TLG Business Manager
Req No.: 2014-0275
Location: UCI Campus - Irvine
Under the general direction of the Director, the incumbent will serve as the principal administrative officer responsible for the operational management, delivery of services and fiscal oversight of the Thesaurus Linguae Graecae (TLG), a division of the Office of Research (OR). Responsibilities include the overall management support of TLG research and business activities, budget development and monitoring, complex fiscal analysis, long and short-term planning and coordination of budget strategies, space allocation and resource utilization, product dissemination, staff personnel management and coordination of personnel reviews. Funding sources include general funds, private gifts, endowment, and sales and service income.
Salary: Range $57,886.00 - $73,341.00
Work Schedule: 8-5, M-F
Final candidate subject to background check.
As a federal contractor, UC Irvine is required to use E-Verify to confirm the work status of individuals assigned to perform substantial work under certain federal contracts/subcontracts.
Please attach your resume.
View Job Description for the position requirements.
Job Essential Function 1
Percent of Time: 90%
Responsible for overall management support of all TLG research and business activities including day-to-day financial management of the project, establishing and maintaining processes for collecting, classifying, summarizing, and presenting financial data to facilitate budget planning. Supervision of all front office operations and functions, management of world-wide distribution of TLG data.
Responsible for preparing, reviewing, and processing financial documents for higher level approval (i.e., check requests, travel reimbursements, purchase orders). Initiate fund and expense transfers, recharges and financial journals. Independently research, analyze, recommend and implement financial policies and innovative business procedures to achieve program objectives. Implement procedures for the timely and systematic flow of paperwork in financial reporting, invoicing in coordination with Campus Billing, purchasing and secure credit card transactions via the campus approved Authorize.Net system. Maintain security protocols for credit card transactions and sensitive financial data.
Problem-solving and supervising the staff in these services.
Meet regularly with Director to develop plans and further the goals of the Organization.
Function as an integral part of TLG's leadership team with primary responsibility for developing and implementing short and long term strategic planning and organizational coordination and support for TLG operations.
Initiate and direct the design, implementation, maintenance and improvement of electronic systems supporting the TLG front office. Participate in the technical planning process to design online database systems to support record keeping and dissemination of TLG data.
Hire, train and supervise TLG support staff. Develop workload, productivity and outcome measurement tools and establish efficient procedural systems.
Manage all project space, equipment and facilities, including project computing equipment. Procure and monitor overseas data-entry contracts and services.
Ensures timely completion of periodic reports as required by the University.
Act as liaison with other administrative offices and academic departments.
Job Essential Function 2
Percent of Time: 10%
Responsible for managing all aspects of staff and academic personnel actions and collecting data related to search, recruitment and appointment processes. Enters and monitors all payroll transactions including academic actions and time reporting.
Responsible for coordinating and processing documentation, including the United States Citizenship and Immigration Service (USCIS) visa request process related to hiring international employees. Act as liaison with the University of California Irvine (UCI) international Center.
Responsible for the development of hiring (both staff and academic) packages, maintenance of employee records, verifications of time reporting, compliance with recruitment and selection. Processes all personnel actions by updating the Payroll/Personnel system.
SKILLS, KNOWLEDGE AND ABILITIES:
Extensive knowledge of UC Academic Personnel Policies and Procedures.
Excellent English writing skills to compose professional reports, correspondence, job descriptions, policies and procedures, and other documents.
Demonstrated skill in analyzing information, problems, situations, practices and procedures.
Demonstrated strong interpersonal skills.
Demonstrated experience working with confidential information and using sensitivity, tact and discretion in internal and external communications.
Demonstrated skill to assess priorities in order to complete work in a timely manner.
Working knowledge of UC Human Resources and knowledge of requirements for hiring international employees, including the USCIS visa request process at the University of California.
Demonstrated knowledge and success to interpret, comprehend, and analyze various complex policies and procedures in the area of Academic Personnel.
Demonstrated ability in utilizing automated systems including the UCI Payroll/Personnel System, Data Warehouse and Campus Financial System.
Ability to work independently and follow through on assignments with minimal direction.
Demonstrated skill and proficiency to effectively utilize computerized business systems and software applications including MS Word, Excel, FileMaker or other database software.
Demonstrated success in effectively utilizing the Internet and web search procedures.
Demonstrated ability and aptitude to quickly learn new software skills and understand interrelated computer systems.
Strong organization and teamwork skills.
Skill to calculate salary adjustments and other financial data
5-7 years relevant job experience with a BA/BS or equivalent experience.
Supervisory experience and demonstrated skill to define and delegate work, set standards, and enhance unit productivity.
Below are general guidelines on the position's physical, mental, and environmental working conditions.
In accordance with applicable state and federal law, UCI provides reasonable accommodations for applicants with disabilities upon request. For more information, please contact Human Resources at (949) 824-5210.
Handle Objects: Constantly
Reach Above Shoulder Level: Occasionally
Use Fine Finger Movements: Constantly
Carry/Lift Loads up to 25 Pounds: Occasionally
Carry/Lift loads between 25-50 lbs: Not Applicable
Carry/Lift Loads over 50 Pounds: Not Applicable
Perform Calculations: Frequently
Communicate Orally: Constantly
Reason and Analyze: Constantly
Chemical/Biological Agent: Not Applicable
Construction Activities: Not Applicable
Contact with Water/Liquids: Not Applicable
Drive Motorized Equipment: Not Applicable
Confined Spaces: Not Applicable
Elevated Work Location: Not Applicable
Radioactive Materials: Not Applicable
Temperature Variations: Not Applicable
Gas System: Not Applicable