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Exec. Director, Academic Affairs/Chief of Staff to EVC

Company: University of California
Location: Santa Barbara
Posted on: September 12, 2020

Job Description:

Exec. Director, Academic Affairs/Chief of Staff to EVC

Job ID

10575

Location

UCSB Campus

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Position Information Payroll Title: Executive Advisor Manager 2

Job Code: 0556

Job Open Date:  9/4/2020

Primary Consideration Date for Open Until Filled: 9 /21/20

Department Code-Name: EXOF - Executive Vice Chancellor's Office

Percentage of Time: 100%

Collective Bargaining Unit (CBU): 99

Grade Type/Grade: 28

FLSA Exemption Status: Exempt

Work Location: 4105 Cheadle Hall

Pay Rate/Range: Salary comensurate with experience

Days/Hours: M-F / 8-5

Department Marketing Statement The Executive Vice Chancellor is the chief academic officer of the University of California, Santa Barbara. The Office of the Executive Vice Chancellor, in consultation with the Santa Barbara Division of the Academic Senate, has oversight for academic planning and programming, the development and implementation of academic policy, and the academic personnel process. The office has responsibility for all academic units, on and off-campus instructional activities, and instructional support programs.

Brief Summary of Job Duties Serves as the principal financial and operations officer for the academic enterprise, which is comprised of over 120 distinct departments, programs, centers, and research institutes. Serves as Chief of Staff to the Executive Vice Chancellor (EVC), supporting the EVC on issues and projects relating to his/her responsibilities as the chief academic officer of the campus, and managing and ensuring the successful implementation of divisional strategic objectives. Serves as the primary staff representative for the Division in a wide variety of administrative contexts, and functions with considerable independence in providing leadership as the Division's chief operations officer. Manages and oversees administration of the academic budget and departmental support services, including budget planning and oversight, financial management, academic administration, staff personnel management, information technology, space management, and organizational development. On behalf of the EVC and the Division of Academic Affairs, the Executive Director participates broadly on administrative committees and task forces, and advises other campus units outside the Division in areas of expertise.

The Executive Director must have a thorough knowledge of the organizational environment of higher education and large research universities and be able to work effectively with high-level administrators, faculty, staff, and students in the entire range of activities encompassed by the Office of the Executive Vice Chancellor. This requires exceptional communication skills, both verbal and written, as well as outstanding interpersonal, management, leadership, and coaching skills to create and foster effective working relationships, both internal and external to the EVC's Office. Political acumen and extraordinary sensitivity to constituents and ability to respond to situations with tact, compassion, and diplomacy, are required. In addition, excellent critical and innovative thinking is needed to address a wide variety of complex issues, which affect the campus as a whole and which frequently have no precedent. Advanced knowledge of financial management principles, as well as extensive experience with financial analysis, reporting, and resource allocation are essential. Must be able to operate with minimal supervision and have the ability to assess quickly and accurately the level of involvement and consultation required of the EVC. The incumbent must demonstrate flexibility, resourcefulness, and creative approaches to unique situations, while understanding the broad institutional context in which they must be addressed.

Bachelor's degree and/or equivalent experience or training, with significant experience in university administration.

Advanced knowledge of financial management principles, as well as extensive experience with financial analysis, reporting, and resource allocation are required.

Exceptional communication skills, both verbal and written.

Outstanding interpersonal, management, leadership, and coaching skills to create and foster effective working relationships, both internal and external to the EVC's Office.

Political acumen.

Extraordinary sensitivity to constituents and ability to respond to situations with tact, compassion, and diplomacy.

Excellent critical and innovative thinking to address a wide variety of complex issues, which affect the campus as a whole and which frequently have no precedent.

Must be able to operate with minimal supervision and have the ability to assess quickly and accurately the level of involvement and consultation required of the EVC.

Demonstrated flexibility, resourcefulness, and creative approaches to unique situations, while understanding the broad institutional context in which they must be addressed.

Advanced degree.

Strong working knowledge of UC systemwide and campus policies, processes, and systems.

100% -- Daily – Management and Executive Advising

Executive Support:

The Executive Director serves as Chief of Staff and provides executive-level support to the Executive Vice Chancellor (EVC), assisting with his/her full range of responsibilities. Provides advice and guidance to the EVC on process, policy, and strategy, and contributes to the research, planning, and design of divisional initiatives. Manages, coordinates, and implements tasks, projects, and initiatives on behalf of the EVC. Ensures the successful completion of projects and initiatives. Acts as liaison on behalf of the EVC with students, faculty, staff, and administration to resolve potential areas of difficulty. Performs extensive problem solving on issues, as assigned by the EVC. Drafts and edits correspondence for the EVC on a range of complex financial and operational matters. Participates on campuswide committees and task forces on behalf of the EVC or as a representative of Academic Affairs.

Finance & Administration:

The Executive Director assumes primary responsibility for fiscal resource matters for the Division of Academic Affairs, including budgetary planning and oversight, financial management, developing strategies and initiating budgetary programs to achieve academic and fiscal goals, providing solutions to budgetary problems, proposing methodologies and reviewing criteria for resource allocation, and assuming full signature authority for the Division, which has an annual expenditure budget over $350 million. Oversees a multifaceted and complex program of financial commitments and initiatives, on behalf of the EVC, with expenditures totaling over $60 million annually, and coordinates related financial reporting activities. Works closely with the leadership in Budget & Planning, Business & Financial Services, and other campus financial leaders to plan, develop, strategize, and implement initiatives, policies, and solutions for both campus and the Division.

In coordination with the Director of Finance and Administration, continuously monitors the financial viability of the Division, reports problems and issues to the EVC, and provides timely reporting on the status of the budget. Designs and oversees implementation of administrative systems and processes for tracking and reporting information. Serves as the point of contact for finance- and service-related agreements and contracts.

Organizational Planning and Development:

The Executive Director contributes to resource and administrative planning for the Division and the campus. Assumes responsibility for implementation of short- and long-range plans that affect the academic enterprise. Maintains an ongoing review and analysis of programs and independently assesses the long-term effects of financial and personnel decisions on current and projected curricular and research programs. Undertakes analytical research in conjunction with the Budget & Planning office to provide background comparative information needed for resource allocation decisions to achieve academic goals. Advises on fiscal trends and resource implications of academic and administrative plans. Participates in planning groups on a broad range of campus issues, both within and outside the Division.

Provides ongoing assessment of divisional operations, and advises the EVC on practical, efficient, and cost-effective organizational structures. Develops plans for consolidation or expansion based on the dynamic and changing needs of the academic enterprise. Develops and implements plans for merging or disestablishing existing programs, based upon organizational changes. Works closely with the EVC, and consults and collaborates with campus senior leadership, to formulate short- and long-term strategies for enhancing the vitality and effectiveness of the Division in achieving its goals.

Operations & Management:

As divisional controller, the Executive Director continuously evaluates operations to ensure compliance with University regulations and sound business practices, and implements changes in operations to ensure accountability. Provides leadership to all levels of staff in the EVC's Office to ensure delivery of effective support services. Directs the efforts of lead staff operations officers in each of the control points and colleges to ensure the consistent and coordinated management of administrative support services throughout the Division. Coordinates policy review, modification, and implementation. Serves as a resource for units within the Division and across the campus for resolving a variety of administrative challenges. Provides leadership for the full range of administrative support services within the Division and campuswide. Works directly with high-level stakeholders, both on and off campus, to develop solutions to and reach agreement on complex issues.

The Executive Director coordinates with the Director of Finance and Administration to oversee and provide direction to carry out all aspects of the divisional staff personnel programs in the areas of employment, compensation, classification, labor relations, employee relations, training and development, and benefits. Devises policies and processes to implement staff performance, compensation, and development programs. Advises the EVC on academic administrator compensation. Consults broadly with all units throughout the Division on a wide range of staff personnel policy matters and sensitive issues. Devises solutions and agreements to resolve personnel problems. Participates in search committees for senior personnel across campus.

Space Management:

In coordination with the Director of Space Planning & Management, the Executive Director assists the EVC with physical planning and oversees all aspects of space allocation management. Participates in campuswide academic space planning and serves as a member of the EVC's standing space planning group. Contributes to the analysis of space needs of various units, ensuring that short-and long-term decisions about space usage and allocation are consistent with long-terms goals and plans for capital programming. Advises the EVC on general campus needs such as classroom utilization and renovation. Coordinates funding for the Division's capital programming.

Information Technology:

Working closely with the Chief Information Officer and other senior campus leaders, the Executive Director participates in the design and implementation of information systems across the campus to improve efficiency and effectiveness in handling administrative processes. Provides management oversight to the Director, Academic Affairs Information Technology (AAIT), who leads the strategic planning and implementation of information systems and software applications to automate operations and meet the high-level information needs of the on- and off-campus clients supported by AAIT.

General:

The Executive Director leads and participates in academic administration policy and procedure development, including recommending policy and procedural changes, drafting revisions, and developing new divisional procedures to implement changes, based on the general vision of the EVC. In addition, leads and participates in policy and procedure design, analysis, and implementation that affect the campus as a whole, and ensures that academic priorities are properly reflected in campus activities.

Serves as a member of the UC Systemwide Chiefs of Staff group, which promotes collaboration on academic administrative matters with the UC Office of the President and across campuses.

The University of California is an Equal Opportunity/Affirmative Action Employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law.

Reasonable Accommodations The University of California endeavors to make https://jobs.ucsb.edu  accessible to any and all users. If you would like to contact us regarding the accessibility of our website or need assistance completing the application process, please contact Katherine Abad in Human Resources at 805-893-4664 or email katherine.abad@hr.ucsb.edu . This contact information is for accommodation requests only and cannot be used to inquire about the status of applications.

Privacy Notification Statement The State of California Information Practices Act of 1977 (effective July 1978) requires the University to provide the following information to individuals who are asked to supply information about themselves: Application: The principal purpose for requesting information on the Application is for applicant-tracking purposes and to collect applicant contact information. Affirmative Action and Equal Employment Opportunity Data Form: Information furnished on this form is requested by UCSB's Affirmative Action Office. The University of California, Santa Barbara is a Federal contractor and, therefore, must comply with Affirmative Action regulations issued pursuant to Executive Order 11246, Federal Revised Order No. 4, Section 503 of the Rehabilitation Act of 1973 and Section 402 of the Vietnam Era Veterans Readjustment Assistance Act of 1974. Furnishing the information on this form is voluntary. There is no penalty for not completing this form. The offices responsible for maintaining the information supplied on this form are the UCSB Human Resources Office and the Affirmative Action Office.

GENERAL DATA PROTECTION REGULATION (GDPR) STATEMENT FOR PERSONS IN THE EUROPEAN ECONOMIC AREA: As part of our commitment to protecting your privacy, the General Data Protection Regulation (GDPR) Privacy Statement ("Privacy Statement") is designed to provide you, as a person in the European Economic Area, with information regarding the types of personal information that the University of California’s Human Resources departments and offices collect about you. The Privacy Statement can be found at:  https://ucnet.universityofcalifornia.edu/gdpr.html .nformation supplied on this form are the UCSB Human Resources Office and the Affirmative Action Office.

Notice of Availability of the UCSB Annual Security Report The University is committed to providing a safe and secure campus environment for our students, faculty, staff, and visitors. In accordance with the "Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act" (Clery Act), UCSB publishes an Annual Security Report to provide information regarding campus safety and security policies, crime statistics, and resources to current and prospective students and employees. This report includes statistics for the previous three years concerning crimes reported to Campus Security Authorities (CSAs) that occurred on campus, in certain off-campus buildings or property, and on public property adjacent to and accessible from campus. The report also includes campus policies concerning crime prevention, crime reporting, alcohol and drug use, sexual and interpersonal violence, student discipline, and other matters. To access the Annual Security Report, visit  www.police.ucsb.edu/asr . A copy of this report may also be requested by contacting the UCSB Police Department (call 805-893-3446 or visit 574 Public Safety Bldg., Santa Barbara, CA 93106 during business hours). To learn more about the Clery Act and CSA duties and reporting requirements, please visit  www.police.ucsb.edu/clery-act .

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Keywords: University of California, Santa Barbara , Exec. Director, Academic Affairs/Chief of Staff to EVC, Other , Santa Barbara, California

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