Administrative Operations Manager III

The Administrative Operations Manager III provides human, physical, and financial management to the Department Chair and Administrator for the Department of Pediatrics and Children's Research Center consisting of 87 faculty and 60 staff/students. This position leads the Department's Finance Office consisting of a Financial Manager and two Accounting staff; supervises the Department's UA Administrative staff consisting of 3 individuals; and oversees the Education Office staff consisting of 4 individuals.

This position requires great attention to detail, the ability to work in a fast-paced environment while navigating between transactional and managerial responsibilities, excellent communication skills, and the ability to work well with a diverse group of individuals. It plays a pivotal role as the liaison to the College of Medicine-Tucson and BUMG for financial matters and also manages the academic financial resources for the Department.

Outstanding UA benefits include health, dental, and vision insurance plans; life insurance and disability programs; paid vacation, sick leave, and holidays; UA/ASU/NAU tuition reduction for the employee and qualified family members; retirement plans; access to UA recreation and cultural activities; and more!

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• Provides strategic leadership for all areas within Pediatrics. This includes administrative oversight of staff, administrative oversight of facilities including lab and office space allocation, and financial management of all Department and Center resources including $20M in UA and $47M in UA Foundation funds. Administrative oversight will include hiring replacement staff, teaching and training new hires, coaching and mentoring, performance management, assigning work, communicating tasks, creating time lines and deadlines, reviewing work for accuracy and developing the team. This includes recommending and implementing new processes to improve efficiency and impact decision making.
• Reviews and manages all financial commitments on behalf of the Department. Responsible for reviewing monthly financial information for UA and UA Foundation. Prepares, reviews, and analyzes financial data; this includes but is not limited to quarterly reports, variance analysis, and trend analysis. Monitors expenditures on state budgets, departmental commitments, College of Medicine commitment funds, donor funds and administrative funds to ensure allocated funds are being spent appropriately. Approves all UA Foundation transactions. Recommends objectives, policies, and plans with Administrator, Department Chair, Division, College, or University leaders.
• Supports/implements organizational development, initiatives and change management strategies. Actively engages with divisional leadership and faculty including working on committees to build and refocus tactics and coordinate with appropriate leaders to ensure continued advancement of initiatives. Engages with Administrator to solve organizational and Departmental issues. Primary UA liaison for departmental operational activities that require collaboration with College of Medicine-Tucson, Senior Vice Presidents Office, and Provost office.
• Responsible for developing budget strategies, fiscal year funds distribution, preparation and submission of the UA Budget process for the Department with expenditures of approximately $20M in UA funds and $6M in UA Foundation funds. Responsible for allocating departmental resources to support the department's and center's mission. Department contact for state funds distribution and commitment allocations.
• Actively engages with Department Chair and Pediatric leadership in the oversight of faculty personnel regarding management of salary, FTE, financial development of hiring packages (moving allowance, lab start-up, space allocation, salary/stipends) and commitments.
• Assists with recruitment and retention negotiations for department faculty. Reviews and approves all position postings, hiring documents, FTE changes, funding changes, terminations and budget changes. Prepares all Faculty Finance Committee (FFC) and Staff Finance Committee (SFC) submissions.
• Collaborates with appropriate stakeholders to ensure full agreement and institutional record of commitments. Preparation of offers and commitment sheets for faculty Letters of Offer and joint faculty recruitments.

Knowledge, Skills and Abilities:

• In-depth knowledge of accounting practices, procedures and generally accepted accounting principles.
• Ability to work in a fast-paced environment with constant changing demands.
• Ability to take initiative and be self-motivated.
• Ability to multi-task projects and daily assignments.
• Excellent analytical and critical thinking skills.
• Excellent organization and time management skills.
• Demonstrated problem solving abilities.
• Demonstrated leadership abilities.

• Bachelor's degree or equivalent advanced learning attained through professional level experience required.
• Minimum of seven (7) years of related work experience, including three (3) years of
  managerial experience, or equivalent combination of education and work
  experience.

• At least four (4) years of experience managing state, discretionary, sponsored and gift funds. This would include four years of experience using the University of Arizona's electronic information systems to assist in the management of these funds. (UAccess Financials, UAccess Employee and UAccess Analytics).
• At least two (2) years of experience working with federal awards and sponsor requirements including operationalizing grants, working with complicated funding plans due to grant activity, and working with cost share.
• At least two (2) years of experience directly supervising employees, including performance management and career conversations.
• At least two (2) years of experience in a College of Medicine clinical department.
• At least two (2) years of experience in managing gift funds and endowments, this includes direct expenditures at the UA Foundation, and in-depth knowledge of UA Foundation project structure and UA account structure.
• At least two (2) years of experience preparing Faculty Affairs paperwork including but not limited to faculty Letter of Offers (LOOs), position postings, titling, and promotion and tenure.
• At least two (2) years of experience with facilities management, managing the assignment and allocation of space in a department, including but not limited to interacting with the department and College space committees.