USC Human Resources Administration

Job code: 111051Senior Administrative Director

Grade: M |Overtime eligible: No |Date approved: October 27, 2009

Summary

Directs comprehensive administrative, financial, academic and research programs, projects and functions, through subordinate managers, supervisors and professional staff. Oversees administration, budget, finance, marketing, public relations, policy development, strategic planning and faculty/staff/student relations and records functions. Reports directly to dean of a large school, vice president of a large administrative division, Chair of KSOM clinical department or hospital CEO. This is the top administrative position within a large school, administrative division, KSOM clinical department or hospital division.

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.)


% Directs administrative operations through subordinate managers, supervisors and professional staff. Develops new programs and processes to enhance operations and generate revenue through savings or income production. Oversees special projects as assigned. Manages program and project directors, overseeing the development and implementation of new services. Reviews and approves all proposals submitted from the school or administrative division. Represents dean and school, VP and administrative division, Chair of clinical department or hospital division on formal university committees.


% Directs budget and financial activities for operations, endowments, contracts and grants, etc., through business office and financial professional staff. Makes major budgetary and resource allocation decisions. Approves all expenditures and ensures the generation of detailed financial reports. Analyzes financial data for trends and develops forecasts. Advises faculty and/or staff regarding budget preparation. Apprises dean, VP, Chair, or hospital CEO of funded and pending proposals and financial status.
Essential % Acts as Senior Business Officer with responsibility for determining that strong internal controls are implemented. Examples of control areas include maintaining and reviewing receipts, procurement, disbursements, and payroll. With respect to procurement, whether by use of procurement cards, paperless requisitions, paper purchase orders, internal requisitions, or USC debit cards, the SBO should determine that there is an appropriate segregation of duties so that goods or services which are procured are reviewed and reconciled monthly to Account Status Reports by someone other than the individual initiating the transaction and by some that does not report to the individual initiating the transaction. This reconciliation process must include obtaining and retaining original receipts and/or invoices for business-related expenses.


% Develops and oversees implementation of internal policies covering administration, finance, safety, etc., ensuring compatibility with university policies. Interprets applicable laws, rules, regulations, policies and procedures. Ensures school or administrative division compliance and approves and necessary exceptions.


% Oversees payroll and personnel functions, including affirmative action, employment, compensation, benefits and employee relations through subordinate managers. Reviews and approves hiring and salary actions, ensuring compliance with university policy and pertinent laws and regulations. Oversees performance appraisal process and remains informed of any disciplinary actions required. Determines organizational structures, reporting relationships and short and long- term staffing needs.


% Negotiates contract or agreement terms, reviews contracts and other legal documents and signs or coordinates execution of same. Liaises with legal counsel concerning all legal matters. Represents dean, VP, Chair or hospital CEO in legal matter, as assigned.


% Directs the development, enhancement and maintenance of information systems through subordinate computing management to support operations. Ensures that internal systems complement university-wide systems and that information is reconciled on a regular basis.


% Develops and maintains an effective communication program within the school or administrative division. Ensures the timely reciprocal exchange of information among top management, faculty and staff.


% Participates in public relations, marketing and fundraising activities. Interacts with donors on behalf of dean, VP, Chair or hospital CEO. Attends events and solicits donations as appropriate. Prepares speeches, reports and proposals and makes formal presentation on behalf of dean, VP, Chair or hospital CEO.


% Directs long-term and short-term planning processes for areas such as budget, contingency, disaster, human resources, growth, policy, safety, space and strategic issues. Develops and communicates planning, assumptions and guidelines. Gathers multiple inputs and integrates diverse plans and requests based on school/administrative division or university priorities. Monitors activities to ensure adherence to plans.


% Resolves issues and requests referred to the office of the dean, VP, Chair or hospital CEO by faculty, staff or students. Meets with concerned parties to discuss requests or complaints and determines best course of action for effective resolution.


% Administers facilities and space management functions, including space allocation and scheduling, new building planning and financing, remodeling projects, safety and maintenance, through subordinate management.


% Establishes and maintains appropriate network of professional contacts. Maintains currency through professional organizations and publications. Attends meetings, seminars and conferences; makes formal presentations.
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
  • Master's degree
  • Combined experience/education as substitute for minimum education
 
Minimum experiencePreferred experience
7 years 10 years
Minimum field of expertise Preferred field of expertise
Degree in Business Administration, Accounting, or related field. Management experience in a large, multi-faceted school, corporate or hospital environment. Thorough knowledge of management principles, budgeting, finance, accounting and applicable laws/regulations.  
SkillsMachine/equipment
  • Analysis
  • Assessment/evaluation
  • Budget control
  • Budget development
  • Coaching
  • Communication—written and oral skills
  • Conceptualization and design
  • Conflict resolution
  • Counseling
  • Development/fundraising
  • Human resource process and employment knowledge
  • Interpretation of policies/analyses/trends/etc.
  • Interviewing
  • Knowledge of applicable laws/policies/principles/etc.
  • Managerial skills
  • Marketing
  • Mediation
  • Negotiation
  • Networking
  • Organization
  • Planning
  • Problem identification and resolution
  • Project management
  • Public relations
  • Public speaking/presentations
  • Staff development
  • Teaching/training
  • Calculator
  • Computer and peripheral equipment
  • Computer network (department or school)
  • Computer network (university)
  • Fax
  • Photocopier
Supervises level
Manages through multiple layers of subordinate supervisors performing administrative/managerial, professional/paraprofessional, project management 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