Contracts & Administrative Services Manager

Aug 01, 2017
Institution Type
Four-Year Institution

Contracts & Administrative Services Manager

Union Level:
Department: Arthur A. Dugoni School of Dentistry
Campus: San Francisco
Posting Number: 201301117P
Full or Part Time: Full Time
Number of Months: 12
Work Schedule:
Position End Date:
Open Date: 07/26/2017
Close Date:
Open Until Filled: Yes
Special Instructions:

Primary Purpose:
Under the general supervision of the Director of Continuing Dental Education (CDE), coordinates the activities related to CDE program operations including speaker contracts, educational grant agreements, accounts payables, accounts receivables, financial monitoring, and financial analysis and reporting.

Essential Functions:
  • Monitor and process accounts payables and accounts receivables to include creation of ATPs, POs, journal transfers and invoices.

  • Generate, analyze, and reconcile revenue and expense account reports for the division. Assist Director with monitoring of department annual budget.

  • Maintain California State Board of Dental Examiners course registration log; generate bi-annual report to the Dental Board.

  • Process all procard requisitions and authorizations for payment. Provide monthly
    reconciliations and balancing reports on procard accounts.

  • Complete monthly reconciliation of CDE revenue and expense postings on Banner ledger accounts with receipts and invoices.

  • Generate and monitor speakers’, sponsorship, and service contracts, submit salary and stipend vouchers for payment of faculty, instructors, guest speakers, course assistants, and contracted services, follow-up as needed to ensure accounts are current.

  • Process all reimbursements for petty cash and expenses for the division personnel.

  • Create, maintain, track and provide analysis of financial data which includes reporting program’s final income and expenses, department’s final “actual” annual expenditures, “go/no-go” program status using department guidelines to determine program viability, and provide additional reporting as requested.

  • Provide coverage for Program Planner at programs as necessary.

  • Order supplies for the department.

  • Perform all other duties as assigned by the Director, CDE.

    Minimum Qualifications:
    Knowledge of:
  • Intermediate Microsoft Word and Outlook. Advanced Excel.
  • Database utilization for reporting purposes.
  • Basic principles of accounting/bookkeeping and data analysis.
  • Meeting planning and/or program/conference planning.
  • General personnel/project management principles.
  • Principles of business and report writing.
  • Good customer relations.

    Ability to:
  • Analyze financial data and generate financial reports; perform accurate account reconciliations.
  • Effectively and productively manage and organize work, multi-task, and meet ongoing deadlines.
  • Communicate effectively (written and oral) with public, faculty, staff and students.
  • Work effectively in a team environment and project a positive, helpful, and professional demeanor. Professionally represent the department internally and externally.
  • Independently manage and problem solve.
  • Understand and utilize social media and the internet effectively and productively as work tools and resources.
  • Pay close attention to detail and maintain high level of efficiency and accuracy in all processes.
  • Build professional relationships with colleagues and customers.

  • Minimum of three years administrative experience with an emphasis on customer service/public relations and/or sales and marketing.
  • Minimum of two years experience in meeting/event planning.
  • Previous experience working in a revenue generating environment.

  • Bachelor’s degree or combination of college course work and related experience.

    Working Conditions:
  • Position is full-time, 8 hours per day, 40 hours per week; occasional overtime is required.
  • Position requires frequent weekend and evening assignments, both on and off-site.
  • Occasional travel required.

    Preferred Qualifications:
    Knowledge of:
  • Public relations and/or sales background, dental background helpful.

  • Previous experience in financial analysis and reporting, highly desirable.

  • Certification in program planning, meeting planning (CPP or CMP) desirable.

    Physical Requirements:
    The physical demands described here are representative but not definitive of those that must be met by an employee to successfully perform the essential functions of this job.

  • Work performed is primarily general office/administrative with frequent use of computer keyboard and telephone.
  • Requires sitting majority of the working day; frequent standing, bending, lifting and walking during program delivery.
  • Occasional lifting of up to 15 lbs should be anticipated.

    Hiring Range: Commensurate with experience

    To apply, visit:

    Background Check Statement:
    Applicants who are selected as final possible candidates must be able to pass a criminal background check

    AA/EEO Policy Statement:
    University of the Pacific is an affirmative action and equal opportunity employer dedicated to workforce diversity. In compliance with applicable law and its own policy, Pacific is committed to recruiting and retaining a diverse faculty and staff and does not discriminate in its hiring of faculty and staff, or in the provision of its employment benefits to its faculty and staff on the basis of race, color, religion, national origin, ancestry, age, genetic information, sex/gender, marital status, military and veteran status, sexual orientation, medical condition, pregnancy, gender identity, gender expression, or mental or physical disability.