Location: Oakland
Job ID: 29525
Job Posting
For UCOP internal applicants, please login to the internal candidate gateway at: Jobs at UCOP
UC OFFICE OF THE PRESIDENT
At the University of California (UC), your contributions make a difference. A world leader producing Nobel and Pulitzer prize recipients with over 150 years of groundbreaking research transforming the world. Choose a career where you can leverage your knowledge, skills and aspirations to inspire and support some of the greatest minds in the world, and those who will follow in their footsteps. Working at the University of California is being part of a unique institution, and a vibrant and diverse community. At the University of California, Office of the President, we propel our mission through impactful work locally, in government centers and systemwide. We are passionate people, serving the greater good.
The University of California, one of the largest and most acclaimed institutions of higher learning in the world, is dedicated to excellence in teaching, research and public service. The University of California Office of the President is the headquarters to the 10 campuses, six academic medical centers and three national laboratories and enrolls premier students from California, the nation and the world. Learn more about the UC Office of the President
DEPARTMENT OVERVIEW
At the core of the California Digital Library (CDL) is a simple idea - by mobilizing the expertise and creativity of our diverse community and engaging in collaborative problem-solving, we can transform the way libraries and scholars work, thus furthering the University of California's mission to educate, illuminate, and serve. Through CDL's commitment to sustainable open scholarship, an ever-wider range of freely available research informs ever-more potent responses to real-world challenges. Together with the UC campus libraries and our other partners, we expand the academy's capacity for innovation, knowledge creation, and research breakthroughs, and enable the University to produce a measurable impact valued by the state, the nation and the world. The user base for CDL services and programs includes UC faculty, students and library staff; the patrons of the consortia in which the UC Libraries participate and the many people worldwide who benefit from UC's open access offerings.
The CDL is a unit within the UC Office of the President, has a staff of 75 and is located in downtown Oakland. The CDL supports remote work and U.S. based applicants who wish to work remotely will be considered.
POSITION SUMMARY
Reporting to the California Digital Library's Associate Vice Provost/Executive Director, the Finance & Operations Director oversees all aspects of department operations, including the operating budget, financial activities, audit and compliance, contracts and grants, space planning, administrative services, and human resources. Serving in a leadership role, the incumbent has broad discretion in the development and maintenance of internal processes and structures, ensuring efficient day-to-day operations and appropriate budget/financial oversight and planning.
The Finance & Operations Director is responsible for developing and presenting the department's budget to senior leadership, and manages team members responsible for the department's day-to-day administrative functions, fiscal transactions, and human resource activities. The incumbent serves the diverse needs of multiple CDL programs, advises on a range of service and business partnerships, and acts as a liaison between CDL and the UC Office of the President (UCOP) departments, including the UCOP Budget & Finance Department and UCOP Human Resources.
As a member of the Executive Director's leadership cabinet, the Finance & Operations Director actively participates in setting CDL-wide policies and priorities, and engages in a continuous process of establishing CDL's strategic direction. Taking into account the intersection of programmatic needs and decision-making across the CDL organization, the Finance & Operations Director assists in establishing collaborative approaches to managing CDL resources, staffing, and pursuit of new opportunities.
Responsibilities
50%
Budget Development and Financial Reporting: Responsibilities include the administration of a complex budget with multiple revenue streams; fiscal administration and controls; oversight of resource allocation and recharge models; the development and analysis of business models; and the development of policies and procedures. Develops the department's annual revenue/expense budget and oversees the quarterly forecast process. Reviews monthly budget-to-actual reports to monitor budget and financial activity on a regular basis. Accountable for the financial integrity of the CDL through careful attention and adherence to the budget within UCOP's Planning and Budget System (PBS) and Financial Information System (FIS). Responsible for ensuring that expenses do not exceed the approved budget, and that all transactions are processed in compliance with university policies and procedures. In coordination with the Office of the Provost, Director of Administration, evaluates budget strategy, advocates for budgetary structures and processes that serve CDL and UCOP budgetary planning, and provides analysis for issues and processes.
40%
Administrative Operations and Oversight: Manages, plans and administers all administrative operations for the California Digital Library, a department of 75 FTE and a $25 million budget with multiple revenue streams. Manages a team of 4 FTE (a senior financial analyst, a contracts and grants research administrator, and two administrative assistants) responsible for the day-to-day provision of operations and administrative support for budget, financial transactions, administrative services, space, and human resource operations. Acts as the department's liaison to the UCOP Human Resource department. Analyzes, negotiates and coordinates HR actions according to UC and department policies and procedures. Advises senior leadership on all human resources-related issues. Analyzes department and unit goals and provides recommendations for staffing requirements and classifications. Provides initial analyses and develops justifications for employee reclassifications and equity reviews. Manages multiple potentially broad, complex projects where analysis of situations or data requires an in-depth evaluation of variable factors; resolves critical issues and improves the efficiency of CDL operations. Develops and maintains processes for coordinating actions across CDL and UCOP departments, including Budget & Finance, Human Resources, Research Grants Program Office, Business Resource Center, Procurement, and the Office of the Provost, among others, to provide effective and efficient support to the department. Serves as the department's liaison to UCOP and external groups/organizations on matters relating to budget, human resources, space, compliance, and risk management.
5%
Contract and Grant Oversight: Oversees the preparation and management of grant and contract proposals involving a diverse and/or wide variety of funding sources and agencies. Reviews and approves financial reporting for department contracts and grants. Oversees development and submission of annual reports for internal and external stakeholders. Serves in a management capacity providing expertise to the department on grant funded activities.
5%
Financial Administration of Licensed Content: Supports the CDL Shared Collections Program in its oversight capacity of an annual systemwide expenditure of approximately $50 million on research journals and other electronic content licensed for systemwide use on behalf of the UC Libraries. Interface with CDL Library Acquisitions unit (based at UC San Diego) on purchases, recharges, and oversight of expenditures.
Required Qualifications

• Expert knowledge of financial analysis and reporting techniques, human resource administration, grant administration and / or accounting and payroll.
• Deep experience in strategic planning and implementation, partnership building, problem solving, and managing a budget.
• Proven ability to organize department work functions efficiently and optimized towards existing and evolving organizational processes, protocols, procedures and systems.
• Commitment to proactively promoting and embracing diversity in ideas, people and organizations, and to contributing to an inclusive working and learning environment.
• Excellent written, verbal, and interpersonal skills to communicate effectively with individuals at various levels of the organization, across UC locations, and with external constituencies.
• Demonstrated ability to advise higher-level management on complex situations, negotiations, and determination of strategic direction.
• Demonstrated ability to maintain strict confidentiality of sensitive information and to handle issues with tact, independent judgment, diplomacy and discretion.
• Excellent collaboration, networking and community engagement skills. Ability to work within a group setting, facilitate discussion and build consensus.
• Proficiency with, and the ability to learn and utilize, common organization-specific and other computer software.
• Demonstrated management and conflict resolution skills to effectively lead and motivate others.

Preferred Qualifications

• Experience within higher education, academic or public library system, publishing, memory institution, non-profit, or for profit that serves the academic space.

Education

• Advanced degree in related area and / or equivalent experience / training. Minimum 8 years of relevant experience leading and managing a team of professionals in providing sophisticated, mission-critical services, including budget, finance, operations and/or human resources.

SPECIAL CONDITIONS
SALARY AND BENEFITS
Salary: Recommended salary range is $145,000 - $160,000 commensurate with experience.
Benefits: For information on the comprehensive benefits package offered by the University visit: Benefits of Belonging
ADDITIONAL INFORMATION
CDL supports remote work and U.S. based applicants who wish to work remotely will be considered.
HOW TO APPLY
Please be prepared to attach a cover letter and resume with your application.
APPLICATION REVIEW DATE
The first review date for this job isFebruary 4, 2022. The position will be open until filled.
CONDITIONS OF EMPLOYMENT
Background Check Process: Successful completion of a background check is required for this critical position. Background check process at UCOP
Smoke Free Work Environment: The University of California, Office of the President, is smoke & tobacco-free as of January 1, 2014. UC Smoke & Tobacco Free Policy
August 2021 Update: The University of California has issued a policy requiring employees to be fully vaccinated against COVID -19 before physically accessing the University location or programs. Upon hire into a UCOP position, you will be provided detailed instructions on how to comply with this policy including access to the COVID vaccination at no cost. New hires to UCOP who work onsite or will come onsite for any activities at a UCOP or other UC location must comply with this policy within 8 weeks after their start date. The policy allows for employees to request approval for an exception or deferral. UC COVID-19 Vaccine Policy
EEO STATEMENT
The University of California, Office of the President, is an Equal 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. EEO/AA Employer UC Nondiscrimination Policy
The University of California, Office of the President, strives to make this job board accessible to any and all users. If you have comments regarding the accessibility of our website or need assistance completing the application process, please contact us at: Accessibility or email the Human Resource Department at: epost@ucop.edu.
To apply, visit https://careerspub.universityofcalifornia.edu/psp/ucop/EMPLOYEE/HRMS/c/HRS_HRAM.HRS_APP_SCHJOB.GBL?Page=HRS_APP_JBPST&Action=U&FOCUS=Applicant&SiteId=19&JobOpeningId=29525&PostingSeq=1jeid-69b3585becc3874e901a086c347f43ba