Position Summary
This position serves as the Director of Administrative Operations (DAO) to the Associate Vice Chancellor for Population Health Sciences. They function as the academic fiscal officer for the Office of Population Health Sciences. The DAI, oversees departmental human resources processes and facilities management operations. They act as a subject matter expert and resource for campus units on matters related to OPHS.
Duties & Responsibilities

Staff Oversight/Management

Function in an advisory capacity and as chief of staff to the Associate Vice Chancellor for Population Health Sciences.

Develop and manage special and high-priority projects; address and resolve questions, concerns, issues, and requests on the behalf of the PHS.

Research issues and draft/suggest policy or procedure as requested by the AVC-PHS; track action items for the PHS.

Serve on campus committees and act as a liaison with university constituencies.

Provide guidance and problem resolution for complex and/or confidential matters for the PHS, campus units and external customers.

Coordinate and draft communications and presentations for the AVC-PHS and prepare correspondence.

Perform other related duties and special projects as required.

Supervise the administrative staff of the PHS to ensure that daily operational needs are met for the AVC-PHS, Assistant Vice Chancellors and Directors.

Ensure staffing for committees advisory to the AVC-PHS.

Budget/Finance Management/Human Resources

Serve as the Chief Academic Fiscal Officer for the PHS.

Develop and manage department’s annual operating budget. Monitor budget, recommend future funding requirements and oversee monthly reconciliations.

Ensure the accuracy of general ledger, accounting details, revenues, expenditures, and accounting/budget/financial reports.

Monitor unit financial systems and develops processes and controls to ensure compliance with university policies.

Develop and analyze financial data, reports and information for UIC HR. Present financial information and analyses to the AVC-PHS.

Draft agreements and lead financial initiatives between PHS and campus units (i.e. MOU).

Direct procurement activities for PHS. Create and manage purchase orders and ensure timely payments for services.

Direct RFP process and identify vendors for large contracts.

Human Resources

Serve as the human resources director for the unit.

Oversee strategies and best practices for the recruitment and hiring for all employees in the unit. Work with PHS leadership to develop recruitment plans.

Oversee the processing of appointments, separations and various transactions, handling benefit and payroll issues, managing the Salary Planner process, and other related human resource matters for Civil Service and Academic Professional employees.

Manage and ensure the application of consistent unit policies, procedures, and proper documentation regarding HR system access, employee discipline, time reporting, such as PTR and benefit usage, disability leave reporting, job descriptions, etc.

Building Operations Management

Manage and direct large scale building renovations and building operations including space redesign and allocation, office setup and moves, building maintenance and security, office construction, capital improvement projects, and renovation.

Perform other related duties and participate in special projects as assigned.