Director, Administration and Operations
Basic Position Information
Job Code: 3040
Title: Director, Administration and Operations
Essential Personnel: N
Job Family: Administrative Support
Job Sub-Family: Business Administration
FLSA Classification: E
Job Grade: 18
Grade Min: $80,937
Grade Mid: $99,147
UHD Succession Plan: N
Criticality of Position: N/A
Career Ladder: Individualized
Campus Security Authority: Y
Screening Committee: Y
Motor Vehicle Record Check: N
The Director, Administration and Operations directs the planning, development, implementation and administration of business operations and financial oversight for the division, which may include financial and human resources management, procurement and contract administration, endowments, grant administration and serves as point of contact for fiscal and administrative matters.
- Provides direct oversight of the division's business staff in charge of financial and personnel matters
- Directs overall planning and the creation and implementation of the annual budget
- Reviews budget and personnel reports submitted by subordinates and conducts analyses and projections
- Provides financial accountability and ensures compliance with state, university, and external funding agencies
- Serves as a resource to Vice President and division leadership on strategic financial and administrative matters, as well as policies and program development
- Directs procurement operations, including contracts, purchasing, and travel
- Oversees the administration of the division's accounting records, including sponsored project accounts
- Ensures compliance with applicable policies and procedures and supervises business audit reviews
- Oversees the administration of the human resource and payroll processes for the division, including position budget management and staff performance evaluation
- Interprets university policies and procedures and arranges for staff training as appropriate
- Serves as liaison with executives and administrative offices regarding fiscal and operational issues
- Acts as the liaison between internal (business offices) and external constituents (vendors); serves on various university-wide and college committees as assigned
- Performs all other duties as assigned
- Full Time Employees
Delegation of Work:
- Regularly assigns work to subordinate(s)
- Has primary responsibility for conducting performance evaluations and making recommendations for hiring and dismissing employees.
- Master's degree
- Minimum of five (5) years of related job experience
- Research Administration experience is preferred
- Master's degree in accounting or finance is preferred
Knowledge, Skills and Abilities
- Knowledge of basic fund accounting principles, internal control practices, procurement methodologies, budget development, and the application and enforcement of relevant policies and procedures;
- Knowledge of the related trends, issues, and accepted practices
- Good technical skills, including proficiency in PeopleSoft and MS Excel,
- Strong analytical and problem solving skills;
- Excellent interpersonal and communication skills;
- Good leadership skills;
- Strong attention to detail
- Ability to understand, communicate, and interpret financial data;
- Ability to run reports;
- Ability to effectively communicate with a wide range of individuals and constituencies in a diverse community
Work Location and Physical Demands
Primary Work Location:
- Works in an office environment.
- Work is performed in a typical interior work environment which does not subject the employee to any unpleasant elements; individual has discretion in relation to walking, standing etc., and has minimal exposure to physical risks.
Position Specific Competencies
Commitment to Excellence - UHD
- Demonstrates a commitment to competently perform his/her job duties and responsibilities within established time frames.
- Continuously strives to improve work performance.
- Accepts responsibility for his/her commitments to the university.
- Contributes to the success of the university by consistently providing quality results in the performance of his/her job duties and responsibilities.
Respect and Cooperation
- Treats others with courtesy, respect, and dignity in the workplace.
- Promotes cooperation through open and honest communications and consideration of others ideas, thoughts, and opinions.
- Demonstrates high ethical standards of conduct in the performance of his/her job duties and responsibilities.
- Accepts responsibility for his/her actions.
- Respects and complies with department and university policies, procedures, and work rules.
- Possesses required job skills and knowledge.
- Demonstrates the ability to apply those skills and knowledge to competently perform his/her job duties and assignments.
- Takes responsibility to accomplish job assignments within reasonable deadlines.
- Willing to accept new projects and/or commitments.
- Does due diligence to complete projects within specified timeframes and/or fulfill commitments.
- Arrives to work on time prepared and ready to contribute.
- Willingly adjusts to changing work assignments or conditions.
- Open to changes in operational procedures, technology, and/or organizational structure.
- Views changes as opportunities for learning and professional development.
- Displays a positive attitude to encourage others.
- Promptly responds to changes in work priorities and/or unexpected circumstances or situations.
- Formulates plans and strategies to proactively resolve anticipated problems.
- Prudently responds to unforeseen problems through careful consideration and analysis of problem and relevant information and circumstances.
- Recognizes and apprises appropriate university administrator when resolution requires senior management input and/or approval.
- Supervises the work of staff employees.
- Sets clear goals and expectations within reasonable timeframes.
- Motivates staff through constructive feedback, challenging assignments, and recognition of achievements.
- Provides mentorship and guidance by sharing expertise and best practices.
- Supports staff by providing essential resources, professional development opportunities, and open communication.
- Promptly addresses performance issues with appropriate measures and discretion.
Customer Relations Management
- Ensures customer's needs and expectations are addressed within his/her department or section. (Customers can be students, external constituents, employees, or university guests.)
- Mentors and guides department/section staff by sharing knowledge and best practices to appropriately respond to customer's requests.
- Monitors staff interactions with customers for professional conduct, consistent application of university policies and procedures, and follow up of outstanding requests.
- Assumes responsibility for addressing complex or unusual requests.
- Manages assigned financial resources in compliance with federal, State, and university policies and procedures.
- Monitors expenditures to ensure they are authorized and within approved budget.
- Reports accurate and reliable data of financial transactions and resources.
- Promptly notifies management of budget issues and/or discrepancies.
Student Success Indirect Support
- Contributes to student success by assisting students with anything that supports their student experience, whether directly or indirectly.
- Helps students navigate their way through the different offices, programs, and services at the university and/or connects students with the appropriate party(ies).
- Connects students with services or resources that can help them with career exploration, goal selection, and ongoing academic assistance.
- Helps students build peer support networks.
- Encourages student participation in out-of-class activities.
- Provides encouragement and guidance to foster student success.
- Treats students with respect
- Maintains the learning environment to ensure quality and/or sound pedagogy.
This job description may not encompass all duties and responsibilities associated with the position.