University of California - Santa Cruz
Assistant Director for Administration & Finance
University of California - Santa Cruz, Santa Cruz, California, us, 95061
HOW TO APPLYFor full consideration, applicants should attach their resume and cover letter when applying for a job opening. For guidance related to the application process or if you are experiencing difficulties when applying, please review the
Applicant Resources
on our Talent Acquisition website.How to ApplyTroubleshootingTips for ApplicantsFAQ'sINITIAL REVIEW DATE (IRD)Application materials submitted by 11:59 pm on the IRD will be routed to the hiring unit for consideration. Materials submitted after the IRD will ONLY be forwarded at the request of the hiring unit. To ensure your application is routed for consideration, submit your materials before 11:59 p.m. on the IRD. Talent Acquisition cannot accept application materials outside of the jobs portal, and is unable to update submitted applications on an applicant's behalf, or forward communications to the hiring units. For more information about the IRD and the applicant review process, view this link.The IRD for this job is:
07-24-2024ABOUT UC SANTA CRUZUC Santa Cruz is a public university like no other in California, combining the experience of a small, liberal arts college with the depth and rigor of a major research university. It's known as an unconventional place where innovation and experimentation is part of the campus's DNA. That playful, bold spirit still thrives today, all on a campus renowned as among the most beautiful in the world.DEPARTMENT OVERVIEWThe Santa Cruz Institute for Particle Physics (SCIPP) is an organized research unit within the University of California system. SCIPP's scientific and technical staff have been involved in cutting-edge research projects for more than 40 years. The primary focus is experimental and theoretical particle physics and particle astrophysics, including the development of technologies needed to advance that research. SCIPP is also pursuing the application of those technologies to other scientific fields such as neuroscience, biomedicine, and radiological imaging. The Institute is recognized as a leader in the development of custom readout electronics and silicon sensors for state-of-the-art particle detection systems. In all our activities, we are committed to fostering a welcoming and supportive climate for all.JOB SUMMARYThe Assistant Director works closely with the Director and Associate Director, providing overall administrative direction and financial management. The Assistant Director is responsible for managing the operational elements of the Institute: overseeing all administrative staff; facilitating academic and staff personnel actions; planning specific funding proposal elements such as budgets, statements of work, and progress tracking; monitoring laboratory safety compliance; ensuring excellent internal and external communications; liaising with collaborating institutions worldwide, unit heads at national laboratories, and multiple federal granting agencies; maintaining signature authority on all SCIPP financial accounts; and overseeing a combined budget of more than $5M. The Assistant Director leads planning and local arrangements for several high-profile international meetings hosted annually by SCIPP.The Assistant Director works closely with Director, Associate Director, and Principal Investigators in matters related to strategic planning, both short-term and long-term, and understands and supports the administrative and budgetary needs of SCIPP Principal Investigators.APPOINTMENT INFORMATIONBudgeted Salary:
$103,250 - $121,100/year. Salary commensurate with skills, qualifications and experience.Benefits Level Eligibility:
Full benefitsSchedule Information:Full-time, FixedPercentage of Time: 100%, 40 Hours per WeekDays of the Week: Mon-FriShift Includes: DayEmployee Classification:
Career appointmentWork Location:
UC Santa Cruz Main CampusUnion Representation:
Non-RepresentedJob Code Classification:
004330 (ACAD PRG MGT OFCR 3)Travel:
Never or RarelyJOB DUTIES40% - Program ManagementPrimary responsibility for administrative, planning and programmatic activities in the areas of financial, business, personnel, facility, space, and equipment needs. Tracks key milestones and deadlines. Acts as the liaison with relevant divisional and central campus units.Works with the Director and Associate Director to maintain a supportive, dynamic, and creative climate, and anticipates potential issues.Works with the Director, Associate Director, and PIs to ensure compliance with all safety best practices and compliance with requirements.35% - Financial ManagementParticipates in the program budgeting and accounting processes to support financial infrastructure of program. Manages all Institute funds (approximately $5M) currently awarded via 15 different agencies.Collaborates with divisional resource and research accountants to ensure UCSC and agency processes are followed.20% - Personnel ManagementManages all aspects of academic personnel administration, including appointments, reappointments, and merit reviews for researchers, postgraduate researchers, and visiting faculty.Directs all aspects of staff personnel administration, including recruitment, development, performance management, reclassification, and separation.5% - Event ManagementConsults with faculty and researchers on scientific meeting development and coordination for international conferences, workshops, and collaboration meetings hosted by SCIPP.REQUIRED QUALIFICATIONSAdvanced degree in physical science or administration or equivalent experience/training.Excellent written communication skills, including the ability to carefully proofread all written communications for accuracy and clarity.Excellent oral communication skills.Ability to detect and correct misunderstandings, resolve conflicts, and mediate disputes.Demonstrated ability to prioritize and assess the urgency of arising issues.Thorough knowledge of administrative, budgetary, human resources and financial principles and practices.Ability to analyze needs (staffing space equipment, facilities, etc).Familiarity with generally accepted accounting principles, funding accounting, internal control standards, and/or audit principles.Ability to work with diverse groups to achieve results.Strong ability to work collaboratively with internal and external constituents.Strong ability to think creatively and independently on concepts requiring advanced analytical skills.Ability to supervise professional, administrative, and technical staff.PREFERRED QUALIFICATIONSAbility to follow relevant Federal, State, UC Systemwide and UCSC lab safety laws and requirements.Strong demonstrated management and planning experience.Knowledge of federal and state funding policies and procedures.Demonstrated ability to set and maintain a positive, collaborative, open, "can-do" environment.A strong interest in understanding of the goals of the Institute.Familiarity with University personnel policies and procedures.SPECIAL CONDITIONS OF EMPLOYMENTSelected candidate will be required to pass a pre-employment criminal history background check.Ability to work long periods of time at a computer with or without accommodation.Ability to safely perform the physical requirements necessary to move light to moderate objects up to 60 lbs., with or without accommodation.The selected candidate will be required to work a hybrid work schedule.SAFETY STATEMENTAll UCSC employees must understand and follow job safety procedures, attend required health and safety training, proactively promote safety at work, and promptly report actual and potential accidents and injuries.EEO/AAThe University of California is an Equal Employment 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.
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Applicant Resources
on our Talent Acquisition website.How to ApplyTroubleshootingTips for ApplicantsFAQ'sINITIAL REVIEW DATE (IRD)Application materials submitted by 11:59 pm on the IRD will be routed to the hiring unit for consideration. Materials submitted after the IRD will ONLY be forwarded at the request of the hiring unit. To ensure your application is routed for consideration, submit your materials before 11:59 p.m. on the IRD. Talent Acquisition cannot accept application materials outside of the jobs portal, and is unable to update submitted applications on an applicant's behalf, or forward communications to the hiring units. For more information about the IRD and the applicant review process, view this link.The IRD for this job is:
07-24-2024ABOUT UC SANTA CRUZUC Santa Cruz is a public university like no other in California, combining the experience of a small, liberal arts college with the depth and rigor of a major research university. It's known as an unconventional place where innovation and experimentation is part of the campus's DNA. That playful, bold spirit still thrives today, all on a campus renowned as among the most beautiful in the world.DEPARTMENT OVERVIEWThe Santa Cruz Institute for Particle Physics (SCIPP) is an organized research unit within the University of California system. SCIPP's scientific and technical staff have been involved in cutting-edge research projects for more than 40 years. The primary focus is experimental and theoretical particle physics and particle astrophysics, including the development of technologies needed to advance that research. SCIPP is also pursuing the application of those technologies to other scientific fields such as neuroscience, biomedicine, and radiological imaging. The Institute is recognized as a leader in the development of custom readout electronics and silicon sensors for state-of-the-art particle detection systems. In all our activities, we are committed to fostering a welcoming and supportive climate for all.JOB SUMMARYThe Assistant Director works closely with the Director and Associate Director, providing overall administrative direction and financial management. The Assistant Director is responsible for managing the operational elements of the Institute: overseeing all administrative staff; facilitating academic and staff personnel actions; planning specific funding proposal elements such as budgets, statements of work, and progress tracking; monitoring laboratory safety compliance; ensuring excellent internal and external communications; liaising with collaborating institutions worldwide, unit heads at national laboratories, and multiple federal granting agencies; maintaining signature authority on all SCIPP financial accounts; and overseeing a combined budget of more than $5M. The Assistant Director leads planning and local arrangements for several high-profile international meetings hosted annually by SCIPP.The Assistant Director works closely with Director, Associate Director, and Principal Investigators in matters related to strategic planning, both short-term and long-term, and understands and supports the administrative and budgetary needs of SCIPP Principal Investigators.APPOINTMENT INFORMATIONBudgeted Salary:
$103,250 - $121,100/year. Salary commensurate with skills, qualifications and experience.Benefits Level Eligibility:
Full benefitsSchedule Information:Full-time, FixedPercentage of Time: 100%, 40 Hours per WeekDays of the Week: Mon-FriShift Includes: DayEmployee Classification:
Career appointmentWork Location:
UC Santa Cruz Main CampusUnion Representation:
Non-RepresentedJob Code Classification:
004330 (ACAD PRG MGT OFCR 3)Travel:
Never or RarelyJOB DUTIES40% - Program ManagementPrimary responsibility for administrative, planning and programmatic activities in the areas of financial, business, personnel, facility, space, and equipment needs. Tracks key milestones and deadlines. Acts as the liaison with relevant divisional and central campus units.Works with the Director and Associate Director to maintain a supportive, dynamic, and creative climate, and anticipates potential issues.Works with the Director, Associate Director, and PIs to ensure compliance with all safety best practices and compliance with requirements.35% - Financial ManagementParticipates in the program budgeting and accounting processes to support financial infrastructure of program. Manages all Institute funds (approximately $5M) currently awarded via 15 different agencies.Collaborates with divisional resource and research accountants to ensure UCSC and agency processes are followed.20% - Personnel ManagementManages all aspects of academic personnel administration, including appointments, reappointments, and merit reviews for researchers, postgraduate researchers, and visiting faculty.Directs all aspects of staff personnel administration, including recruitment, development, performance management, reclassification, and separation.5% - Event ManagementConsults with faculty and researchers on scientific meeting development and coordination for international conferences, workshops, and collaboration meetings hosted by SCIPP.REQUIRED QUALIFICATIONSAdvanced degree in physical science or administration or equivalent experience/training.Excellent written communication skills, including the ability to carefully proofread all written communications for accuracy and clarity.Excellent oral communication skills.Ability to detect and correct misunderstandings, resolve conflicts, and mediate disputes.Demonstrated ability to prioritize and assess the urgency of arising issues.Thorough knowledge of administrative, budgetary, human resources and financial principles and practices.Ability to analyze needs (staffing space equipment, facilities, etc).Familiarity with generally accepted accounting principles, funding accounting, internal control standards, and/or audit principles.Ability to work with diverse groups to achieve results.Strong ability to work collaboratively with internal and external constituents.Strong ability to think creatively and independently on concepts requiring advanced analytical skills.Ability to supervise professional, administrative, and technical staff.PREFERRED QUALIFICATIONSAbility to follow relevant Federal, State, UC Systemwide and UCSC lab safety laws and requirements.Strong demonstrated management and planning experience.Knowledge of federal and state funding policies and procedures.Demonstrated ability to set and maintain a positive, collaborative, open, "can-do" environment.A strong interest in understanding of the goals of the Institute.Familiarity with University personnel policies and procedures.SPECIAL CONDITIONS OF EMPLOYMENTSelected candidate will be required to pass a pre-employment criminal history background check.Ability to work long periods of time at a computer with or without accommodation.Ability to safely perform the physical requirements necessary to move light to moderate objects up to 60 lbs., with or without accommodation.The selected candidate will be required to work a hybrid work schedule.SAFETY STATEMENTAll UCSC employees must understand and follow job safety procedures, attend required health and safety training, proactively promote safety at work, and promptly report actual and potential accidents and injuries.EEO/AAThe University of California is an Equal Employment 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.
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