Assistant Director for Administration & Finance

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INITIAL REVIEW DATE (IRD)

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The IRD for this job is: 07-24-2024

ABOUT UC SANTA CRUZ

UC 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 OVERVIEW

The 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. The current Institute membership includes more than 100 members of the UCSC community: faculty, research scientists, post-doctoral researchers, professional staff, graduate students, undergraduate researchers, and visiting scientists.

More information can be found at: https://scipp.science.ucsc.edu/

JOB SUMMARY

The 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.

The Assistant Director represents SCIPP, as appropriate, in various campus management meetings.

APPOINTMENT INFORMATION

Budgeted Salary: $103,250 - $121,100/year. Salary commensurate with skills, qualifications and experience.
Under California law, the University of California, Santa Cruz is required to post a reasonable estimate of the compensation for this role. The salary shown above is the budgeted amount the University reasonably expects to pay and the salary extended should not exceed this posted amount.

Benefits Level Eligibility: Full benefits

Schedule Information:

• Full-time, Fixed
• Percentage of Time: 100%, 40 Hours per Week
• Days of the Week: Mon-Fri
• Shift Includes: Day

Employee Classification: Career appointment

Job End Date: None

Work Location: UC Santa Cruz Main Campus

Union Representation: Non-Represented

Job Code Classification: 004330 (ACAD PRG MGT OFCR 3)

Travel: Never or Rarely

JOB DUTIES

40% - Program Management

• Primary 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. Collaborates on long- and short-range planning to achieve academic and research goals of the Institute, listens carefully to the needs and concerns of people in SCIPP, and recommends changes to program's content, policies and processes accordingly. Determines need for, develops, and enforces Institute policies and procedures to ensure efficient operation of the unit. Closely tracks key milestones and deadlines.
• Works with the Director, Associate Director, and PIs to ensure compliance with all safety best practices and compliance with requirements. Participates in annual safety inspections and works with laboratory safety managers to ensure all issues are addressed appropriately and in a timely manner.

35% - Financial Management

• Participates 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. Works with the Director and Associate Director on matters of long-range planning, analysis of budgetary needs, and problem solving. Manages operating budgets, oversees purchasing; maintains responsibility for transfers of funds, equipment inventory, and key control.
• Collaborates with divisional resource and research accountants to ensure UCSC and agency processes are followed. Develops financial projections and plans to ensure smooth operation.

20% - Personnel Management

• Manages all aspects of academic personnel administration, including appointments, reappointments, and merit reviews for researchers, postgraduate researchers, and visiting faculty. Responsible for visa and residency applications of foreign national visitors, scholars, and faculty.
• Directs all aspects of staff personnel administration, including recruitment, development, performance management, reclassification, and separation. Reviews employment transactions for budgetary and personnel policy compliance. Together with the Director and Associate Director, resolves complaints and grievances lodged by Institute employees. Maintains an environment that fosters growth, creativity, and success of all Institute personnel.

5% - Event Management

• Consults with faculty and researchers on scientific meeting development and coordination for international conferences, workshops, and collaboration meetings hosted by SCIPP.

REQUIRED QUALIFICATIONS

• Advanced 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 with faculty, researchers, and staff at all levels of the organization.
• Demonstrated ability to prioritize and assess the urgency of arising issues and to recognize when help is needed.
• Thorough knowledge of administrative, budgetary, human resources and financial principles and practices.
• Ability to analyze needs (staffing space equipment, facilities, etc), exercise sound judgment, and work effectively under the pressure of multiple deadlines.
  Financial management and accounting skills.
• Familiarity with generally accepted accounting principles, funding accounting, internal control standards, and/or audit principles. Ability to learn federal and state funding policies and procedures.
• 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. Ability to handle difficult situations in a discreet and professional manner.

PREFERRED QUALIFICATIONS

• Ability to follow relevant Federal, State, UC Systemwide and UCSC lab safety laws and requirements, develop and administer safety documentation systems for the Institute, and act as liaison between SCIPP researchers and UCSC EH&S office and campus safety committees.
• Strong demonstrated management and planning experience.
• Knowledge of federal and state funding policies and procedures, with a thorough knowledge of and experience in contract and grant administration.
• 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.
• Independently makes decisions with little or no direction when required.

SPECIAL CONDITIONS OF EMPLOYMENT

• Selected 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 and must be able to work successfully from a home/remote office and fulfill the requirements of the UCSC telecommuting agreement.
• Ability to work occasional evenings and weekends as directed.
• Selected candidate will be required to complete training within established time frames as directed including UC compliance training.
• Ability to work safely in areas where hazardous materials are present or stored.
• Ability to read signs and follow directions on labels that are written in English as well as ability to read and understand Material Safety Data Sheet (MSDS) and the proper use of chemical compounds.
• Ability to travel to multiple work locations on and off campus.
• Ability to maintain appearance and conduct suitable for working in a professional setting.
• The University of California has implemented a Vaccination Policy covering all employees. Employees, including new hires, are required to comply with any applicable policies relating to the University of California vaccine program.
• Per the Child Abuse and Neglect Reporting Act (CANRA), this position has been identified as a Mandated Reporter. The selected candidate will be required to report known or suspected child abuse or neglect as defined by CANRA and will be required to sign a Statement Acknowledging Requirement to Report Child Abuse prior to commencing employment. CANRA Penal Codes, and related definitions, requirements, and responsibilities may be obtained here.

SAFETY STATEMENT

All 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.

NOTICE OF AVAILABILITY
In compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (the Clery Act), the Annual Security and Fire Safety Report (ASFSR) is available at: https://drive.google.com/file/d/1hUBiz3WS3zErEGOhSOu7KZZPzGkTwr_2/view?usp=sharing. This report is published by October 1st of each year and includes current institutional policies and procedures concerning campus safety and security; fire safety and evacuation policies; sexual misconduct and relationship violence reporting and response protocols; and crime and fire statistics for the three previous calendar years. A paper copy of the ASFSR is available upon request by contacting the UCSC Police Department at 114 Carriage House Rd., Santa Cruz, CA 95064, or by calling 831-459-2231 Ext. 1.

EEO/AA

The 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. UC Santa Cruz is committed to excellence through diversity and strives to establish a climate that welcomes, celebrates, and promotes respect for the contributions of all students and employees.

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