Business Officer - Santa Barbara, United States - University of California System

Description

Payroll Title:
Administrative Manager 1

Job Code: 000547

Job Open Date: 5/1/2024

Application Review Begins: 5/16/2024; open until filled

Department Code (Name): ENMT (Materials Department)

Percentage of Time: 100%

Union Code (Name): 9- Non-Represented (PPSM)

Employee Class (Appointment Type): Career


FLSA Status:
Exempt

Classified Indicator Description (Personnel Program): MSP


Salary Grade:
Grade 25


Hiring/Budgeted Salary Range:
$110,000 - $130,000/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 $101,100 - $192,300/yr. The budgeted salary range that the University reasonably expects to pay for this position is $110,000 - $130,000/yr.

Work Location:
Engineering II - 1355

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 Materials Department at UC Santa Barbara was conceptualized and built around one central precept: that research is most effective in a collaborative, multidisciplinary academic environment.

The approach has proved to be a Department hallmark. At UC Santa Barbara Materials, collaboration and collegiality are the norm and education is paramount. Our world-class faculty offers accredited programs leading to a Doctor of Philosophy (Ph.
D.) in Materials.

In addition to providing a wealth of research and educational opportunities in these areas, the Department offers an array of cross-cutting courses that cover the conceptual foundations of the field: the principles governing the growth and evolution of materials, the techniques used for characterization of the structure and properties of materials, and computational methods that enable precision materials design and analysis.

The Materials Department is deeply committed to supporting a diverse cohort of students and researchers, and encourages and mentors students from all backgrounds to develop as scholars and professionals.

The Department adheres to the University of California Diversity statement that underscores the importance of educating a diverse population. The Department is well aware that diverse research teams improve our ability to innovate and solve problems effectively.

Materials at UC Santa Barbara is world renowned yet retains the spirit and excitement of a growing institution, with research programs constantly evolving and new initiatives emerging.

The future looks very promising. We invite you to be part of it at UC Santa Barbara.

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 and why You Belong at UC.

Brief Summary of Job Duties

Under the general direction of the Materials Department Chair, the Business Officer directs and supervises administrative affairs, financial affairs, student affairs, human resources, space resources, contract and grant administration and technical support for the Department of Materials.

Provides high-level management support and consultation to the Chair. Ensures operations of the department meet applicable policies and procedures and audit requirements. Requires effective communication, time management, professionalism, and ability to effectively manage multiple high-level management tasks with confidentiality.

Required Qualifications

• Bachelor's degree in a related field and/or equivalent experience/training.
• 4-6 years experience in personnel management and familiarity with personnel policies pertaining to represented and non-represented employees as well as exempt and non-exempt employees.
• 4-6 years of strong financial analysis skills including strong knowledge of policies pertaining to different funding types, expenditure allowability, and reporting techniques and requirements
• 4-6 years of strong computer skills with the ability to navigate the ever-changing landscape of organization-specific platforms.
• 4-6 years of ability to manage multiple high-level sensitive tasks simultaneously, with professionalism, and confidentiality.
• 4-6 years of understanding of space and resource management, including laboratories, multi-user facilities, and general office space.
• 4-6 years of ability to evaluate and implement computing policies and procedures, as well as recommend a course of action for departmental policy setting for computing resources.

Special Conditions of Employment

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

Job Functions and Percentages of Time:

Management Support - 30%: Operating with a high level of independence, serves as the Business Officer for the Department of Materials with broad responsibilities in managing, planning and administering all aspects of the operation of the department.

Provides full range of administrative services in the following areas:

Human Resources for Staff and Academic Personnel; Student Services; Information Technology; Recharge Facilities Management; Space and Resource Management; Laboratory Safety; Budgetary and Financial Management; and Contract and Grant Management in order to fully support the research and teaching missions of the Department and related Research Centers.

Provides management support and consultation to the Chair and Associate Chair.

Acts as liaison between Materials Department students, faculty, staff, and various campus stakeholders in order to resolve various inquiries, requests, and complaints.

Must use considerable judgment and tact in dealing with all university constituents

Financial Management - 25%: Responsible for the oversight, compliance, and administration of Materials intramural and extramural funding with annual expenditures in excess of $22M.

Has authority and responsibility to identify administrative areas for study and analysis, develop plans for necessary changes, and implement those changes.

Maintains ongoing review of financial goals and objectives and evaluates level and degree of attainments. Controls expenditures and identifies trends in all cost-centered accounts. Develops short- and long range financial plans.

Monitors financial matching support from the Executive Vice Chancellor, Office of Research, Deans and for faculty grants and startup funds.

Drafts departmental budget requests for Chair utilizing academic programmatic basis for analysis and planning purposes.

Upon request from Chair, prepares comprehensive analysis of certain areas of operation and provides Chair with complete information necessary in immediate and long-range programmatic academic planning.

Oversees departmental income and recharge accounts including oversight of the development of rate and recharge proposals for campus review. Oversees the accounting and financial transaction systems, record keeping, financial documentation and controls. Assures that all records are audit-ready and acts as departmental representative during Audits.

Personnel Management - 20%:

Staff Personnel:
Has direct supervisory authority over administrative staff personnel. Responsible for evaluating and establishing permanent duty assignments, hiring, firing, training, evaluating, disciplinary action, affirmation action, promotions, and reclassifications. Assists Center Directors and their supervisors with personnel functions. Responsible for balancing departmental staffing reports.

Supervises the Academic Personnel Manager (1.00 FTE - Administrative Officer 3), Financial Manager (1.00 FTE - Financial Services Analyst 3) within the Department.

Establishes performance standards. Provides oversight and guidance to departmental staff supervisors in all areas of Human Resources.


Academic Personnel:

Provides broad oversight and guidance to the Academic Personnel Manager in all academic personnel matters in order to assure the completeness and accuracy of records, and in the gathering of material in appointment, merit and promotion cases.

Responsible to the Chair for conformance with current policies and procedures in all academic personnel matters for faculty, student, and research academic personnel in the Department.

Student Affairs:

Provides broad oversight and guidance in the area of Graduate Student Affairs in order to ensure compliance, appropriate student progress and manage high level matters that arise with the Department's student population.

Space and Resource Management - 10%: Manages all departmental space resources, coordinates all renovations and building projects for the Department.

Responsible for approving the commitment of Departmental space resources. Manages all Department space planning for student offices, research laboratories, and classrooms. Analyzes utilization of existing space and forecasts future space needs. Maintains, develops, and disseminates reports from Departmental space database. Manages and oversees all departmental access control and the departmental access control database.

Trains staff in the proper procedures for issuing keys, obtaining authorizations for key cards and holds signature authority on the approval of such requests.

Works closely with the Chair and the Departmental Space Committee and coordinates all correspondence addressing future space needs between the department and the campus.

Develops plans for the most effective use of Departmental space; coordinates relocation of Departmental personnel and maintains inventory of departmental space resources including furniture, computer equipment, etc.

Acts as a liaison between campus Facilities Management for all space modifications, insurance claims, and changes to existing space.

Conducts annual space audit and provides detailed reports regarding current space and future space needs to the Chair and the Dean.

Information Technology Management - 10%: Works closely with Departmental, College of Engineering, and Campus IT staff to ensure that Departmental computer support needs are met.

Provides guidance to the Chair and Associate Chair to establish departmental policy for computer support and provides feedback on Departmental needs.

Provides guidance in the areas of desktop support for 200 systems; assignment of IP addresses; and inventory management for the Departmental computing equipment (printers, computers, monitors, etc.).

Manages the Departmental Webpage and any necessary changes and/or revamps needed to maintain said webpage.

Health and Safety - 5%: Acts as hazard communication coordinator on general health and safety matters for the department. Coordinates implementation of safety programs and information within the Department. Acts as liaison with EH&S Department. Maintains record keeping requirements. In coordination with Vice-Chair and Departmental Laboratory Supervisors, conducts regular health & safety meetings for appropriate laboratory personnel

UC Vaccination Programs Policy

As a condition of employment, you will be required to comply with the University of California Policy on Vaccination 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:
UC Santa Barbara COVID-19 Information

• University of California Policy on Vaccinations - With Interim Amendments
• 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 more information:
University of California's Affirmative Action Policy

University of California's Anit-Discrimination Policy

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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 or email This contact information is for accommodation requests only and cannot be used to inquire about the status of applications.

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