FINANCE & ADMINISTRATION MANAGER
Job Title | Finance & Administration Manager |
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Worksite City | Sacramento, California |
Advertised Salary Range | $4,353 - $6,529 |
Temporary | No |
Length of Appointment | N/A |
Hours per week | Regular (full-time) Employee – 40 hours per week (Benefited) |
FLSA | Exempt |
Broad Scope and Function |
The Manager will manage the broad range of administrative and financial functions of the Institute. The Manager will be responsible for the Institute’s administrative services function, ensuring that that the underlying activities that support ISR’s research mission are carried out. These activities fall into the areas of fiscal, budget, contracts, human resources, business services, procurement, purchasing, telecommunications, equipment, and facilities. The Manager will independently perform the range of duties typical to the administrative services function. They include planning for and managing administrative services, analyzing issues in the administrative areas, initiating and processing administrative transactions and documents, tracking ISR’s overall fiscal situation, tracking ISR operating and project budgets, developing budget projections, troubleshooting and resolving administrative issues, and working collaboratively with a variety of external organizations. In addition, the Manager will supervise administrative assistants who assist the Manager in carrying out administrative activities. The Manager will work with the Institute’s Executive Director to oversee all administrative, operational, and fiscal needs for the Institute and will act as an internal and external resource on administrative and procedural matters. |
Reporting Relationship |
The position reports directly to and receives general supervision from the Executive Director of the Institute for Social Research. The position supervises student employees who assist in carrying out administrative activities. |
Conditions of Employment |
This is a full-time, exempt from overtime, benefited position with a defined contribution retirement plan through TIAA. (The position is not covered under the California Public Employees’ Retirement System.) Continued employment in this position is dependent upon funding and the mutual consent of University Enterprises and the employee, and either University Enterprises or the employee, can, at any time, terminate the employment relationship at will, with or without cause. Program continuation is contingent upon funding. |
Work Schedule | |
Minimum Qualifications |
1. Bachelor’s Degree in business, accounting, management or related field, or equivalent combination of education and/or work experience. 2. Demonstrated experience with modern office methods, procedures, and practices, such as project management (such as Monday.com or Microsoft Project), word processing (such as Microsoft Word or Google Docs), spreadsheets (such as Microsoft Excel or Google Sheets), file management (such Google Drive), and web conferencing (such as Zoom or WebEx). 3. Demonstrated experience in accounting or budget preparation and analysis. 4. Demonstrated experience reviewing, analyzing, and evaluating financial data, as well as monitoring/reconciling transaction accounts (i.e., Accounts Receivable & Accounts Payable). 5. Demonstrated ability to coordinate and conduct studies of administrative and operational activities. 6. Demonstrated ability to review statutory/regulatory compliance requirements in order to develop policies, procedures, processes, and work rules. 7. Demonstrated experience designing, creating, and maintaining databases and spreadsheets; must be able to gather data from databases and spreadsheets and prepare financial reports. 8. Demonstrated ability to analyze operational and procedural problems and develop, recommend, and evaluate proposed solutions using reasoning and obtaining feedback from relevant colleagues as needed. 9. Must be self-directed with the ability to function effectively in a detail-oriented capacity to interpret and apply guidelines, policies, and procedures established by funding agencies; and answer a variety of questions and concerns from project personnel and staff. 10. Ability to take initiative and independently plan, organize, coordinate, and perform work in various situations where numerous and diverse demands are involved. 11. Excellent oral and written communication skills, interpersonal skills, and skills to effectively function as part of a team. 12. Demonstrated ability to work effectively and cooperatively with students, staff, and clients with diverse cultural backgrounds. 13. Demonstrated ability to supervise and train clerical staff. 14. Must pass a background check, which may include fingerprinting. Must continue to meet the established standards. |
Preferred Qualifications |
1. Experience in higher education or with a non-profit 501©(3) organization. 2. Experience working in a consulting and/or contract or project-based business environment. 3. Knowledge of administrative and budgeting procedures for both UEI and Sacramento State. 4. Demonstrated knowledge of grants and contracts processes. |
Physical Requirements |
Sit for extended periods; frequently stand and walk; manual dexterity and eye-hand coordination; corrected hearing and vision to normal range; verbal communication; use of office equipment including computers, telephones, calculators, copiers, printers, scanners, and fax machines. |
Working Conditions |
Work is performed in an office environment; regular contact with staff, campus community, the public, and other agencies. |
Project Description |
The Institute for Social Research (the Institute) is a California State University, Sacramento research center located at the new Sacramento State Downtown location. We work with state and local agencies, nonprofit organizations, and the academic community to conduct applied research studies about programs, policies, and communities. The Institute offers a broad range of analytical services including survey research, program/policy evaluations, and other social science research. The Institute is a self-supporting center, operating with eight full-time professional staff, in addition to graduate research assistants, and faculty associates. Read more about the work we do here www.csus.edu/isr. |
Job Duty |
01. Works with the Executive Director to maintain financial solvency of the Institute by collecting and analyzing fiscal and budget operating data to prepare and update fiscal and budget projections; identifies issues related to revenues and expenses, shortfalls, overages, cash flows, account balances, and account and fund reserve requirements. |
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Job Duty |
02. Works with the Executive Director in analyzing and evaluating ISR operating and project staffing needs, projects future staffing needs, and assists in the development of new positions. Develops projections of future cost structures and expenditure patterns. |
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Job Duty |
03. Oversees, monitors, and tracks operating and project budgets. Monitors, tracks, and reconciles transaction accounts, including payable and receivables. Prepares and maintains supporting detail for financial activity. |
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Job Duty |
04. Monitors the Institute’s projects to ensure compliance with grant/contract requirements; works with contract officers and Institute staff to ensure goals are accomplished within budget and efficient operation as to resources, timelines, and deliverables. Maintains records, files, progress reports, and other documentation related to all grants and contracts to ensure deadlines are met and invoicing is accurate. |
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Job Duty |
05. Reviews, recommends, and approves the invoices for consultants, contractors, and vendors as authorized under the Institute’s policies and procedures. Prepares periodic reports for management regarding the status of project deliverables and budget allocations. |
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Job Duty |
06. Provides workload breakdowns for each payroll period to the Institute’s UEI employees and to the UEI grants administrator. Instructs UEI on payments for invoices for the Sacramento State Budget Office for the salaries and benefits of the Institute’s Sacramento State employees reflecting the division of staff workload across the various grant accounts. |
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Job Duty |
07. Plans for and ensures that day-to-day administrative activities are carried out in the human resources, business services, procurement, purchasing, telecommunications, equipment, and facilities areas. |
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Job Duty |
08. Hires, supervises, schedules, trains, develops, evaluates, and mentors assigned staff consistent with UEI personnel policies and procedures and Affirmative Action/Equal Opportunity guidelines. |
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Job Duty |
09. Develops procedures for the Administrative Services areas, processes, and activities. Works with the Executive Director, to create policies and procedures to ensure the Institute’s operations comply with federal, state, University and UEI regulations and that appropriate reviews and safeguards are in place to ensure fiscal and other contractual responsibilities are met. |
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Job Duty |
10. Anticipates ISR’s administrative needs and communicates them regularly to the Executive Director. Provides analysis of the administrative activity to the Executive Director, and periodically reviews and implements enhancements to office procedures and operations. Routinely communicates status of activities to Executive Director. |
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Job Duty |
11. Performs other duties as assigned by the Executive Director to ensure the success of the program and its participants. |
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Posting Number | B020F19 |
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Number of Vacancies | 1 |
Position End Date (if temporary) | |
Open Date | 10/04/2019 |
Close Date | 10/25/2019 |
Open Until Filled | No |
Special Instructions Summary |
If you do not include both a cover letter and resume with your application, your application materials will not be considered. Please include your employment history in the “Employment Experience” section of your application in addition to submitting your resume and cover letter. Please complete each section—do not refer to your resume in lieu of listing your job duties or in answering the supplemental application questions. |
Supplemental Questions
Required fields are indicated with an asterisk (*).
- * How did you hear about this position?
- UEIJobs Website
- Interest Card Emails
- Indeed
- Career Fair
- Campus Career Center
- Personal Referral
- Sacramento Bee
- Careerbuilder
- Internal Job Posting
- The WELL hiring expo
- Other
- If other, please specify.
(Open Ended Question)
- * Do you have a Bachelor’s Degree in business, accounting, management or related field, or equivalent combination of education and/or work experience?
- Yes
- No
- * Do you have experience in accounting or budget preparation and analysis?
- Yes
- No
- * Please describe your experience in accounting or budget preparation and analysis.
(Open Ended Question)
- * Do you have experience designing, creating, and maintaining databases and spreadsheets?
- Yes
- No
- * Please describe how your experience with databases and spreadsheets makes you an ideal candidate for this role.
(Open Ended Question)
- * Please provide detailed information that would best demonstrate your ability to supervise and train clerical staff.
(Open Ended Question)
- * Do you have experience working in a consulting and/or contract or project-based business environment? (This is preferred but not required for this position.)
- Yes
- No
- * Do you have knowledge of grants and contracts processes? (This is preferred but not required for this position.)
- Yes
- No
Applicant Documents
- Cover Letter
- Resume