ADMIN _SUPV_ 2_EGB_042726

Qualifications

• Bachelor's degree in related area and minimum five years of experience, including three in a lead/supervisory role or equivalent experience / training
• Minimum of 3 years of experience with human resources and risk management planning, financial analysis, interpretation, reporting, and presentation to internal leadership in a business or academic setting
• Broad expertise with pre- and post-award grants, contracts, and/or Memorandum of Understanding (MOU) management
• Minimum 3 years of experience in financial oversight/fund accounting, monitoring program expenses, and developing and implementing financial strategies and projections
• Solid knowledge of the organization's processes, protocols and procedures with a focus on budget, account and fund management and / or personnel management within labor contract(s) and personnel policy
• Solid knowledge of common organization-specific and other computer application programs
• Solid interpersonal skills including verbal and written communication, active listening, critical thinking, persuasiveness, advising, and counseling to effectively motivate others
• Solid skills to quickly evaluate complex issues and identify resolutions
• Solid organizational and customer service skills to effectively manage multiple priorities
• Proven experience in employee supervision and HR administrative functions such as hiring, disciplinary and termination actions
• Ability to effectively manage multiple priorities, prioritize projects and meet the demands of a fast-paced and dynamic work environment
• Adaptable to quickly changing priorities
• Ability to work independently, complete projects in a timely manner, and prioritize multiple projects to ensure the completion of essential tasks by deadlines

Responsibilities

• Overseeing Administrative Operations
• Manage daily office operations, ensuring efficiency and compliance with company policies.
• Supervise administrative staff and delegate tasks effectively.
• Develops and supervises the work of the Division Administrative department with responsibility for quality and quantity of work.
• Distributes work evenly and ensures the growth of all administrative staff.
• Develops and maintains administrative support staff schedules; including providing coverage for staff absences.
• Assess administrative processes and propose solutions to the Division administrator.
• Participate in strategic planning to ensure the administrative infrastructure is aligned with the division goals.
• Policy Development
• Participates in the development and monitoring of policies and procedures for Divisional operations.
• Maintain organized records of company documents, correspondence, and reports.
• Oversee data management and filing systems.
• Staff Coordination and Support
• Recommends hiring of new employees, transfers, promotions, salary actions, terminations, performance management, and budget recommendations.
• Selects, develops, and evaluates personnel to ensure the effective and efficient operation of the function.
• Event And Meeting Coordination
• Organize and manage division events, meetings, and travel arrangements.
• Prepare agendas, minutes, and follow-up action plans.
• Technology And System Oversight
• Implement and maintain office technologies to improve productivity.
• Ensure proper functioning of office equipment and IT systems.
• May manage systems and procedures to protect divisional assets.
• Aids in the design and drafting of organizational website content; drafts newsletters and correspondence to organizational constituents.
• Budget And Resource Management
• Aid the Division Administrator in developing and managing divisional budgets.
• Oversee procurement of office supplies, PO management, and resources.
• Projecting and monitoring the Division’s expenditures, producing financial reports, and preparing the Division's annual operating budget of approximately $11.3 million.
• Monitor and implement funding policy compliance and determine and implement internal controls.
• Monitor monthly program expenditures and propose cost efficiencies.
• Direct billing and billing authorizations for both City and University funds.