Assistant Director of Business Operations

Job description

Full/Part Time
Full Time

8AM - 5PM

Commensurate with Experience

Position Information
Under the general direction of the Sr. Director of Business Operations, the Assistant Director of Business Operations serves as the travel, purchasing and accounts payable manager for the Intercollegiate Athletics Control Unit (Athletics). Overall responsibility for Athletics travel and purchasing programs. Projects, plans, coordinates, analyzes travel needs for select sports and administrative units. Responsible for negotiating hotel, transportation and purchase pricing for Athletics in compliance with appropriate policies, guidelines and procedures. Independently processes a large volume of travel advances, travel reimbursements and requisitions for a variety of materials, athletic supplies, furniture and equipment (negotiating equipment and supply pricing for Athletics). Responsible for the procurement process from the time of receiving the initial request to ensuring vendors are accurately paid and auditable records are maintained. Coordinate deliveries of equipment and services and handles all necessary administrative details for assigned areas. Responsible for reporting of expenses for travel and purchasing, as requested by the CFAO and/or Director of Athletics. Acts as liaison between Athletics, Procurement and outside vendors in procurement process (responsible for conducting training sessions for Athletics staff, coaches, and administrators on Athletics, University, NCAA, and Big West Conference travel and purchasing policy and procedure changes. Develops Athletics travel policy and procedures manual, with input from the Sr. Director of Business Operations. Responsible for interpretations and enforcement of NCAA and Big West Conference travel and purchasing rules and standards. Implement travel procedures according to NCAA, Big West Conference and University rules and regulations. Assist with the monthly reconciliation of expense reports distributed to department budget managers. Utilizes independent judgment in making decisions and problem solving. Provide support for the Athletics Business Office (ABO) accounting administrative support functions and year-end closing. Expected to function independently with minimal supervision and rely on experience and judgment, as necessary. Incumbent must be available for consultation during off hours and weekends, as necessary.

Minimum Requirements
Ability to establish and maintain strong working relationships with a highly diverse organization. Ability to maintain confidentiality and exercise discretion.
Thorough knowledge of program activity and best practices.
Problem-solving skills; multi-task, work with frequent interruptions, and effective listener.
Highly effective verbal and written communication skills in the English language.
Proficiency in the use of PC software applications such as Excel, Word, PowerPoint and Access and the ability to use standard office equipment such as keyboard, calculator, fax, copier, scanner, etc.
Successfully complete a background/credit check.
Demonstrated knowledge of accounting, business and purchasing procedures.
Proficiency in the use of basic computer applications relevant to job duties.

Preferred Qualifications
Supervisory experience.

Experience in accessing and retrieving data from financial systems using PC and web based applications and tools.

Experience with query tools to extract data from databases. Advanced skills in Word and Excel, to include the use of pivot tables and formulas.

Completion of campus purchasing assistants training program and travel training programs.

Demonstrated strong analytical, time management and organization skills. Skill in identifying the customer's perspective and maintaining a commitment to excellence in customer services.

Demonstrated working knowledge of UC/UCR accounting, travel, entertainment and purchasing policies and procedures. Demonstrated working knowledge of UCRFS, SIS+, Web Recharge, Fleet Services, UCR Purchasing System and other UCR on-line systems such as Sub POlite, PRLite, Storehouse ordering, Equipment Inventory and email software.

Proven ability to interpret, apply, and explain policies, procedures, rules, guidelines and regulations related to purchasing and accounting functions. Detailed oriented.

Knowledge and experience with negotiating techniques used in travel, procurement and business contracting.

Proven ability to work independently with limited supervision and work effectively with frequent interruptions. Ability to plan and direct the work of student and volunteers, and to maintain effective working relationships with faculty, staff, other departments, visitors, vendors and the general public.

Experience working in higher education and/or a Division I Athletics Business Office. Working knowledge of NCAA regulations.

Additional Information
In the Heart of Inland Southern California, UC Riverside is located on nearly 1,200 acres near Box Springs Mountain in Southern California; the park-like campus provides convenient access to the vibrant and growing Inland region. The campus is a living laboratory for the exploration of issues critical to growing communities'air, water, energy, transportation, politics, the arts, history and culture. UCR gives every student, faculty and staff member the resources to explore, engage, imagine and excel.

UC Riverside is recognized as one of the most ethnically diverse research universities in the country boasting several key rankings of which we are extremely proud.

  • Washington Monthly (August 2016) ranked UC Riverside 12th in the nation in its annual University and College Survey.
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  • Education Trust placed UC Riverside 9th in the nation for closing the graduation gap between black and white students by 1.7 percentage points.

  • In QS World University Rankings 2016/2017, UC Riverside's Department of Philosophy is #1 in the world for the frequency with which published papers are cited by other philosophers.

  • U.S. News and World Report Survey (September 2016) ranked UC Riverside 118th overall; earns "Great Schools, Great Prices."

  • Shanghai Jiao Tong University (August 2016) Academic Ranking of World Universities ranked UC Riverside among the top 151 to 200 institutions. This survey bills itself as "the most trustworthy precursor of global rankings of the world's top 500 universities."

  • U.S. News and World Report's Best Graduate Schools (2016) including:

    • Graduate School of Education - 62nd among ranked schools

    • Bourns College of Engineering - 71st among ranked schools

The University of California is an Equal Opportunity/Affirmative Action Employer with a strong institutional commitment to the achievement of excellence and diversity among its faculty and staff. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, protected veteran status, or any other characteristic protected by law.

For information about our generous employee benefits package, visit: Employee Benefits Overview





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Job No:
Posted: 4/17/2018
Application Due: 5/2/2018
Work Type: