USC Human Resources Administration

Job code: 111033Administrative Manager

Grade: J |Overtime eligible: No |Date approved: May 15, 2012

Summary

Manages the administrative and financial operations in a large academic, research, clinical or administrative program or department of the university including planning and scheduling; developing and monitoring electronic information systems; developing, implementing, monitoring and evaluating department administrative systems and procedures; personnel administration; payroll and budget development and administration. Reports directly to the director/chair and acts as principal senior staff advisor to the director/chair concerning administrative and financial matters.

Accountability

Priority Time (%) Task (Performs other related duties as assigned or requested. The university reserves the right to add or change duties at any time.)


% Organizes and manages day-to-day departmental administrative and operational functions. Reviews, prioritizes, analyzes and responds to correspondence and incoming calls directed to director/chair. Researches requested information and takes necessary actions to address issues and resolves problems as appropriate.


% Advises department committees with implementation of new programs and changes. Coordinates paperwork and submits to university committees for approval and implementation. Manages special projects for the director/chair.


% Directly supervises department staff, work study students and casual workers. Recruits, interviews, hires, provides training and technical supervision. Evaluates employee performance, provides guidance and feedback to staff. Counsels and disciplines employees as required. Makes recommendations for promotions, terminations and salary decisions to director/chair in accordance with university policies. Recommends and monitors the professional development opportunities for staff. Maintains staff records.


% Develops and manages budgets. Authorizes expenditures, monitors account reconciliation and status to ensure compliance with fiscal guidelines and regulations. Prepares financial reports as required. Analyzes data for trends or conclusions and presents results and recommendations to director/chair. Directs ongoing purchasing activities.


% Coordinates and assembles confidential documentation. Ensures completeness and accuracy of the documentation for submission to department, school and/or university for review, vote and/or approval. Maintains confidential files. Coordinates and monitors distribution of confidential materials.


% Serves as central information resource and advises on departmental and university policies and procedures. Researches information, as requested, and relays official interpretations. Maintains currency on revisions to department, school, and/or university policies and procedures. Prepares appropriate paperwork for new appointments, supplemental salaries and adjustments.


% Evaluates and resolves problems. Makes reference to appropriate university office for additional services/counseling. Liaises with other offices to facilitate problem resolution.


% Acts as liaison between director/chair and sensitive, confidential or high-profile contacts outside of the department. Plans and coordinates special events such as fund-raisers, conferences, lectures and/or seminars. Develops promotional materials. Negotiates with vendors for sites, facilities, guest accommodations and meals, and other goods and services.


% Participates in contract and grant proposal development. Researches and identifies funding sources. Communicates agency requirements and deadlines and develops internal schedules for tracking proposal development and response. Ensures compliance with agency requirements. Prepares pro-forma budgets. Coordinates production of materials and reviews final product for quality. Establishes budgets, and monitors and reports expenditures. Interacts with university contract and grant administrators and agency representatives to provide information, resolve questions or problems and coordinates on-site visits.


% Administers use of facilities, equipment and space, as well as maintenance and repair of existing facilities and equipment.


% Establishes and maintains appropriate network of professional contacts.
Essential % Develops and implements security related procedures such as office opening and closing routines, recognition of duress signals and key controls. Coordinates security activities with university public safety department. Promotes and maintains standards for security conscious awareness and behavior. Maintains knowledge of university's crime prevention and suppression programs and services. Ensures dissemination of security related information to staff.
Emergency response/recovery:    
In the event of an emergency, the employee holding this position is required to "report to duty" in accordance with the university's emergency operations plan and/or the employee's department's emergency response and/or recovery plans. Familiarity with those plans and regular training to implement those plans is required. During or immediately following an emergency, the employee will be notified to assist in the emergency response efforts, and mobilize other staff members if needed.

Qualifications

Minimum education Preferred education
  • Bachelor's degree
  • Combined experience/education as substitute for minimum education
Bachelor's degree
Minimum experiencePreferred experience
  • 5 years
  • Combined education/experience as substitute for minimum experience
 
Minimum field of expertise Preferred field of expertise
Experience in supervising administrative operations of multi-faceted department, preferably within a university setting.  
SkillsMachine/equipment
  • Analysis
  • Assessment/evaluation
  • Budget control and development
  • Coaching
  • Communication—written and oral skills
  • Conflict resolution
  • Counseling
  • Customer service
  • Human resource process and employment knowledge
  • Interpretation of policies/analyses/trends/etc.
  • Interviewing
  • Knowledge of applicable laws/policies/principles/etc.
  • Negotiation
  • Organization
  • Planning
  • Problem identification and resolution
  • Project management
  • Research
  • Scheduling
  • Staff development
  • Supervisory skills
  • Teaching/training
  • Calculator
  • Computer and peripheral equipment
  • Computer network (department or school)
  • Computer network (university)
  • Fax
  • Photocopier
  • Word processor
Supervises level
Supervises employees and student workers performing administrative, clerical/secretarial, professional/paraprofessional work
Comments
 

Signatures

Employee: Date:
Supervisor: Date:

The above statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.

The University of Southern California is an Equal Opportunity Employer