Business Officer Job Listing at University of California in Santa Barbara, CA (Job ID 67510)

Description

Job Posting Details

Payroll Title:  Administrative Offer 2 CX

Job Code: 004263

Job Open Date: 04/18/2024

Application Review Begins: 05/03/2024; open until filled

Department Code (Name): BMSE (MOLECULAR SCI&ENGINEERING)

Percentage of Time: 100%

Union Code (Name): CX (Clerical)

Employee Class (Appointment Type): Staff (Career)

FLSA Status: Non-Exempt

Classified Indicator Description (Personnel Program): PSS

Salary Grade: STEPS

Hiring/Budgeted Hourly Range: $28.83 to $35.12/hr.

Full Hourly 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 hourly range for this position is $28.83 to $47.23/hr. The budgeted hourly range that the University reasonably expects to pay for this position is $28.83 to $35.12/hr.

Work Location: Ellison Hall - 6829

Working Days and Hours: M-F; 8am - 5pm

Benefits Eligibility: Full Benefits

Type of Remote or Hybrid Work Arrangement, if applicable: Hybrid 

Special Instructions:

For full consideration, please include a resume and a cover letter as part of your application.

Department Marketing Statement:

BMSE at UC Santa Barbara enables cutting-edge research and provides post-graduate education at the interface between the life and physical sciences. We are an integral component of UCSB's widely recognized strength in interdisciplinary research. Drawing its faculty from ten departments and two colleges, BMSE is uniquely capable of developing outstanding young scientists well-versed in quantitative aspects of modern biological science, and ready for leadership positions in multidisciplinary research. The interdepartmental graduate program in Biomolecular Science and Engineering (BMSE) offers studies leading to the Ph.D. degree. The program is administered by faculty with joint appointments in the following departments: Chemical Engineering, Chemistry & Biochemistry, Computer Science, Ecology, Evolution, & Marine Biology, Materials, Mechanical & Environmental Engineering, Molecular, Cellular & Developmental Biology (MCDB), Computer Science, Electrical & Computer Engineering, and Physics.

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

Brief Summary of Job Duties:

The Business officer works to create and maintain a positive and productive environment for faculty, staff, and students through cooperative efforts, high performance standards, and fiscal responsibility. Under the direction of the Program Director, the Business Officer is responsible for the full range of program management functions including academic administration and coordination; staff and academic personnel; academic support services, including the recruitment of new graduate students and scheduling/attending all committee meetings; assistance with faculty searches; academic and staff payroll processing; financial and purchasing operations; budgetary management and reconciling; space utilization and equipment management; program advertising on website and social media; website maintenance; and program outreach activities and event planning. The Business Officer independently addresses complex matters requiring broad knowledge of university policy and procedures and ensures that all department functions are carried out in accordance with UC policies and procedures. In addition, the Business Officer conducts analyses and participates in long-range planning with the Program Director and faculty of the program and serves as the Chair's liaison to other campus academic and administrative units. The Business Officer has supervisory responsibility for one 50% career staff individual and has signature authorization on all program funds.

Required Qualifications:

• Bachelor's degree in related area and / or equivalent experience / training.
• 1-3 years of supervisory experience and / or equivalent experience / training. 
• 1-3 years financial management experience and/or equivalent experience/training. 
• Excellent written and verbal communication skills. 
• Strong analytical and problem-solving skills.
• Strong financial analytical skills including budgeting, forecasting, and reporting.
• Knowledge of a variety of administrative operational activities such as event planning, basic fundraising processes, space planning, website design, accounting and payroll.
• Ability to use sound judgment in responding to issues and concerns.
• Ability to use discretion and maintain confidentiality.

Preferred Qualifications:

• 1-3 years of laboratory management experience or equivalent.
• Thorough knowledge of University rules and regulations, processes, protocols and procedures for budget, accounting and fund management, and personnel management.
• Strong knowledge of and experience using UC systems such as UCPath, Concur, Espresso Suite (financial), Job Builder, Gateway, and GMC.

Special Conditions of Employment:

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

Job Functions and Percentages of Time:

20% Fiscal Management & Planning - The Business Officer is responsible for the oversight, implementation, monitoring, and evaluation of the program's financial and budgeting systems and procedures. This process has inherent complexity as the program supports faculty across two Colleges and manages multiple funding sources. Develops long- and short-range fiscal budgets for all program accounts in consultation with the Director; Develops academic staffing plans, and advises the Director on temporary teaching needs. The Business Officer has the primary responsibility to analyze and authorize expenditures of funds, has signature authority for all program support budget functions, processes monthly fiscal reconciling and annual closing, and reports on all program financial matters. Has the responsibility and authority to analyze administrative areas, develop plans toward increasing efficiency and implement those changes. Maintains an ongoing review of procedures and goals within the financial area and provides oversight for personnel/payroll activities. Has primary responsibility for the oversight and management of faculty start-up for faculty whose primary home is BMSE.

15% Program Coordination - Manages a program that includes outreach, proposal and program development (including website design and maintenance and program presence on social media), facilities management, and creation of a strategy for global graduate recruitment in the biosciences and engineering. Understands the purpose and intent of the research being conducted within the program and is able to represent this information to intramural and extramural agencies, as well as prospective graduate students. Along with the Director, fosters collaboration among faculty and graduate students and is responsible for organizing research seminars, lectures, and summer programs when needed.

20% General Administration - Independently analyzes and solves problems requiring interpretation of a wide range of University, State, and Federal regulations, policies, guidelines, and procedures, as well as the use of considerable independent judgment and tact in problem-solving and decision making. Handles confidential faculty and staff matters for the program and ensures compliance with and implementation of university administrative guidelines and procedures. Provides continuity with regard to program policies and helps develop long-range goals. In consultation with the Director, develops strategic plans for program resources, including faculty and staff FTE, financial resources, and physical space. Works with the Director, faculty, and various campus offices to increase program development opportunities.

15% Academic Personnel - Is responsible for coordinating the review, analysis, and processing of all program academic personnel actions including faculty recruitments, permanent and temporary faculty, Associate and TA appointments, faculty retentions, merits and promotions, leave requests, and retirements. Advises faculty on relevant policies governing personnel actions and establishes procedures to implement related program and university policies. This process has inherent complexity as program faculty hold joint appointments with six different home departments in two Colleges. Uses solid knowledge and functional awareness of current academic personnel policies and procedures, and the ability to apply and interpret these regulations on an on-going basis. In consultation with the Director, works to develop retention and hiring packages; has primary responsibility for academic personnel actions for faculty whose primary department is BMSE.

10% Student Affairs - Oversees and supervises the student affairs operations of the program and the Graduate Program Staff Advisor. Graduate Program operations include: student advising, preparation of the schedule of classes; coordination of academic course work; degree checks; informational sessions for potential, new, and enrolled students; preparation of informative handouts and copy for the General Catalog; and maintenance of the instructional section of the program website. Handles confidential student matters when necessary, and is responsible for ensuring that all campus policies regarding advising, scheduling, curriculum changes, and graduation are followed. The Business Officer in coordination with the Program Director, consults with labor relations to address academic employee grievances and bring them to a resolution.

10% Staff Personnel - Supervises 0.5 career FTE. Responsible for recruitment, hiring, assignment of job duties, performance evaluations and disciplinary actions within the guidelines and practices of University Personnel Policies, Fair Labor Standard Act, Collective Bargaining agreements, and other State & Federal Labor rules and regulations as appropriate. Responsible for training and orientation of new and continuing employees with respect to university policies and departmental procedures. Responds to grievances in consulation with labor relations issues as needed. Evaluates staffing needs within the Department, reallocating workload and duty assignments as necessary

5% Community Outreach and Event Planning - Working closely with program faculty and the Director, organizes, hosts, and coordinates community outreach events, graduate student events, and recruitment activities. The Business Officer is also responsible for updating program outreach information, including on social media, and keeping the program web pages current.

5% Space and Equipment Management - Provides analysis of and manages departmental space and teaching resources; advises the Director on program needs for the BMSE faculty and staff. Also manages the program equipment needs and prepares recommendations for purchase. Designs and maintains administrative shadow systems for tracking equipment and space resources.

UC Vaccination Programs Policy 

As a condition of employment, you will be required to comply with the University of California Policy on Vaccinations 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, please visit:

• UC Santa Barbara COVID-19 Information - https://www.ucsb.edu/COVID-19-information
• University of California Policy on Vaccinations – With Interim Revisions - https://policy.ucop.edu/doc/5000695/VaccinationProgramsPolicy

*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 the University of California's Affirmative Action Policy, please visit: https://policy.ucop.edu/doc/4010393/PPSM-20.
For the University of California's Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination.

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