Director of Administration and Finance (0547U) 25814
University of California Berkeley
Internal Number: 2581815
Director of Administration and Finance (0547U) 25814
At the University of California, Berkeley, we are committed to creating a community that fosters equity of experience and opportunity, and ensures that students, faculty, and staff of all backgrounds feel safe, welcome and included. Our culture of openness, freedom and belonging make it a special place for students, faculty and staff.
The University of California, Berkeley, is one of the world's leading institutions of higher education, distinguished by its combination of internationally recognized academic and research excellence; the transformative opportunity it provides to a large and diverse student body; its public mission and commitment to equity and social justice; and its roots in the California experience, animated by such values as innovation, questioning the status quo, and respect for the environment and nature. Since its founding in 1868, Berkeley has fueled a perpetual renaissance, generating unparalleled intellectual, economic and social value in California, the United States and the world.
We are looking for equity-minded applicants who represent the full diversity of California and who demonstrate a sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds present in our community. When you join the team at Berkeley, you can expect to be part of an inclusive, innovative and equity-focused community that approaches higher education as a matter of social justice that requires broad collaboration among faculty, staff, students and community partners. In deciding whether to apply for a position at Berkeley, you are strongly encouraged to consider whether your values align with our Guiding Values and Principles, our Principles of Community, and our Strategic Plan.
The ASUC Student Union is the campus 'living room,' offering everything from co-curricular opportunities to fun, creative activities. It serves all students and seeks to create an inclusive campus community, thereby enhancing the student experience at UC Berkeley. To this end, we provide quality services and programs that foster experiential learning opportunities and ensure a sustainable organization. We derive income from student fees, retail operations, vending, food service, and a variety of self-operated units such as the Art Studio, Creative Lab, and Events Services. We manage and operate multiple facilities including the Lower Sproul Student Union Complex, Anthony Hall and Anna Head Alumnae Hall, which house the ASUC student government, Graduate Assembly, Multi-Cultural Center, Public Service Center, LEAD Center, SERC, Basic Needs and much more. Additionally, the Student Union oversees event management at a number of campus facilities including Clark Kerr, Memorial Stadium and the majority of reservable outdoor spaces on campus. Finally, we provide financial and accounting services to approximately 25 ASUC Government Officers, Graduate Assembly Executive Officers, and over 1,500 student groups and 40 student publications. The Student Union is a department within the Division of Student Affairs and reports to the Dean of Students as well as the ASUC Student Union Board of Directors.
Application Review Date
The First Review Date for this job is: November 4, 2021
This position involves managing and performing the administrative services and the general operations of the ASUC Student Union. These administrative services include activities in finance, budgetary and human resources and include components relating to IT, facilities, and student services. Manages a professional staff, typically large, and / or comprised of professionals in various fields. Assumes accountability for decisions made by subordinates. Advises Executive Director and performs long and short term planning for organization, especially financial planning. This position is directly responsible for overseeing the Student Union finance team (including the ASUC Student Government finance staff) and providing budgetary support to the Student Union units and the organization as a whole. This position identifies potential financial risks and responds accordingly by identifying and recommending a plan and controls for the entire organization. Erroneous decisions or failure to achieve goals results in additional costs and personnel, and serious delays in overall schedules.
This position serves as a member of the Student Union leadership team, sometimes representing the Executive Director as necessary and appropriate. This position administers UC policies that directly affect both the Student Union and ASUC financial portfolio through subordinate staff and recommends changes to department policies and, practices. This position drives team as well as individual performance, ensures a positive working environment and oversees the following functions for the Student Union: financial, accounting and budget services, self-operated food services, and general administrative operations.
Manages operational administrative duties which include assisting Executive Director in oversight of budget, training and development, departmental strategic planning, forecasting benchmarks, setting metrics, culture development, and performance measurement.
Represents the Executive Director and the ASUC Student Union to the students, the university administration, faculty and staff, and the campus community as necessary. May respond to escalated matters within the Student Union, campus community, and the public.
Conducts routine executive briefings on the operational trends of the ASUC Student Union to the Student Union Leadership Team and the ASUC Student Union Board.
In addition, the position conducts research, writes and administers policy especially as it relates to internal compliance and operational reviews. Involved in developing, modifying and executing internal ASUC operational policies that affect immediate operations and may have impact in other areas of Student Union service and the broader organization.
Administrative services typically include all or most of the following functions: IT, facilities, student services, laboratories, contracts and grants, budgetary financial management, recharge administration and / or human resources.
FINANCIAL, ACCOUNTING, AND BUDGETARY MANAGEMENT:
Responsible for the maintenance of two distinctly different accounting/financial systems, one for the ASUC/GA 501(c)3 nonprofit organization and another the ASUC Student Union. Establishes policies, procedures, and controls for both the ASUC, GA and the Student Union to ensure compliance and that budgets goals are met.
Oversees the management of up to $10 million dollars comprised of commercial revenues, self-operated programs (can be revenue generating), gifts, grants, campus allocation and sponsorships. Conducts ongoing analysis of all fund sources and related policies and procedures, maximizing resources across fund options. Continually adjusts budgets across multiple fund sources to address rapid department, component and program changes.
Plays a central role in designing the budget process and the framing of budgetary policy for Student Union. Works with the Student Union budget owners to develop department budgets that will work toward meeting unit goals. Advises and instructs senior managers with department budgets on the proper and efficient administration of funds. Forecasts and analyzes trends with significant impact on departmental programs or resources.
Responsible for all financial audit activities and accountable for managing resources to meet audit compliance criteria.
Makes recommendations to Executive Director regarding budget strategy. Prepares budgetary and other financial reports for the Student Union Board of Directors, Lower Sproul Fee Committee, and other campus bodies. Represents and defends budget proposal before various budget review committees.
Responsible for Student Union billing services and management, including revenue collection and aging accounts. Researches and implements process improvement across financial operations of the Student Union.
Develops, recommends, and implements policies and procedures for related financial management and controls for the Student Union.
PERSONNEL AND RESOURCE MANAGEMENT:
Maintains integrity of an organizational department through management and oversight of staff. Directly supervises the Student Union finance team, including the ASUC Finance team, and food services supervisor(s). Responsible for hiring, performance management and evaluation of subordinate staff and finance units.
Coordinates trainings and hiring and supervision guidelines for student staff across the Student Union units. Develops customer service model and training for staff across the organization.
Oversight of the Finance department and responsibility for their functions which includes: control, accounts payable and receivables, maintenance of agreements and contracts, account reconciliation, event services billing and support, financial reporting, insurance/compliance needs, federal and state tax preparation, financial advising, and program revenue generation.
Develop and implement performance standards and metrics for self-operated food services and Finance staff. Lead in the development of department goals and objectives in conjunction with the Executive Director to ensure alignment with the Student Union and Division of Student Affairs.
OTHER DUTIES AS ASSIGNED:
Oversees the self-operated food services of the Student Union including supervision of the cafe supervisor. Responsible for trend analysis, operational adjustments and service improvements for these services to maximize service offerings and revenue generation. Manages personnel issues related to food services and retail staff as needed, including with represented staff.
Works closely with Business Relations Specialist to ensure maximization of services and revenue generation as well as business model development.
Broad and deep knowledge of financial analysis and reporting techniques; human resources and risk management planning; and / or accounting and payroll.
Strong verbal and written communication skills; ability to influence / persuade all levels of staff.
Skills in organization and customer service to effectively manage multiple important priorities. Proven ability to organize department work functions in an efficient and effective manner.
Skills to work collaboratively across organizational and divisional units.
Proven skills to quickly evaluate complex issues and identify multiple options for resolution.
Demonstrated management and conflict resolution skills to effectively lead and motivate others.
Experience managing and motivating professional staff. Experience with student staff is a bonus.
Broad knowledge of common organization-specific and other computer application programs.
Ability to prepare and present materials to internal and external constituents.
Solid understanding of financial and resource planning concepts as well as how to do budgeting and control organizational budgeting.
Bachelor's degree in related area and/or equivalent experience/training.
Broad knowledge of the organization's processes, protocols and procedures with a focus on budget, account and fund management and / or personnel management under labor contract(s) and personnel policy.
Advanced degree, especially in financial field.
Salary & Benefits
This is a full-time, career position. Hiring range is commensurate with experience. Range is $115,000 - $140,000/annually. This position can support a hybrid work schedule. For information on the comprehensive benefits package offered by the University visit:
The University of California was chartered in 1868 and its flagship campus - envisioned as a "City of Learning" - was established at Berkeley, on San Francisco Bay. Today the world's premier public university and a wellspring of innovation, UC Berkeley occupies a 1,232 acre campus with a sylvan 178-acre central core. From this home its academic community makes key contributions to the economic and social well-being of the Bay Area, California, and the nation.