Assistant Department Business Office - 140399

Reporting to the Chief Administrative Officer (CAO), the Assistant Department Business Officer (ADBO) serves in a key leadership role contributing to the effective and efficient administration of the Biology Section's Business Office operations. In collaboration with the Chief Administrative Officer and the Biology Fiscal Manager, this position develops, coordinates, implements, and evaluates operations to ensure performance is consistent with the goals and objectives of the Biology Section. Functional responsibilities include sponsored research administration (pre-award and post-award), academic and staff personnel administration, facilities and space management, and general departmental operations. The position provides analysis and recommendations to support effective decision-making, resource management, and short- and long-range planning.

This position will manage, plan, and administer a range of administrative operations (human resources, academic personnel, and space and facilities) for the Marine Biology Research Division, Center for Marine Biotechnology and Biomedicine, and Integrative Oceanography. The position will directly supervise staff performing Fiscal, Academic Personnel, Human Resources, and Space and Facilities Functions. The position serves as a representative and a liaison between the Section Head, Division Directors, Director's Office, faculty, and administrative staff. In the CAO's absence, the position serves as a key resource for operational matters and provides guidance on complex fiscal, personnel, space, and administrative policies and procedures.

• Demonstrated experience working with a high-level research, academic, or similar commercial management team in the formulation and communication of enterprise-level strategy that encompasses academic, research, operational, and financial objectives.

• Strong knowledge of academic and staff HR practices, including employee relations, performance management, and personnel policies. Ability to anticipate and resolve personnel issues, advise supervisors, coordinate workflow, and support employee development and corrective actions.

• Proven leadership and management skills in a university research environment, with demonstrated leadership and credibility in addressing issues relating to the management of a large academic science department.

• Thorough knowledge of University rules and regulations, processes, protocols and procedures for budget, accounting and fund management, and / or personnel management.

• Demonstrated knowledge of generally accepted accounting principles, fund accounting, analytical skills, automated data processing, internal control standards, and audit principles.

• Thorough knowledge of financial analysis and reporting techniques, and / or human resources policies and procedures for staff and academic employees.

• Interpersonal skills including verbal and written communication, active listening, critical thinking, persuasiveness, advising and counseling skills. Ability to communicate ideas, thoughts, complex problems, and one's position clearly and concisely. Ability to interact with tact and diplomacy with individuals from a variety of backgrounds and organizational levels, ability to diffuse anger and constructively handle complaints, ability to be flexible, to work collaboratively, and to listen well and engender trust.

• Knowledge of a variety of administrative operational activities such as event planning, basic fundraising processes, risk management planning, website design, accounting and payroll, and contracts and grants regulations and guidelines.

• Solid knowledge of common University-specific computer application programs.

• Ability to use discretion and maintain confidentiality.

• Strong skills in short-term planning, analysis, problem-solving, and customer service. Demonstrated understanding of the importance of organizational structure, resource management, communication, and protocol when implementing a solution.

• Demonstrated experience in communicating issues clearly and briefly, using information gathered through appropriate consultation, and to effectively communicate one-on-one, to respond to rapid questioning on difficult issues, as well as to make oral group presentations which are well-organized, clear, informative, and persuasive.

• Advanced analytical and problem-solving skills with the ability to research, evaluate, and present recommendations on policy, financial, and administrative issues. Proficient in using Excel, databases, and other analytical tools to interpret data and support decision-making.

• Ability to translate program planning into operational and fiscal requirements. Ability to advise department chair and PIs on regulations and courses of action. Ability to weigh instructional and research needs, develop business plans, propose options, and advise faculty of possible outcomes of different scenarios.

• Demonstrated experience overseeing, supervising, and motivating a group of technical and administrative staff. Ability to maintain good morale and maintain productivity.

• Knowledge of team dynamics, ability to work in a team setting. Demonstrated high level of skill in assessing needs and developing strategies to support diversity and inclusion.

• Ability to read, understand, and correctly interpret contracts, policies, and similar documents.

• Demonstrated ability to proactively identify and resolve problems using sound judgment, research, and available resources.

• Ability to adapt to changing priorities, respond effectively to unexpected demands, and develop practical, innovative solutions to operational challenges.

• Demonstrated knowledge and experience in space and facilities management, including analysis, funding, design, construction, and renovation of buildings and labs.

• Demonstrated knowledge of environmental health and safety issues in an intense lab-based research and instructional environment.

• Job offer is contingent upon satisfactory clearance based on Background Check results.

• Must be willing to work additional hours with occasional evenings and weekends as needed to fulfill position responsibilities.