appropriately correlating available fiscal resources with departmental programmatic needs and demonstrated skill in cost control.
• Working knowledge of management theories and practices and sound personnel management practices to develop, implement and monitor a departmental administrative structure that will provide opportunities for individual and collective motivation, growth and continuity among staff at all levels; and to successfully manage a multi-function staff, including selection, training, delegation of work assignments, performance appraisal, career counseling and discipline, as well as methods for maximizing employee morale. Excellent ability to establish metrics for department and employee goals which measure effectiveness of contributions to operations.
• Demonstrated skill in leading effective staffing, planning, budget, and financial management processes; developing and administering quality improvement programs; guiding the development of policies, procedures, and communication strategies; establishing organizational performance goals and metrics; and facilitating organizational change, leadership and planning activities.
• Skill in strategic planning to identify short- and long-range goals and objectives.
• Budget Experience: Executive level experience in planning, developing, and managing a budget for a multi-functional organization. Knowledge of financial principles related to accounting, budget preparation, and financial feasibility.
• Technological and computer sophistication sufficient to ensure selection, development and use of financial, personnel and other necessary reporting systems appropriate to the Division and compatible with other campus systems
• Demonstrated commitment and understanding of the unit's academic mission and goals of excellence through diversity is fundamental to successful performance
• Excellent interpersonal skills to maximize functional interactions and establish and maintain cooperative, collaborative working relationships with faculty, administrators and students and to enlist support of all levels.
• Oracle Financials Cloud and Planning and Budget System. Concur Travel & Expense system.
• Bachelor's degree in related area and / or equivalent experience / training.
SALARY AND BENEFITS
Salary: Salary commensurate with experience.
Benefits: For information on the comprehensive benefits package offered by the University visit: https://ucnet.universityofcalifornia.edu/compensation-and-benefits/benefits-of-belonging.html
*THIS POSITION IS LOCATED IN WASHINGTON, DC*
HOW TO APPLY
Please be prepared to attach a cover letter and resume with your application.
APPLICATION REVIEW DATE
The first review date for this job is August 11, 2021. The position will be open until filled.
CONDITIONS OF EMPLOYMENT
Background Check Process: Successful completion of a background check is required for this critical position. https://www.ucop.edu/local-human-resources/manager-resources/hiring-process/background-checks.html
Smoke Free Work Environment: The University of California, Office of the President, is smoke & tobacco-free as of January 1, 2014. https://www.ucop.edu/safety-and-loss-prevention/environmental/program-resources/uc-smoke-free/uc-smoke-tobacco-free.html
The University of California, Office of the President, 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. https://policy.ucop.edu/doc/4000376/DiscHarassAffirmAction
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