Chief Administrative Officer

University of California - San Diego, CA

Full-time - Manager

San Diego, CA

10,001+ employees

Educational Services

About the position

The Chief Administrative Officer (CAO) of the Physics and Astronomy Department at the University of California, Irvine (UCI) plays a pivotal role in managing all aspects of departmental operations. This position is responsible for establishing and directing administrative systems to ensure effective planning and operational activities within the department, which supports a diverse population of 290 individuals, including faculty, staff, and graduate students. The CAO will oversee various functional areas such as administrative and technical support services, facilities and space management, graduate and undergraduate affairs, academic and staff personnel, contracts and grants, finance/accounting, safety and compliance, and instructional program administration. The CAO will report directly to the Department Chair and will also advise Vice Chairs, faculty, staff, and students on a variety of departmental issues. In this role, the CAO is expected to provide strong administrative leadership and utilize effective interpersonal skills to engage with diverse constituencies at all levels of management and staff. The CAO will represent the Chair and the Department at both campus and systemwide levels, as well as to external organizations, ensuring that the departmental goals and objectives are communicated effectively. The position requires a comprehensive understanding of the department's operational needs and the ability to implement policies and procedures that align with the university's mission and strategic priorities. The CAO will manage a budget of approximately $15.5 million and will be responsible for preparing both short and long-range planning for departmental needs. This includes evaluating and monitoring all accounting activities, establishing accounting procedures, and overseeing the preparation and management of contracts and grants. The CAO will also be responsible for the recruitment, supervision, and performance management of all non-academic staff, ensuring that the department operates efficiently and effectively. Additionally, the CAO will oversee academic personnel administration and instructional program administration, participating in the development of the annual teaching plan. This position is expected to begin full-time on-site, with the possibility of a hybrid/remote schedule after a six-month probationary period, contingent upon productivity assessments and supervisor approval.

Responsibilities

• Manage, plan, and administer all administrative operations, systems, support staff, and procedures of the Department of Physics and Astronomy.
• Responsible for management of diverse financial resources totaling near $15.5M.
• Prepare short and long-range planning for departmental teaching, research, administrative and support needs, and improvements to processes.
• Establish and recommend changes to policies which affect the department.
• Evaluate and monitor all accounting activities and establish accounting procedures for effective oversight of departmental expenditures and revenues.
• Develop and prepare budgets and financial reports for grants, general appropriations, endowments, and other funds.
• Responsible for the recruitment, supervision, performance management, and development of all non-academic staff and non-academic staff managers.
• Oversee academic personnel administration activities and supervise all non-academic personnel and activities.
• Hold regular meetings with staff and supervise the tracking of administrative requests.
• Oversee the instructional and graduate program administration and participate in the development of the annual teaching plan.

Requirements

• Broad knowledge of the organization's processes, protocols and procedures with a focus on budget, account and fund management and personnel management under labor contract(s) and personnel policy.
• Broad knowledge of all aspects of administratively leading an academic department including financial analysis and reporting techniques; human resources and risk management planning; and accounting and payroll.
• Knowledge of various computing applications, and correct usage of English grammar, spelling and punctuation to effectively communicate and produce reports, proposals, memos and letters.
• Experience managing competing deadlines to ensure obligations are met in a cost effective and timely fashion.
• Skills to work collaboratively with faculty, staff, students and campus personnel.
• Proven skills to quickly evaluate and address complex issues and identify multiple options for resolution.
• Demonstrated management and conflict resolution skills to effectively lead and motivate others.
• Demonstrated leadership and organizational skills to effectively manage a large, diverse department.
• Excellent communication and interpersonal skills to work with diverse groups (faculty, staff, students, visitors) of individuals to effectively provide information, identify problems, and develop feasible solutions.
• Ability to comprehend concepts and mission of unit, and initiative to create and implement policies and procedures to best satisfy those goals in a most effective manner.
• Ability to comprehend, interpret and implement University policies and procedures regarding personnel, payroll, research, fiscal matters, space, equipment, etc.
• Experience effectively supervising support staff, handling sensitive matters with discretion and confidentiality.
• Bachelor's degree in related area and/or equivalent experience/training.
• 7-9 years Management experience.

Nice-to-haves

• Experience managing a team with subordinate managers.
• Knowledge of and experience with relevant UC policies and procedures.
• 7-9 years Management of an academic department at UC or a large administrative unit in higher education with demonstrated experience supervising support staff with a wide variety of expertise.

Benefits

• Medical insurance
• Sick and vacation time
• Retirement savings plans
• Access to discounts and perks