GRANTS BUDGET, FINANCE, AND ADMINISTRATION MANAGER
University of California Office of the President
Location: Oakland, California
Internal Number: 2624163
GRANTS BUDGET, FINANCE, AND ADMINISTRATION MANAGER
Location: Oakland Job ID: 26335 Job Posting
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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. Learn more about the UC Office of the President
The Research Grants Program Office (RGPO) oversees a broad grantmaking portfolio of over $100 million a year to support research that is critical to California, the nation and the world. RGPO programs enhance UC's research capacity and excellence, which helps attract top faculty, graduate students, government funding and companies to our state. These grants also enable health researchers and community agencies to collaborate and solve the most pressing problems in the state. RGPO also provides grants for training undergraduates, graduate and postdoctoral researchers, whose work will benefit California communities.
This position is part of the Research Grants Program Office (RGPO) within the Office of Research and Innovation (R&I). The RGPO consists of several grant-giving programs that are administered by the University for the University of California or on behalf of the State of California. These programs are the California Breast Cancer Research Program (CBCRP), the Tobacco-Related Disease Research Program (TRDRP), the California HIV/AIDS Research Program (CHRP), and the UC Research Initiatives (UCRI) programs such as the Multicampus Research Programs and Initiatives and the Lab Fees Research Program. The RGPO provides central administrative units to support grant review and administration, financial and budgetary services, and other core administrative and operational needs to all of the grant programs. These services are provided by the Grant Operations Unit, of which Grants Budget, Finance and Administration (GBFA) is a sub-unit.
Reporting to the Director of Grant Operations and working in conjunction with the Director, the Grants Budget, Finance, and Administration (GBFA) Manager provides comprehensive budget administration and financial management of RGPO resources. Responsibilities include development of budget policies and procedures for the administration of complex and fluctuating budgets for RGPO, as well as budgetary tracking of an ongoing portfolio of research grant awards of approximately $100 million per year. In addition, the GBFA Manager oversees the RGPO operational budget of approximately $8 million and directly supervises five to six staff.
The Manager of the Grants Budget, Finance, and Administration unit develops all budget forecasting including development of budgets for the Regents and RGPO programs, oversees resource allocation and recharge models for RGPO, oversees all office management and operations, and oversees all reconciliations. The Manager will also work collaboratively as a team with other Grant Operations unit managers to ensure efficiencies and quality across the business processes managed by the Grant Operation unit.
Also, the GBFA Manager works closely with the UCOP Budget Office, the Business Resource Center, Information Technology Services, Human Resources, and other units within UCOP, as well as other unit and program Directors within RGPO. The Manager is responsible for using transparent, accountable processes to provide timely and detailed expenditure reporting, as well as projections and budgeting to ensure grant payments are disbursed and operational funds are expended according to UC policy. The Manager serves the diverse needs of multiple grant programs, which requires strong planning, negotiation, and conflict resolution skills.
Budget and Fiscal Administration: Plan, develop, and oversee the maintenance of operating budgets for RGPO units, each of which includes budgets for five functional categories: administration, grant application evaluation, research support activities, research awards and grant administration. Ensure that the Executive Director, Director of Grant Operations, and program Directors are advised regularly of the status of their budgets; plan and implement budget revisions; plan, develop, and oversee budgetary and financial systems, including preparation of accurate, complete, and timely quarterly budget-to-actual reports (using standard project codes); ensure accurate, complete, and timely review, tracking, and approval of financial, accounting, and budget transactions, including permanent and temporary transfers of funds; ensure accurate, complete, and timely transfer of annual allocations to RGPO accounts; work closely with RGPO and others in Academic Affairs and the UCOP Business Resource Center (BRC) and Budget Offices to resolve problems regarding allocation or transfer of funds; develop and implement fair and transparent quarterly recharges for centralized services for the grants programs; and prepare and update GBFA's calendar of recurring activities. All of the above activities are done for a variety of funds and accounts that require different management strategies and accountability.
Direct staff in the activities, processes, and outcomes of GBFA: Lead or provide support, as necessary, to respond to resource, staffing, and/or workflow issues that may arise within the unit. Develop and implement performance standards and metrics for GBFA staff. Lead in development of GBFA goals and objectives in conjunction with the RGPO Director of Grant Operations and Executive Director to ensure alignment of GBFA goals with those of RGPO and the Office of Research and Innovation. Supervise professional and administrative staff, including the recruitment, selection and evaluation of staff. Manage and oversee the performance of 5-6 staff members to ensure the reporting, tracking, and execution of transactions and payments is timely, accurate and consistent. As needed, provide training, information and policy guidance to RGPO staff outside of the GBFA who interact with and utilize GBFA services. Foster teamwork within GBFA, providing leadership and oversight to ensure a high level of collaboration and idea sharing. Develop succession plans and provide cross-training for staff across multiple areas of expertise; evaluate performance; assess employees' developmental needs and provide growth opportunities that enhance employees' capabilities to contribute to the achievement of organizational goals; develop leadership in others through coaching and mentoring.
Collaboration and Partnerships: Liaison on policies and procedures and troubleshooting with UCOP Business Resource Center. Represent RGPO with UCOP Budget Development System group, IT Operations Council, Systemwide Budget Office, General Accounting, and Recharge Committee. Work with Systemwide Budget Office in coordination with the state Departments of Finance, Health Services, and Controller's Office. Coordinate with ORGS and the Budget Office on UCOP budget policies, and with UCOP Local Procurement office and Business Resource Center on UCOP purchasing best practices, policies and procedures. Serve as liaison with offices of general accounting and extramural accounting on UC campuses as needed. Consistently identify and support opportunities for collaboration across RGPO. Encourage and allow others to explore new cross-unit collaborations. Make time and resources available for new collaborative projects and initiatives. Interact well with others in all RGPO units. Communicate both verbally and nonverbally, in a direct, cooperative, patient, and courteous manner. Incorporate effective listening skills. Be diplomatic and strive to be helpful in all situations, and to provide excellent customer service. Actively and effectively participate and contribute in a positive manner. Place team's objectives above individual agendas. Share ideas; listen to others; prioritize tasks and follow through; do one's share; maintain a positive attitude. Support team decisions and goals even when they may be at odds with personal preferences.
Fiscal Controls and Policies: Develop, recommend, and implement sound program and operational budget policies and financial procedures to provide strong fiscal oversight of RGPO funds. Ensure that RGPO funds are managed in accordance with UC financial, accounting, and auditing policies and procedures, as well as RGPO internal policies and procedures; and review revised policies and procedures and communicate implications for unit. Act as the principal budget and financial adviser to RGPO Directors and the Executive Director, analyze complex budget and administrative issues, formulate policy options and innovative solutions, and communicate their implications. Recommend audits, provide requested data to internal and external auditors and external stakeholders, and develop responses to recommendations in audit reports.
Contract Management: Manage all RGPO service contracts including identifying the need for service contract renewals and negotiate contract details (in collaboration with BRC and UCSD as determined by UCOP policy) in preparation for contract execution. Work closely with program directors and program officers to analyze their needs; communicate priorities and deadlines to RGPO's administrative/operations staff; and ensure accurate, complete, and timely delivery of services. Coordinate RGPO's centralized administrative and operational services and office procedures. Recruit, train, supervise, and evaluate career FTE, analyze staffing needs and determine how to most effectively provide administrative and operational services. Ensure accurate, complete, and timely data entry, and develop computerized methods to ensure that the budget administration process functions with maximum efficiency. Ensure that RGPO staff is adequately trained in both UCOP and UCSD financial systems, and RGPO budget and accounting policies and procedures; provide training or design workshops to train RGPO staff in these areas. Provide leadership in promoting a strong sense of teamwork and community among unit staff by encouraging two-way communication at all staff levels.
Proven budget (including multi-year grant budgeting) and contract management experience; demonstrated ability to stay within budgeted appropriations.Effective leadership, management and supervisory skills with ability to inspire others to meet both organizational and individual goals and objectives.Demonstrated experience in research or academic budget administration and/or oversight of research contracts and grants. Ability to manage complex budgets and budgetary reporting with a high degree of accuracy, attention to detail, and ability to understand and integrate appropriate policies to different fund sources based on fund restrictions or program-specific funding requirements.Effective leadership, management and supervisory skills with ability to inspire others to meet both organizational and individual goals and objectives.Knowledge and experience in human resource management, practices, procedures, and related software application systems, including recruitment, hiring, compensation, payroll, transfers, and supervision and performance evaluation.Demonstrated understanding of ethical issues in a University setting and the ability to instill and maintain appropriate standards of behavior and feedback. Proven ability to maintain confidentiality with regard to sensitive issues and information and exercise discretion in dealing with sensitive or potentially sensitive topics.
Ability to plan and manage administrative activities from a high-level, strategic perspective that takes into account the linkages between different activities within RGPO; evaluate and analyze complex business/operational needs, regulations, and policies; and develop creative solutions for successful outcomes within an institutional framework.Verbal and presentation skills to communicate clearly, logically, and persuasively during interactions; and using active listening skills. Strong writing skills for both formal and informal communication.Customer service orientation that demonstrates responsiveness in proactively addressing issues; commitment to operations excellence as demonstrated by the ability to establish and manage performance indicators that cover measures of service, quality, efficiency, and control.Strong interpersonal skills to interact effectively and develop and maintain productive working relationships with an array of diverse interests, individuals, agencies and constituencies. Ability to exercise political acumen and work collaboratively and productively with staff with varying work styles and personalities. Strong commitment to diversity and working in a multicultural environment.
Ability to work both independently and collaboratively as part of a team.Outstanding project management and organizational skills to plan and independently execute concurrent projects/tasks within specific and sudden deadlines, and successfully assess, balance, and prioritize numerous competing priorities.Proficiency in the use of business computer applications including MS Office Suite (advanced Excel knowledge), relational databases, Oracle, and SmartSimple (preferred). Experience using on-line systems and applications to process transactions, monitor, store, retrieve, and analyze data, and generate reports.
Master's in Business Administration or CPA preferred.At least ten years of relevant professional experience preferred.Knowledge and experience in budget/financial management, auditing, contracts and grants administration and extramural funds accounting; working knowledge of University policies and procedures as they relate to the budgetary process, fund accounting, financial control, and contracts and grants administration.Prior experience in budget administration at the University of California, and knowledge of the fiscal systems at UCOP.
Bachelor's degree in related field and a minimum of seven years progressively responsible experience managing the administration and fiscal operations of a complex department with many account/fund combinations; or an equivalent combination of education and experience.
SALARY AND BENEFITS
Salary: Recommended salary range is $128,000 - $145,000 commensurate with experience.
Benefits: For information on the comprehensive benefits package offered by the University visit: Benefits of Belonging
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 November 27, 2021. The position will be open until filled.
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
August 2021 Update: The University of California has issued a policy requiring employees to be fully vaccinated against COVID -19 before physically accessing the University location or programs. Upon hire into a UCOP position, you will be provided detailed instructions on how to comply with this policy including access to the COVID vaccination at no cost. New hires to UCOP who work onsite or will come onsite for any activities at a UCOP or other UC location must comply with this policy within 8 weeks after their start date. The policy allows for employees to request approval for an exception or deferral. UC COVID-19 Vaccine Policy
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. EEO/AA Employer UC Nondiscrimination Policy
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About University of California Office of the President
The Office of the President is the systemwide headquarters of the University of California, managing its fiscal and business operations and supporting the academic and research missions across its campuses, labs and medical centers.