USC Human Resources Administration

Job code: 113515Department Business Manager

Grade: J |Overtime eligible: No |Date approved: August 25, 2011


Administers the business operations of a large administrative, auxiliary or academic department. Directly supervises administrative staff. Responsible for accounting and financial operations, personnel payroll administration, and facilities and equipment planning and management.


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

% Directly supervises business function of a large administrative, auxiliary or academic department. Processes daily transactions, prepares financial reports for internal and external distribution.

% Administers unrestricted account budgets. Plans and develops short and long-term budgets. Provides projections and forecasts and analyzes financial impacts. Analyzes actual versus budget performance to determine variances. Takes corrective action, as required.

% Provides regular and special financial reports, as required for department's operations.

% Administers internal financial policies and procedures. Ensures department's compliance with applicable laws, rules and regulations, as well as university financial policies and procedures.

% Administers personnel and payroll functions for department. Coordinates affirmative action, employment, compensation, benefits and employee relations with appropriate central human resources staff and department administrators or Dean's Office. Ensures timely and accurate processing of payroll. Coordinates faculty appointments and promotions.

% Directly supervises all assigned subordinate staff. Recruits, screens, hires and trains staff. Evaluates employee performance and provides guidance and feedback to assigned staff. Counsels, disciplines and/or terminates employees as required.

% Develops, enhances and maintains information systems to support financial operations. Ensures that internal systems complement university-wide systems and that information is reconciled on a regular basis.

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

% Assists in strategic planning activities, as assigned. Researches and compiles data required for development of assumptions, projections and strategies. Monitors action plans, implements changes, as required.

% Assists in management of department projects, as assigned.

% Advises on specific agency requirements and guidelines to assist faculty in the preparation and submission of proposals. Researches and identifies funding sources. Develops internal schedules for tracking proposal development and response. Prepares budgets. Coordinates production of materials and reviews final product for quality and compliance with agency requirements. Follows-up for award and funding.

% Administers contracts, grants, and gifts. Establishes budgets, monitors and reports on expenses. Interacts with university contract administrators and agency representatives to provide information, resolve questions or problems and coordinate on-site visits.

% Plans and coordinates special events, conferences and seminars. Develops promotional materials such as brochures, flyers, etc. Negotiates with vendors for sites, facilities, guest accommodations and meals. Oversees payment of vendors and participants.

% 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.


Minimum educationPreferred education
  • Bachelor's degree
  • Combined experience/education as substitute for minimum education
Minimum experiencePreferred experience
  • 3 years
  • Combined education/experience as substitute for minimum experience
  • 5 years
  • Combined education/experience as substitute for minimum experience
Minimum field of expertisePreferred field of expertise
Business administration, accounting or related degree and budget experience including knowledge of government and fund accounting. Demonstrated knowledge of generally accepted accounting principles and practices. Knowledge of University financial policies, procedures and systems, and use of computerized spreadsheets and databases.
Minimum experiencePreferred experience
  • Analysis
  • Assessment/evaluation
  • Budget control and development
  • Coaching
  • Communication—written and oral skills
  • Conceptualization and design
  • Conflict resolution
  • Counseling
  • 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
  • Research
  • Scheduling
  • Staff development
  • Statistical analysis
  • Supervisory skills
  • Teaching/training
  • Calculator
  • Computer and peripheral equipment
  • Computer network (department or school)
  • Computer network (university)
  • Fax
  • Photocopier
Supervises level
Supervises employees and/or student workers performing administrative, clerical/secretarial work



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