MANAGER ADMINISTRATION AND FINANCE - WASHINGTON, DC

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DEPARTMENT OVERVIEW

UCDC is a system-wide program that provides University of California undergraduates with the opportunity to intern and study in Washington, DC. Students intern with the federal government, advocacy and non-profit organizations, the media, and the arts for a quarter or semester. Courses supplement students' internship experiences and take advantage of the many unique opportunities available in our nation's capital. All UCDC participants are required to live in the Center, and approximately 270 students live in the building at any one time. The UCDC program and students occupy most of the eleven-story University of California Washington Center. The Center is also home to UC's Office of Federal Governmental Relations and other Multi-campus Research Units. The UCDC administration team is comprised of a staff of four (4) and is responsible for supporting the student experience through facility management, IT support, financial operations, and finances.

POSITION SUMMARY

Responsible for managing the administrative services and general operations of the UC Washington Center campus; works collaboratively with various multiple/interdisciplinary departments and administrative teams. Establishes operational objectives and work plans, and delegates assignments to subordinate managers. Responsible for managing, preparing, administering, and directing resources. Reviews and approves recommendations for functional programs. Monitors division and department adherence to the approved budget. Involved in developing, modifying, and executing organizational policies that affect immediate operation(s) and may also have organization-wide effects. This position is located in Washington, DC.

Responsibilities

• 40% Administrative Leadership Direct and indirect supervision of unit managers (business/finance, residential, IT, academic internship, and operations.) Work within UC Policy, develop and provide continual refinement of the Center's numerous business processes and systems including development and implementation of methodologies for recovering costs for goods and services provided to internal and external clients. Manage the Center's cash management process. Employ creative problem solving to overcome fiscal or resource constraints. Participate and lead high level projects that involve significant coordination with UCOP and local managers and senior level officials. Provide leadership or participation on various project teams as the subject matter expert for UCDC/UCOP. Prepare reports and supporting documentation for UCDC governing and advisory groups, and other stakeholders.
• 30% Administrative & Business Management Management of contracts and all administrative policies and procedures necessary to the operation of the University of California Washington Center. Manage contracts and individual consulting agreements associated with business operations, facility, technology, and academic programs at UCDC. Provide system analysis of administrative and technological functions. Involved in developing, modifying, and executing organizational policies that affect immediate operations. On a bi-annual basis, review and revise all sales and service rates for approval by UCOP. Rates include housing, office and space leases, parking, events, and other revenue generating activities. Provide oversight and management of agreements, including appropriate procedures for verifying delivery of products/services and approval of financial payments. Develop and provide continual refinement of the UCDC's numerous business processes and systems.
• 20% Human Resource Management Manage human resource activities for the UC Washington Program. This includes coordinating activities related to academic and non-academic staff such as salary and classification issues, recruitment and hiring processes, onboarding, performance evaluations and merit reviews. Mentor and develop staff by improving and/or enhancing the skills, knowledge and ability to achieve higher levels of effectiveness and efficiency. Conduct ongoing assessments to identify areas for employee and team development. Coordinate UC required staff training on issues such as ethics, sexual harassment, and cyber security. Maintain personnel files.
• 10% As appropriate, develop new auxiliary and ancillary business enterprises which leverage UCDC's strengths. Organize, advance, and implement Unit-wide business process redesign and reengineering efforts by overseeing the development and implementation of business process analysis, studies, cost proposals, and project plans that have a significant and precedent setting impact on the financial and functional performance of the Unit and ensure achievement of operation's objectives (operational and budget processes, academic and/or staff FTE, finance, recharge administration, rate structure, human resources, and IT. )

Required Qualifications

• Minimum 8 years of experience including at least 2 years of management experience.
• Significant managerial and financial leadership experience, preferably in an academic or institutional setting, along with demonstrated skill in all facets of financial analysis, planning, administration and evaluation of a multimillion-dollar master budget with multiple funding sources. This includes appropriately correlating available fiscal resources with departmental programmatic needs and demonstrated skill in cost control.
• Working knowledge of management theories and practices and sound personnel management practices to develop, implement and monitor a departmental administrative structure that will provide opportunities for individual and collective motivation, growth and continuity among staff at all levels; and to successfully manage a multi-function staff, including selection, training delegation of work assignments, performance appraisal, career counseling and discipline, as well as methods for maximizing employee morale. Excellent ability to establish metrics for department and employee goals which measure effectiveness of contributions to operations.
• Demonstrated skill in leading effective staffing, planning, budget, and financial management processes; developing and administering quality improvement programs; guiding the development of policies, procedures, and communication strategies; establishing organizational performance goals and metrics; and facilitating organizational change, leadership and planning activities.
• Skill in strategic planning to identify short- and long-range goals and objectives.
• Budget Experience: Executive level experience in planning, developing, and managing a budget for a multi-functional organization. Knowledge of financial principles related to accounting, budget preparation, and financial feasibility.
• Technological and computer sophistication sufficient to ensure selection, development and use of financial, personnel and other necessary reporting systems appropriate to the Division and compatible with other campus systems.
• Demonstrated commitment and understanding of the unit's academic mission and goals of excellence through diversity is fundamental to successful performance.
• Excellent interpersonal skills to maximize functional interactions and establish and maintain cooperative, collaborative working relationships with faculty, administrators and students and to enlist support of all levels.

Preferred Qualifications

• Oracle Financials Cloud and Planning and Budget System. Concur Travel & Expense system.

Education

• Bachelor's degree in related area and / or equivalent experience / training

SALARY AND BENEFITS

Job Title
Administrative Manager 1

Job Code
000547

Salary Grade
Grade 25

Payscale:
$147,000 - $167,000, commensurate with experience

The University of California, Office of the President, is required to provide a reasonable estimate of the compensation range for this role. This range takes into account the wide range of factors that are considered in making compensation decisions including but not limited to experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. It is not typical for an individual to be offered a salary at or near the top of the range for a position. Salary offers are determined based on final candidate qualifications and experience. The full salary range shows the growth potential for this position and the pay scale is the budgeted salary or hourly range that the University reasonably expects to pay for this position.

Benefits: For information on the comprehensive benefits package offered by the University visit: Benefits of Belonging

ADDITIONAL INFORMATION

HOW TO APPLY

Please be prepared to attach a cover letter and resume with your application.

APPLICATION REVIEW DATE

The first review date for this job is August 7, 2025. The position will be open until filled.

CONDITIONS OF EMPLOYMENT

Background Check Process: Successful completion of a background check is required for this critical position. Background check process at UCOP

Smoke Free Work Environment: The University of California, Office of the President, is smoke & tobacco-free as of January 1, 2014. UC Smoke & Tobacco Free Policy

As a condition of employment, you will be required to comply with the University of California Policy on Vaccination Programs, as may be amended or revised from time to time. Federal, state, or local public health directives may impose additional requirements.

As a condition of employment, the finalist will be required to disclose if they are subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct, are currently being investigated for misconduct, left a position during an investigation for alleged misconduct, or have filed an appeal with a previous employer.

• "Misconduct" means any violation of the policies or laws governing conduct at the applicant's previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, as defined by the employer.

EEO STATEMENT

The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected status under state or federal law.

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