Administrative Operations Manager III

Position Highlights

Under the direction of the Department Head and Department Administrator, the Administrator Operations Manager III in the Department of Family and Community Medicine (DFCM) helps with strategic financial and operational planning and implementation, manages the day-to-day business in the DFCM Central Business Office and serves as the University of Arizona finance and human resources department lead.

This position requires great attention to detail, the ability to work in a fast-paced environment while navigating between transactional and managerial responsibilities, excellent communication skills, and the ability to work well with a diverse group of individuals. It plays a pivotal role as the liaison to the College of Medicine-Tucson and BUMG for financial matters and also manages the academic financial resources for the Department.

Family and Community Medicine consists of

• 48 Faculty and 127 Staff
• 15M in UA and 1.6M in UA Foundation
• 144 accounts ( 87 Sponsored / 56 Non-Sponsored).
  
  

Outstanding UA benefits include health, dental, and vision insurance plans; life insurance and disability programs; paid vacation, sick leave, and holidays; UA/ASU/NAU tuition reduction for the employee and qualified family members; retirement plans; access to UA recreation and cultural activities; and more!

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Duties & Responsibilities

• Provides strategic leadership for all areas within Family and Community Medicine.
• Recommends objectives, policies, and plans for the area of responsibility.
• Supports/implements organizational development, initiatives and change management strategies.
• Actively engages with departmental leadership and faculty including working on committees to build and refocus tactics and coordinate with appropriate leaders to ensure continued advancement of initiatives.
• Primary UA liaison for departmental operational activities that require collaboration with COM-T, SVP office and Provost office.
• Works closely with Faculty Affairs and Department Chair in the oversight of faculty personnel regarding management of salary, FTE, financial development of hiring packages (moving allowance, lab start-up, space allocation, salary/stipends).
• Preparation of commitment sheets for faculty letters of offer and joint faculty recruitments. Assists with recruitment and retention negotiations for department faculty as necessary.
• Collaborates with appropriate stakeholders to ensure full agreement and institutional record of commitments. Attends periodic faculty meetings, meetings with the Chair, Principal Investigators (PI’s), and other faculty, to resolve issues, supervising the completion of special projects or reports, researching and answering questions as they arise; assisting in strategic planning, following-up on open items, including keeping leadership abreast of the financial status/issues in the Department.
• Works with HR on personnel recruitment and hiring - initial correspondence, position request forms, hiring request forms, FTE and Salary Changes, Terminations, Visa's, DCC's as necessary.
• Reviews and approves position postings, hiring documents, FTE changes, funding changes, terminations.
• Participates in hiring staff replacements, teaching and training new hires, coaching and mentoring, performance management, communicating tasks, creating timelines and deadlines, reviewing work for accuracy and developing the team.
• Consistently reviews workflow for potential efficiency improvements or gaps in service.
  
  

Fiscal Responsibility

• Provides guidance regarding interpretation and implementation of state, federal, university, and departmental policies and procedures.
• Reviews and manages all financial commitments on behalf of the Department.
• Responsible for allocating departmental resources to support it's mission.
• Department contact for state funds distribution and commitment allocations. This includes monitoring the financial status of accounts, providing recommendations to the Chair, PI's regarding financial plans and expenditures, managing and maintaining the state budget, capital assets and donor funds.
• Responsible for developing budget strategies, fiscal year funds distribution, and preparation and submission of the UA Budget process.
• Oversees the post award activities of the department.
  
  

Minimum Qualifications

• Bachelor's degree or equivalent advanced learning attained through professional level experience required.
• Minimum of 7 years of related work experience, including 3 years of managerial experience, or equivalent combination of education and work experience.
  
  

Preferred QualificationsFLSAExemptFull Time/Part TimeFull TimeNumber of Hours Worked per Week40Job FTE1.0Work CalendarFiscalJob CategoryOrganizational AdministrationBenefits EligibleYes - Full BenefitsRate of Pay$75,540 - $98,201Compensation Typesalary at 1.0 full-time equivalency (FTE)Grade10Compensation GuidanceThe Rate of Pay Field represents the University of Arizona’s good faith and reasonable estimate of the range of possible compensation at the time of posting. The University considers several factors when extending an offer, including but not limited to, the role and associated responsibilities, a candidate’s work experience, education/training, key skills, and internal equity.

The Grade Range Minimum, Midpoint, and Maximum Fields listed below represent a full range of career compensation growth over time in this position and grade. Each unit typically sets starting pay between minimum and midpoint upon hire. The university offers compensation growth opportunities within its career architecture. To learn more about compensation, please review our Applicant Compensation Guide and our Total Rewards Calculator.Grade Range Minimum$75540Grade Range Midpoint$98201Grade Range Maximum$120863Career Stream and LevelM3Job FamilyAdministrative OperationsJob FunctionOrganizational AdministrationType of criminal background check required:Fingerprint criminal background check (security sensitive due to job duties)Number of Vacancies1Target Hire DateExpected End DateContact Information for CandidatesHeather Liber | hrsim@arizona.eduOpen Date6/27/2024Open Until FilledYesDocuments Needed to ApplyResume and Cover LetterSpecial Instructions to ApplicantDiversity StatementAt the University of Arizona, we value our inclusive climate because we know that diversity in experiences and perspectives is vital to advancing innovation, critical thinking, solving complex problems, and creating an inclusive academic community. As a Hispanic-serving institution, we translate these values into action by seeking individuals who have experience and expertise working with diverse students, colleagues, and constituencies. Because we seek a workforce with a wide range of perspectives and experiences, we provide equal employment opportunities to applicants and employees without regard to race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity, or genetic information. As an Employer of National Service, we also welcome alumni of AmeriCorps, Peace Corps, and other national service programs and others who will help us advance our Inclusive Excellence initiative aimed at creating a university that values student, staff and faculty engagement in addressing issues of diversity and inclusiveness.Notice of Availability of the Annual Security and Fire Safety ReportIn compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act), each year the University of Arizona releases an Annual Security Report (ASR) for each of the University’s campuses. These reports disclose information including Clery crime statistics for the previous three calendar years and policies, procedures, and programs the University uses to keep students and employees safe, including how to report crimes or other emergencies and resources for crime victims. As a campus with residential housing facilities, the Main Campus ASR also includes a combined Annual Fire Safety report with information on fire statistics and fire safety systems, policies, and procedures.

Paper copies of the Reports can be obtained by contacting the University Compliance Office at cleryact@arizona.edu.