Associate Director of Business and Administration

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Associate Director of Business and Administration

Location: Santa Cruz Job ID: 60104 JOB POSTING This is an exempt, monthly paid position, eligible for UC benefits. See below. This is a Santa Cruz based position that requires on campus work (generally 3 days per week). This position is eligible for partial remote work. This is not a Visa-sponsored position. Benefits to working at UC Santa Cruz include:

• Medical, Dental & Vision Care Insurance Plans
• UC Retirement Plans
• Group Term Life Insurance
• Legal Insurance
• Pet Insurance
• Paid Holidays plus accrued vacation and sick leave

For information on the comprehensive benefits package offered by the University visit here NOTIFICATIONS The University of California has implemented a Vaccination Policy covering all employees. Employees, including new hires, are required to comply with any applicable policies relating to the University of California's COVID-19 vaccine program. HOW TO APPLY For full consideration, applicants should attach their resume and cover letter when applying for a job opening. For guidance related to the application process or if you are experiencing difficulties when applying, please review the Applicant Resources on our Talent Acquisition website.

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INITIAL REVIEW DATE (IRD) Application materials submitted by 11:59 pm on the IRD will be routed to the hiring unit for consideration. Materials submitted after the IRD will ONLY be forwarded at the request of the hiring unit. To ensure your application is routed for consideration, submit your materials before 11:59 p.m. on the IRD. Talent Acquisition cannot accept application materials outside of the jobs portal, and is unable to update submitted applications on an applicant's behalf, or forward communications to the hiring units. For more information about the IRD and the applicant review process, view this link. The IRD for this job is: 11-06-2025 ABOUT UC SANTA CRUZ UC Santa Cruz is a public university like no other in California, combining the experience of a small, liberal arts college with the depth and rigor of a major research university. It's known as an unconventional place where innovation and experimentation is part of the campus's DNA. That playful, bold spirit still thrives today, all on a campus renowned as among the most beautiful in the world. DEPARTMENT OVERVIEW The University of California Observatories (UCO) is a Multi-Campus Research Unit of the University of California, with headquarters at the UC Santa Cruz campus. UCO operates astronomical facilities on behalf of astronomers at nine UC campuses and two national laboratories and is comprised of extensive technical facilities, a business office, and telescope and support facilities at the Lick Observatory on Mount Hamilton. UCO provides a scientific and administrative interface to the Keck Observatory on Mauna Kea, Hawaii, and the Thirty Meter Telescope international project, and supports the training of astronomy Ph.D.'s throughout the UC system. More information can be found at: JOB SUMMARY Reporting directly to the Director of the University of California Observatories, the Associate Director of Business and Administration serves as the chief of staff, performs management duties with little or no direction, advises the Director on all administrative and budgetary issues affecting the Observatories. Under the general direction of the University of California Observatories Director, the Associate Director of Business and Administration is responsible for managing the administrative services and general operations of UC Observatories. The incumbent establishes operational objectives and work plans. The Associate Director of Business and Administration is responsible for managing, preparing, and administering budgets. The incumbent reviews and approves recommendations for functional programs, and supports development of multi-million dollar proposals to external funders. The Associate Director of Business and Administration monitors adherence to approved budget. The incumbent is involved in developing, modifying and executing organization policies that affect immediate operation(s) and may also have organization-wide effects. APPOINTMENT INFORMATION Budgeted Salary: $165,000 - $185,000 / Annually. Salary commensurate with skills, qualifications and experience. Under California law, the University of California, Santa Cruz is required to post a reasonable estimate of the compensation for this role. The salary shown above is the budgeted amount the University reasonably expects to pay and the salary extended should not exceed this posted amount. Benefits Level Eligibility: Full benefits Schedule Information:

• Full-time, Fixed
• Percentage of Time: 100%, 40 Hours per Week
• Days of the Week: Mon-Fri
• Shift Includes: Day

Employee Classification: Career appointment Job End Date: None Work Location: UC Santa Cruz Main Campus Union Representation: Non-Represented Job Code Classification: 000548 (ADMIN MGR 2) Travel: Never or Rarely JOB DUTIES 30% - Senior Management and Planning

• As a member of the UC Observatories (UCO) Senior Management Team, advises and assists Director on short- and long-range strategic planning issues and budgetary, planning, management, and administrative matters throughout UCO.
• Leads strategic planning for the UCO Business Office; develops and implements operational plans to reach goals; directs staff to meet UCO objectives.
• Serves as primary liaison for financial and legal matters to UCSC administrative offices, the University Office of the President (UCOP), and other UC campuses. Supports collaborative projects with partner organizations such as the California Association for Research in Astronomy (CARA, which operates the Keck Observatory).
• Interprets UC, campus, unit, state, and federal policies and regulations to the Director, faculty, unit managers, and staff. Ensures compliance with relevant University, federal and state rules and regulations. Develops, implements, and monitors internal policies and procedures governing resources to best achieve UC astronomy objectives.
• Works collaboratively with all members of the organization and external constituents to find mutually acceptable and practical solutions.
• Works to establish a collaborative working environment with a healthy working culture.
• Provides oversight of the UCO Business Office staff to ensure the delivery of core financial services to all areas of the UC Observatories operations.

25% - Financial Operations and Analysis

• Controls all resources received by UCO and functions as primary liaison for campus and UCOP budgetary planning matters. Resources total over thirteen million dollars annually and derive from many fund sources (e.g., state, federal grants, opportunity funds, gift funds, facility and retail income, recharges, fabrication income, etc.).
• Oversees the preparation of the Observatories' annual budget and collaborates with senior managers and unit heads in developing their annual budgets and plans for operations.
• Provides accurate and timely financial reporting, forecasting, planning, analyses, budgeting, and accounting services to the Director, unit heads and project managers. Prepares professional presentations of financial data.
• Manages business services including purchasing support, accounting, recharge operations management, and equipment management.
• Ensures compliance with all policies, procedures, generally accepted accounting standards and establishes financial controls.
• Works in collaboration with the other members of the management team in the design and implementation of cost effective and efficient plans. Using familiarity with current business information technologies, recommends the design of business tools.

15% - Contracts, Grants and Project Administration

• Provides oversight of UCO contracts and grants submission and administration. Granting agencies include NSF, NASA, Heising-Simons Foundation, Moore Foundation, and others.
• Ensures all proposals and contracts are in compliance with UCO, university, federal, state and foundation guidelines and is responsible for approving submission to the Office of
• Sponsored Projects and Agencies.
• Supervises the preparation of analyses for UCO's annual submittal for campus approval of Technical Facilities labor recharge rates utilized in budget development for multi-year astronomical instrument development and fabrication.
• Provides assistance and guidance to the Director in developing memoranda of understanding and contracts with other observatories and research groups. Serves as liaison with CARA and with the Thirty Meter Telescope project on financial matters involving these partner institutions.
• Reviews legal agreements, makes recommendations, and coordinates review by Campus Council.

15% - Human Resources

• Oversees all Human Resources activities for UCO, including recruiting, hiring, training, compensation, payroll, benefits, and employee relations.
• Recruits and selects key Business Office staff. Manages Business Office through establishment of performance goals, allocation of resources, and assessment of direct reports.
• Advises and assists Director and unit managers in formulating staffing plans; oversees implementation of such plans.
• Takes the lead in critical personnel problem resolutions, including employee-supervisor conflicts, administrative reviews, grievance, and other matters, which may involve Labor Relations staff.
• Manages issues arising out of insurance and risk management, the Injury and Illness Prevention program, and the Americans with Disabilities Act.
• Supports building a diverse and inclusive workforce.

10% - Space and Facilities Management

• Advises the Director, Deputy Director, and Lick Observatory Superintendent on the management and operations of UCO space and facilities at UCSC and the Lick Observatory.
• Coordinates utilization of UCO's campus allocated space and works closely with the Department of Astronomy and Physical and Biological Sciences Division on overlapping responsibilities for space management.
• Working with appropriate campus units, advises and assists senior UCO management to plan and oversee major and minor capital improvements and facilities repairs for UCO.
• Ensures that all operations of the unit are in compliance with local, state, and federal regulatoins regarding environmental health and safety issues. Collaborates closely with the Lick
• Observatory Superintendent to ensure the special EH&S needs are met.
• Works closely with the Lick Observatory Superintendent to administer the employee housing program and assists in establishing housing guidelines, making assignments, setting rents, and resolving problems.
• Oversees the Disaster/Building Coordinator for the UCO offices on campus.

5% - General Administration

• Maintains professional growth and development through seminars, workshops, and professional affiliations to keep abreast of latest industry trends.
• Serves on campus and division ad hoc and standing committees.

REQUIRED QUALIFICATIONS

• Bachelor's degree in business, administration, or accounting and/or equivalent experience/training.
• Thorough knowledge and experience with financial analysis and reporting techniques, budget planning, contracts and grants, accounting principles and procurement.
• Thorough knowledge and experience with risk management planning.
• Thorough knowledge and experience with human resources and payroll.
• Substantial business and administrative experience in a research or academic environment.
• Substantial analytical skills in financial, organizational, problem solving and policy areas.
• Demonstrated skill in both written and spoken word, including the ability to draft reports, make presentations, conduct training programs, and facilitate efficient meetings.
• Ability to communicate ideas, issues, and problems clearly, to understand the concerns and positions of individuals and various groups at all levels of the organization, and to use information gathered to formulate solutions or resolve misunderstandings.
• Ability to work with a high degree of independence and innovation, including the ability to stay on task, discern priorities, pursue multiple objectives simultaneously, and complete critical jobs under the pressure of multiple deadlines.
• Demonstrated conflict resolution skills with the ability to mediate and resolve disputes with faculty, researchers, staff, and students in a discreet and professional manner.
• Demonstrated supervisory skills with the ability to hire, train, and effectively evaluate staff.
• Experience in managing quality improvement initiatives, including redesigning financial processes, establishing metrics and leading quality teams through organizational changes.
• High level of computer literacy and familiarity with accounting and presentation software.
• Ability to contribute to a diverse workplace through ideas and experience and to support and advance the campus Principles of Community in all activities.

PREFERRED QUALIFICATIONS

• MBA or equivalent.
• Thorough knowledge and experience in research fund accounting, generally accepted accounting principles, OMB A-21 federal cost accounting standards for educational institutions, OMB A-133 audit requirements, internal control principles, and financial reporting.
• Experience with financial and operational procedures of the University of California.

SPECIAL CONDITIONS OF EMPLOYMENT

• Selected candidate will be required to pass a pre-employment criminal history background check.
• Ability to work long periods of time at a computer with or without accommodation.
• The selected candidate will be required to work a hybrid work schedule and must be able to work successfully from a home/remote office and fulfill the requirements of the UCSC telecommuting agreement.
• Selected candidate will be required to complete training within established time frames as directed including UC compliance training.
• The selected candidate will be subject to the annual financial disclosure requirements of the California Political Reform Act of 1974.
• Per the Child Abuse and Neglect Reporting Act (CANRA), this position has been identified as a Mandated Reporter. The selected candidate will be required to report known or suspected child abuse or neglect as defined by CANRA and will be required to sign a Statement Acknowledging Requirement to Report Child Abuse prior to commencing employment. CANRA Penal Codes, and related definitions, requirements, and responsibilities may be obtained here.

SAFETY STATEMENT All UCSC employees must understand and follow job safety procedures, attend required health and safety training, proactively promote safety at work, and promptly report actual and potential accidents and injuries. EEO/AA The University of California is an Equal Employment 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. UC Santa Cruz is committed to excellence through diversity and strives to establish a climate that welcomes, celebrates, and promotes respect for the contributions of all students and employees. APPLICANTS ARE REQUIRED TO USE THE UCSC ON-LINE PROCESS View full and access on-line application: To ensure review of application materials by the hiring unit, they must be submitted on or before the initial review date (IRD) via the Staff Employment Opportunities web site; A computer is available at the UC Santa Cruz Staff Human Resources Office located at Scotts Valley Center. The Scotts Valley Center is located at 100 Enterprise Way, Suite E100, Scotts Valley, CA 95066. To learn more or to request disability accommodations, call 831-459-2009. Hearing impaired are encouraged to use the California Relay Service at 800-735-2922. UC Santa Cruz is an Equal Opportunity Employer. The University of California 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. UC Santa Cruz is committed to excellence through diversity and strives to establish a climate that welcomes, celebrates, and promotes respect for the contributions of all students and employees. jeid-dea347cacb800d4481da9831a15a8864