Business Operations Manager (7378U),Disabled Students Program - 49526 About Berkeley
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Departmental Overview
The Disabled Students Program (DSP) provides a wide array of legally mandated services to students with disabilities. DSP consists of approximately 50 FTEs and over a dozen specialized limited staff and students represented by many of the campus' bargaining units. The department serves over 5200 students and hires hundreds of independent contractors and/or student volunteers to provide educational support to this population. The unit has an annual operating budget of approximately 4.5 million in state and permanent funding, while gifts and endowments add to that total. DSP also has responsibility for fiscally managing a Dept of Education TRIO Student Support Services federal grant, which is renewed every 5 years.
The Administrative Officer is ultimately responsible for managing all of DSP's business functions including managerial leadership, support staff supervision, budget planning and analysis, contract and grant administration, and human resources. The incumbent plans and coordinates the implementation of administrative policies, procedures, and standards necessary to ensure uniform, effective, and appropriate business practices. The Administrative Officer oversees a full range of human resource support and personnel administration for all faculty, staff and student employees and is directly responsible for all administrative staff which makes up DSPs business services unit. The Administrative Officer oversees all financial transactions for DSP and its programs and is responsible for efficiently and effectively managing resources to minimize risks to DSP programs while maintaining sound financial control and compliance with all UC, federal, and state regulatory guidelines and applicable laws.
Application Review Date
The First Review Date for this job is: March 8, 2023
Responsibilities
FINANCIAL PLANNING & ANALYSIS
Directs, initiates, designs and provides analytical studies, summary reports and background materials for the campus budget office in partnership with the DSP Executive Director for financial and/or resource plans, including annual resource allocation approaches, trended future requirements, operating forecasts, sources and uses, et cetera, that have a significant impact on the Disabled Student's Program.
Performs highly complex financial planning and analysis including development of unit level annual budgets, forecasts, and annual reports for submission in CalPlan.
Regularly reviews YTD data flagging inconsistencies or unexpected results to higher level management, the division finance leader, and/or campus budget office attention.
Works directly with department managers and unit leaders to manage finances, reduce deficit spending, and to promote common good in partnership with Division Finance Leader and FA4.
Provides guidance and counsel to PI/Project Directors on contract and grant administration, prepares monthly reports and quarterly budget updates, and works in close collaboration with Research Administration, Contracts & Grants Accounting and/or the Sponsored Projects Office as needed.
Executes complex analyses, projections, and trend reports.
Monitors and addresses significant budget to actual expense variances, advises and proposes recommendations for correction, then executes solutions.
Reviews and approves all internal financial transactions on behalf of the department, and ensures that financial processing functions are performed with accuracy and efficiency.
OFFICE AND BUSINESS OPERATIONS
Manages all administrative services which impact payroll, procurement and purchasing, accounts receivable and payable; maintenance agreements, service contracts, and inventory via shared services or directly.
Manages the DSP main office/business affairs and is responsible for all aspects of operational planning, including short- and long-range planning, analyses and workflow.
Supervises a team of staff and students that make up DSP's Business Services team.
Responsible for hiring, recruiting, training, and supervising support staff; lead and direct all front desk operations, monitoring quality of work, customer service, and annual performance review.
Develop and implement processes for financial execution, tracking of inventory, reporting on spending by each program using assumptions in MOUs, agreements and pro forma.
Undertakes detailed analysis of service delivery spending in each department program, including recharge and operating transfers, and serves as a key strategist in fiscal and budgetary matters including human resources, space, facilities and any equipment needs.
Performs monthly and quarterly activities designed to ensure the department is in compliance with SAS 115 regulations; acts as primary responder to any audit requests from the Office of Audit Services, BluCard Audit desk, or Contracts and Grants Administration Compliance officers.
Acquire and maintain solid working knowledge of BearBuy, Berkeley Financial System (BFS), CalAnswers Financials, UCPath, Financial Aid/Student Information System (SIS), the Campus Deposit System (CDS), Travel and Entertainment, and the various Berkeley service platforms.
Plays a key role in the development and monitoring of policies and procedures for the department and ensures operations are efficient and in compliance with UC and campus guidelines at all times.
Evaluates new and existing procedures to ensure smooth and effective delivery of services and that the unit's mission and goals are met first and foremost.
PROJECT MANAGEMENT AND EXECUTION
Develops and maintains a strong administrative organizational and operational structure, including recommending and coordinating administrative policies, procedures, and standards to ensure department-wide standardization and compliance.
Leads and directs a wide variety of projects and follows through with all levels of staff and individuals inside and outside the organization. Guides and directs planning which may include senior management and external constituencies.
Shares responsibility with the Director for space planning and allocation and provides primary responsibility for maintenance and renovation of departmental space, facilities and office moves.
DSP staff is housed in the Cesar E. Chavez Student Center, TRIO Student Services Center in the Residence Halls, DSP Alternative Media Center in Wheeler Hall, and the DSP Proctoring Center in Moffitt, HFA, and University Hall.
Coordinates requests for capital improvements and health and safety items; supervises administrative and information technology staff, either directly or through delegation; and manages systems and procedures to protect departmental assets.
Responsible for providing analytical support for highly complex budget, financial, and resource projects dealing directly with department managers and their assigned project leaders.
Develops financial models for proposed projects, and makes recommendations regarding financial value vs viability.
Applies advanced professional concepts to perform complex technical analysis to understand past performance and determine present and future outcomes and/or resource allocations needed.
LEADERSHIP AND HR SUPPORT:
Takes a leadership role in integrating new processes and technology into the department; trains staff and faculty on new systems and coordinates with outside departments and vendors as needed.
Identifies and initiates team efforts during business process improvement initiatives in support of efficiencies of scale, streamlining operations, and/or achieving higher quality service.
Serves as primary liaison to the regional services team and takes a leadership role in problem resolution and reporting.
Serves as the key resource person to managers on campus personnel policies and practices and collective bargaining agreements (staff are covered by a variety of policies and contracts including PSSM, Clerical CX, and UPTE-TX).
Coordinates and oversees various personnel actions; work with HR Partner, senior leadership, and employee or labor relations on complex HR matters or issues sensitive in nature, provides sources of information, past practices, or guidance in order to resolve or achieve a positive outcome.
Advises on a wide array of personnel matters including recruitment, employment, classification and compensation, performance management, collective bargaining, leaves, performance reviews, merits and promotions, professional development, training, and student employment.
Key advisor and strategist, and a vital member of the DSP Management Team
ADMINISTRATION AND OTHER DUTIES AS ASSIGNED:
Represents the department on business affairs to the institution and community involving matters between functional areas, other campus units, staff and/or customers.
Seeks professional development and training to keep up with today's best practices and the emerging trends in finance and business operations in higher education.
Keeps abreast of relevant changes in University, state, federal and sponsoring agencies' policies.
May lead or serve on campus committees and/or divisional work teams.
Required Qualifications
Extensive and demonstrated experience with budget management and formulation, including resource allocation and budget forecasting.
Demonstrated knowledge of accounting principles and methods, including the ability to interpret and implement campus accounting policies and procedures, audit guidelines, procurement function, and familiarity with computer-based budget and financial reporting and analysis.
Demonstrated leadership experience effective and efficient administrative planning and program implementation.
Excellent organizational and demonstrated analytical skills, with careful attention to detail and initiative in defining and managing multiple funds budgets.
Excellent ability to quickly analyze and troubleshoot complex issues and processes, offer creative solutions to effectively lead and motivate others, effectively implement changes, and follow up to ensure effectiveness.
Ability to work independently as well as in a team and to foster effective and collaborative relationships with individuals and diverse groups of people.
Expert knowledge of computing software applications to develop databases, create spreadsheets and produce reports and analysis.
Skills in organization and customer service to effectively manage multiple important priorities.
Strong verbal and written communication skills; ability to influence/persuade all levels of staff.
Education/Training:
Bachelor's degree in related area and / or equivalent experience / training
Preferred Qualifications
Demonstrated knowledge of human resources management, campus personnel policies and procedures, collective bargaining agreements, and knowledge of federal and state regulations.
Supervisory experience with professional and administrative staff.
Education/Training:
Masters in Business and/or equivalent experience training is preferred.
Salary & Benefits
For information on the comprehensive benefits package offered by the University, please visit the University of California's Compensation & Benefits website.
Under California law, the University of California, Berkeley is required to provide a reasonable estimate of the compensation range for this role and should not offer a salary outside of the range posted in this job announcement. This range takes into account the wide range of factors that are considered in making compensation decisions including but not limited to experience, skills, knowledge, abilities, education, licensure and certifications, analysis of internal equity, and other business and organizational needs. It is not typical for an individual to be offered a salary at or near the top of the range for a position. Salary offers are determined based on final candidate qualifications and experience.
The budgeted salary or hourly range that the University reasonably expects to pay for this position is $82,400.00 - $110,000.00.
This is a full-time, Career position and eligible for full UC benefits. This position is 20-30% remote hybrid/remote capable based on the needs of the department.