Payroll Title: UCP VI
Class Code: 0614-9086
Job Family: ADM
FLSA Code: E
Under the direction of designated administrator, manages the business services and operations of a department or administrative unit of small to moderate size and complexity; or assists in managing a larger, more complex operation.
GUIDELINES FOR USING THE POSITION
This position is intended to serve as the department/unit head’s agent for business matters. Focus of the job is on fiscal, personnel, facilities maintenance and other business operations of a unit of small to moderate size and complexity. Incumbents will be expected to make independent judgments and decisions in resolving all routine problems and to recommend solutions to major problems. Responsibilities may include full charge of a small number of staff OR, incumbents will assist in managing the business operations of a unit of moderate to large size and complexity, with narrow to moderate authority to make independent decisions.
CHARACTERISTIC DUTIES AND RESPONSIBILITIES
- Performs office management duties; directs the workflow and supervises the processing of administrative and personnel paperwork.
- Handles responsible administrative matters for department/unit head and functions for him/her in business matters during his/her absence, as delegated.
- Independently assembles and interprets data, prepares administrative reports and handles correspondence for the department/unit head.
- Assists in the preparation of department/unit budgets; manages approved budget, making decisions related to the appropriateness of requested expenditures; may assist in writing fiscal sections of grant or contract proposals.
- Supervises the maintenance of financial records of all department/unit funds and appropriations.
- Supervises, trains and evaluates administrative support staff; determines work assignments and work schedules, adjusting clerical assignments to accommodate priority needs; assists in determining staffing needs and making hiring decisions. Serves as a resource to students, staff and others regarding University and departmental policies and regulations.
- Monitors and reviews all personnel actions for accuracy and compliance with department and University procedures and resolves related problems as they arise.
- Represents the department/unit to other University and external offices and agencies in responsible administrative matters which affect the operations of the department/unit.
- Advises and assists department head and staff in resolving budget and other business problems related to the department’s operations and programs.
- Oversees maintenance, safety and security of building and department facilities and resolves related problems as they arise; assists in planning and implementing remodeling and renovation projects.
- As needed or assigned, may be responsible for special projects or operations which maybe on-going or short term and which require planning, coordination and supervision, and which are necessary to the work of the unit.
- Reviews administrative and internal operating procedures for efficiency and effectiveness and recommends improvements; establishes procedures to implement operational and/or fiscal policies.
- Devises, modifies and/or supervises the maintenance of complex filing systems and record keeping, which may be automated.
- In an academic department, may coordinate registration and scheduling of courses for departmental students; may maintain and monitor student rosters, grade reports and academic records; may coordinate financial support and teaching assignments for graduate students, with responsibility to assign funding and/or courses, based on pre-determined guidelines.
- Performs related duties as required.
MINIMUM ACCEPTABLE QUALIFICATIONS
- Bachelor’s degree in business or a discipline related to department/unit to be served, or equivalent training and experience.
- One to three years of progressively responsible administrative experience
- Demonstrated supervisory and administrative ability.
- Good interpersonal skills, with ability to work effectively with the department staff, the University community and other agencies/groups.
- Ability to resolve complex problems, efficiently, effectively and independently.
Date Created: 6/28/1985
Date Scored: 2/17/1983