Lead Administrative Officer

Job SummaryThis position uses skills as a seasoned and experienced administrative operations professional to provide financial organization, administration, leadership and analytical support, by running various ad-hoc reports, maintaining Excel spreadsheets, and high-level support to the Supervisor, Operations Finance Manager, and CAO for planning and analysis of fiscal year budget for external sources. This involves the establishment and monitoring of internal and external financial systems, reconciling ledgers, and providing monthly financial updates. Under minimal supervision, this position is responsible for the review of documentation and transactions to ensure adherence to University/UCDH/Radiology & Radiation Oncology policies and procedures. #CA-SBApply By Date 12/5/2024 by 11:59pmMinimum QualificationsFor full consideration, applicants are encouraged to upload license, certification and/or educational degree if required of the position.• Bachelor's degree in related area and 3+ years of related experience; and/or equivalent combination of experience /training.• At least two years of experience with financial transactions.• Thorough knowledge of financial processes, policies and procedures.• Strong knowledge of financial data management systems and payroll.• Demonstrated management, administrative, organizational, planning, and critical thinking skills; with the ability to anticipate, avert, and resolve issues of workflow, work processes, and task allocations.• Knowledge of contracts and grants, extramural funds and gifts and endowments and their impact to the operating budget.• Knolwedge of federal, state and sponsored grant cost recovery, effort reporting, payroll, purchasing and travel expenses.• Ability to work independently, with limited or minimal supervision and direction.• Excellent organizational and time management skills to establish goals, ability to prioritize and coordinate multiple work assignments and deadlines efficiently despite frequent interruptions, maintaining composure under heavy workload, conflicting priorities or difficult callers/visitors.• Decision-making skills to exercise initiative, creativity, and independent judgment to anticipate needs in areas of responsibility. Ability to problem solve in a manner consistent with institutional and departmental goals and objectives.• Ability to research, extract, compile, elicit, and summarize information from a variety of sources to prepare reports and information clearly and concisely. Ability to record and format meeting minutes and track follow-up items.• Demonstrated customer service skills and experience working with staff, faculty, residents, student, patients, and a culturally diverse workforce.• Ability to establish and maintain positive working relationships throughout the University and community and maintain appropriate interdepartmental communications.• Ability to work independently as well as part of a team; effective collaborative skills to build trust among faculty, staff and residents.• Strong interpersonal skills to efficiently and effectively communicate (both orally and in writing) with all levels of academic, administrative, clinical, and staff personnel within the school, campus, medical center, and the general public.• Advanced word processing skills and experience (e.g. formatting, tables, math functions, merge functions, graphics, charts) and various computer skills, including Excel, Microsoft Word, PowerPoint, Microsoft Access, Microsoft Outlook, SharePoint, electronic mail software, database management software, graphics software, and other standard office desktop applications. Must be able to translate or format documents between similar software packages, and different platforms.Preferred Qualifications• Master's degree in related area and/or equivalent experience/training.• Experience with UC Davis Health financial transactions.• Ability to use Kuali Financial Systems (KFS), AggieExpense, AggieBuy, Aggie Enterprise and UC Path.• Knowledge of University of California, Davis and UCDH policies and procedures.Key Responsibilities• 60% - Financial Administration• 20% - Finance Analysis• 15% - Financial Analyst Lead• 5% - Other Duties as Assigned by all ManagersDepartment OverviewThe Lead Financial Analyst serves as a subject matter expert (SME) for all financial/purchasing staff and is responsible for supporting and guiding proper policy and execution on the preparation and approval of all department operational financial transactions. This position will successfully research, interpret, and apply all applicable Departmental, University, and UC Davis Health fiscal and accounting policies, procedures, and regulations. This role will serve as a liaison to the purchasing assistant serve as an internal specialist for all policy and procedures for accounts payable and accounts receivable, purchasing, non-purchase order payments, payroll expense transfers, and travel and entertainment administration.Department Specific Job ScopeThe Department of Radiology is a large academic and clinical department within the School of Medicine which is responsible for teaching and training of residents, medical students, and clinical fellows, as well as both basic and creative clinical scholarly investigation.POSITION INFORMATION• Salary or Pay Range: $2,873.56 - $5,195.40• Salary Frequency: Bi-Weekly• Annual Salary: $75,000- $135,600• Salary Grade: Grade 22• UC Job Title: ADMIN OFCR 3• Number of Positions: 1• Appointment Type: Staff: Career• Percentage of Time: 100%• Shift Hours: 8• Location: Ellison Ambulatory Care Center (HSP098)• Union Representation: No, 99 - Non-Represented (PPSM)• Benefits Eligible: Yes• Hybrid/Remote/Onsite: This position is hybrid (mix of on-site and remote work)BenefitsOutstanding benefits and perks are among the many rewards of working for the University of California. UC Davis offers a full range of benefits, resources and programs to help you bring your best self to work, as well as to help you and your family achieve your health, wellness, financial and career goals. Learn more about the benefits below and eligibility rules by visiting either our handy Benefits Summary for UC Davis Health Employees or Benefits Summary for UC Davis Employees and our Benefits Page.If you are represented by a union, benefits are negotiated between the University of California (UC) and your union and finalized in a contract. Read your bargaining unit's employment contract, stay abreast of current negotiations and learn about collective bargaining at UC: https://ucnet.universityofcalifornia.edu/labor/bargaining-units/index.html• High quality and low-cost medical plans to choose from to fit your family’s needs• UC pays for Dental and Vision insurance premiums for you and your family• Extensive leave benefits including Pregnancy and Parental Leave, Family & Medical Leave• Paid Holidays annually as stipulated in the UC Davis Health Policies or Collective Bargaining Agreement• Paid Time Off/Vacation/Sick Time as stipulated in the UC Davis Health Policies or Collective Bargaining Agreement• Continuing Education (CE) allowance and Education Reimbursement Program as stipulated in the UC Davis Health Policies or Collective Bargaining Agreement• Access to free professional development courses and learning opportunities for personal and professional growth• WorkLife and Wellness programs and resources• On-site Employee Assistance Program including access to free mental health services• Supplemental insurance offered including additional life, short/long term disability, pet insurance and legal coverage• Public Service Loan Forgiveness (PSFL) Qualified Employer & Student Loan Repayment Assistance Program for qualified roles• Retirement benefit options for eligible roles including Pension and other Retirement Saving Plans. More information on our retirement benefits can be found here• UC Davis cares about building a community, which is why we provide resources to enhance diversity, equity and inclusion as well as Employee Resource Groups (ERGs) to support our staffPhysical Demands• Standing - Occasional Up to 3 Hours• Walking - Occasional Up to 3 Hours• Sitting - Frequent 3 to 6 Hours• Lifting/Carrying 0-25 Lbs - Occasional Up to 3 Hours• Pushing/Pulling 0-25 Lbs - Occasional Up to 3 Hours• Bending/Stooping - Occasional Up to 3 Hours• Squatting/Kneeling - Occasional Up to 3 Hours• Twisting - Occasional Up to 3 Hours• Reaching overhead - Occasional Up to 3 Hours• Keyboard use/repetitive motion - Frequent 3 to 6 HoursMental Demands• Sustained attention and concentration - Frequent 3 to 6 Hours• Complex problem solving/reasoning - Occasional Up to 3 Hours• Ability to organize & prioritize - Frequent 3 to 6 Hours• Communication skills - Frequent 3 to 6 Hours• Numerical skills - Occasional Up to 3 Hours• Constant Interaction - Frequent 3 to 6 Hours• Customer/Patient Contact - Frequent 3 to 6 Hours• Multiple Concurrent Tasks - Frequent 3 to 6 HoursSpecial Requirements• This is a critical position, as defined by UC policy and local procedures, and as such, employment is contingent upon successful completion of background check(s), including but not limited to criminal record history background check(s)• This position is designated as a mandated reporter under CANRA and UC policy, and employment is contingent on compliance with applicable policies, procedures and training requirementsDiversity, Equity, Inclusion and BelongingAt UC Davis, we’re solving life’s most urgent challenges to bring a fuller, healthier, and more resilient world within reach. We grow from every challenge we take on and we don’t just maintain - we improve. We recognize that creating an inclusive and intellectually vibrant organization means understanding and valuing both our individual differences and our common ground. The most comprehensive solutions come from the most diverse minds and you belong here. As you consider joining UC Davis, please explore our Principles of Community, our Clinical Strategic Plan and strategic vision for research and education, and our latest efforts to outgrow the expected. The University of California, Davis is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status.For the University of California’s Affirmative Action Policy, please visit: https://policy.ucop.edu/doc/4010393/PPSM-20For the University of California’s Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-DiscriminationBecause we want you to be seen, our recruiting process at UC Davis fosters authenticity, diversity, and inclusion. Studies have shown that some people may not apply to jobs unless they meet every single qualification. Each unique role at UC Davis has a set of requirements and you could be perfect for this role, or you could be perfect for the next role! Don’t meet all the requirements? We still encourage you to apply! #YouBelongHere