Department Administrator

Job Opening ID: 65350
Reports To: Professor and Chair
Working Title:  Department Administrator
Department: Pop Hlth & Disease Prev Dept
Bargaining Unit: 99
FLSA: Exempt
Payroll Job Code: 007377
Job Location: UCI Campus- Irvine
Percent of Time: 100%
Work Schedule: 8-5, M-F
Employee Class: Career
 
Position Summary:
 
The Department of Population Health and Disease Prevention was established in 2008 as the first department within UCI Program of Public Health, where it served as the campus’ center for public health training and service until the formal establishment of three additional departments in 2020. Since then, the Department has experienced tremendous growth. We offer broad training in global public health principles that prepares students to assess health risks in culturally diverse communities with evidence-based prevention strategies. We hope you will join us in pushing the frontiers of knowledge and seek answers to important questions in crucial areas of public health.
 
Reporting to the Chair of the department with a reporting line to the Acting Assistant Dean/CPO, The incumbent will work under general direction with a high-level autonomy and authority. The incumbent will make recommendations and implement decisions on operational issues affecting the unit. The Administrator is primarily responsible for the administrative and business functions in support of the department. Responsibilities include; management, leadership and oversight of departmental financial management, administrative, personnel, contract (pre/post award) management, research administration, instructional programs, student affairs, information systems, space and facilities needs and outreach initiatives. The successful incumbent will effectively bring creative new approaches forward that support the strategic direction of the organization and balance risk and reward. Tasks include but are not limited to the following: • Academic Personnel o Faculty Recruitments (plan visits, coordinate and submit paperwork to the Dean’s office) o Merits and Promotions (coordinate voting and coordinate and submit paperwork to school AP department) • Contracts and Grants o Oversee the C&G analyst o Paperwork and entry of GSR appointments o Review and/or submission of funding changes and direct retros o Review and/or submission of Summer Salary o Review and/or submission of NSTP o Review of salary exchange and course buyout • Finance o Purchasing (submission and review of POs, Requisitions, DVs, etc) o Assist with new vendors’ onboarding o Travel and Entertainment Reimbursements (submission and review) • Recharge Centers o Assist with the review and submission of the recharge rates o Review and approve all KFS orders o Submit BA and BAT documents to record income from internal customers o Submit invoices to external customers o Work with central accounting to record income from external customers • Miscellaneous o Gatherings and events planning o Participate in faculty meetings and take minutes This position is hybrid (in-person/remote). Expected salary is $73,900-$103,800, within the full salary range of $73,900-133,700.
 
Total Compensation:

In addition to the salary range listed below, we offer a wealth of benefits to make working at UCI even more rewarding. These benefits may include medical insurance, sick and vacation time, retirement savings plans, and access to a number of discounts and perks. Please utilize the links listed here to learn more about our compensation practices and benefits .

 

The expected pay range for this recruitment is $73,900.00 – $103,800.00 (Annual Salary). The Full Salary Range for the salary grade this position is assigned to is $73,900.00 – $133,700.00 (Annual Salary).

 

Department Website:

https://publichealth.uci.edu/departments/population-health-disease-prevention/

 

Required:
 

• 5-7 years of relevant experience
• Bachelor’s degree in related area and / or equivalent experience / training. • Master’s degree preferred.
• Thorough knowledge of University rules and regulations, processes, protocols and procedures for budget, accounting and fund management, and / or personnel management. 
• Interpersonal skills including verbal and written communication, active listening, critical thinking, persuasiveness, advising and counseling skills. 
• Knowledge of a variety of administrative operational activities such as event planning, basic fundraising processes, risk management planning, website design, accounting and payroll, and contracts and grants regulations and guidelines. 
• Solid knowledge of common University-specific computer application programs. 
• Ability to use discretion and maintain confidentiality. Strong skills in short-term planning, analysis, problem-solving, and customer service. 
• Thorough knowledge of financial analysis and reporting techniques, and / or human resources policies and procedures for staff and academic employees. Strong finance skills and understanding of contracts and grants

 

Conditions of Employment:

The University of California, Irvine (UCI) seeks to provide a safe and healthy environment for the entire UCI community. As part of this commitment, all applicants who accept an offer of employment must comply with the following conditions of employment:

• Background Check and Live Scan
• Legal Right to work in the United States
• Vaccination Policies
• Smoking and Tobacco Policy
• Drug Free Environment

The following additional conditions may apply, some of which are dependent upon business unit or job specific requirements.

• California Child Abuse and Neglect Reporting Act
• E-Verify
• Pre-Placement Health Evaluation

Details of each policy may be reviewed by visiting the following page – https://hr.uci.edu/new-hire/conditions-of-employment.php
Closing Statement:

The University of California, Irvine is an Equal Opportunity/Affirmative Action Employer advancing inclusive excellence. 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 categories covered by the UC nondiscrimination policy .
We are committed to attracting and retaining a diverse workforce along with honoring unique experiences, perspectives, and identities. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable, and welcoming.
UCI provides reasonable accommodations for applicants with disabilities upon request. For more information, please contact Human Resources at (949) 824-0500 or [email protected]