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GENERAL PURPOSE
Under the general direction of the Chair of the Department, and with considerable latitude for independent judgment and decision making, the Manager of Academic Finance and Operations is responsible for the fiscal, administrative, and personnel aspects of a complex Computer Science (CS) department in the Hajim School of Engineering and Applied Sciences (Hajim SEAS).
Provide administrative and managerial support for the full range of educational and research programs in the Computer Science Department, including both daily business operations and strategic planning. Oversees all aspects of fiscal, administrative, and personnel functions and actions; with direct oversight of the CS department and technical staff.
Responsible for the administration of CS research and sponsored projects, including fiscal management and regulatory compliance, facilities, and (non-technical aspects of) equipment resources. Serves as the primary liaison to and contact with such administrative departments as Research Accounting and Cost Standards (ORACS), Human Resources, Advancement, Facilities, and the Hajim SEAS Dean’s Office. Interfaces with research sponsors (DARPA, NSR,NIH, SRI, DOE, Foundations), the Office of Research Project Administration (ORPA), the Human Subjects Review Board (HSRB), and regulatory agencies.
Represents the department chair and faculty in interactions with other academic departments and such programs as the Goergen Institute for Data Science (GIDS), the Center for Visual Studies (CVS), and Digital Media Studies (DMS). Serves as a resource to colleagues in such departments and programs.
RESPONSIBILITIES:
Departmental Fiscal Administration
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Develop and monitor salary, operating costs, capital expense, and lab fees budgets for the department; interact with faculty regarding their utilization of funds. Employ UR Financials Workday system at a high-level of proficiency to manage financial performance of CS department. Ensure fiscal control and governance using computerized encumbrance accounting system (URGEMS), and Cognos data warehouse (CumSal).
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Request and monitor actual spending on start-up accounts for new faculty. Forecast and provide budget input of faculty startup use over fiscal years to the Hajim Dean’s Office. Interact with affiliated departments and institutes (e.g., Data Science) for faculty secondary / joint appointments and for collaborative grants. Oversee faculty appointment change personnel action forms (PAFs) in current HRMS system and the future myURHR Workday system in collaboration with the Hajim Faculty Affairs office.
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Supervise account and purchasing functions including reconciliation with University reports, problem resolution, and analysis of revenue and expense trends and variances. Employ P2P Procurement in Workday system at a high-level of proficiency to manage all aspects of purchasing for CS department and principal investigators (PI’s) conducting research.
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Evaluate and analyze budget information for appropriateness, exemptions, trends, and accuracy. Assume responsibility for budget planning and financial modeling with the Hajim Dean’s Office. Budget for CS department instruction support, including adjunct faculty and graduate and undergraduate teaching assistants’ resources.
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Facilitate and administer gifts from companies and foundations received by CS faculty; interact with donors and the UR Advancement Office.
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Recruit and supervise CS departmental staff, including performance evaluations of direct reports in Human Resources MyPath system (in partnership with the Chair) and approval of personnel actions. Monitor and process personnel action forms for staff and faculty for appointments and related changes to salary, salary distributions and reappointments. Assist with immigration issues, collaborating with International Services Office (ISO) as needed.
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Provide support to the Chair for faculty tenure and promotion cases, and for new faculty searches and hires. Prepare faculty summer salary documentation, summer salary compensation forms, and accounting, in compliance with ORPA guidelines and in coordination with the Hajim Dean’s Office and the Dean of Research.
Research Administration
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Develop and monitor research proposal budgets and interact with faculty regarding their utilization of funds. Ensure fiscal control, utilizing computerized encumbrance accounting system. Supervise account and purchasing functions including reconciliation with University reports, problem resolution, and analysis of revenue and expense trends and variances. Evaluate and analyze budget and expenditure information for appropriateness, exemptions, trends, and accuracy.
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Employ the Integrated Online Research Administration (IORA) system at a high level of proficiency to create research funding proposal submissions and awards as directed by ORPA. (Use of IORA requires certification in Continuous Learning for Administrators of Sponsored Programs [CLASP]).
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Manage faculty research incentive accounts, tracking additions for Academic Year Salary Recovery (AYSR) and reporting actual use of research funds by faculty to the Hajim Dean’s Office.
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Work with faculty to initiate, formulate, and organize written proposals for research grants and contracts. Develop and review budgets for new proposals, competitive renewals, and continuation applications. Assist in preparing progress reports and grant close out and final reports. Effectively manage grant out-of-award spending and mitigate grants with deficit balance by working with ORACS, PIs, sponsoring agencies, and CS accounting staff. Function as liaison with University officials and granting agency officials, including auditors. Supervise regulatory reporting and ensure compliance with government regulations and funding requirements.
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Maintain internal control and compliance to research effort reporting guidelines of the university as directed by ORPA. Work with faculty PIs to complete required effort attestations required by ORACS. Process reallocations of effort on grants in a timely manner as directed by faculty PIs with attention to detail and the award budget.
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Plan and direct administrative and programmatic support for research activities in order to effectively manage available resources (personnel, space, supplies, computers and office equipment).
Department General Administration
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Assist the Department Chair by informing and advising on administrative and fiscal activities, and on strategic planning and problem resolution in particular. Represent the Department, as appropriate, in interactions with the University and the community.
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Coordinate with administrative assistants to determine space needs for Master’s and doctoral students. Communicate with Facilities regarding space utilization and plan changes needed to accommodate growth. Complete UR Space/Equipment annual surveys to support Facilities and Administration (F&A) rate development by Central Finance and ORACS.
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Oversee Department activities to ensure efficient and effective operations; seek opportunities to improve operations. Ensure completion of various surveys and reports.
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Maintain responsibility for purchases and approvals of major equipment, services, space, and materials. Serve in a facilitative role in the development phase of any new or revised activity. Participate in the evaluation of the performance of the Department.
Personnel Management
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Use independent judgement to identify and evaluate all new, non-technical staff for the CS department. Screen and interview applicants for staff positions. Select, supervise and retain professional administrative assistants; provide for training and development; evaluate staff performance, complete MyPath performance appraisals as directed by Human Resources.
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Responsible for the management of non-technical Department staff, directly or indirectly. Establish internal policies and procedures. Ensure compliance with University policies and procedures.
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Provide counsel to CS staff on implementation of Career Path Modernization, career streams, leveling, job structure and pay ranges. Monitor staff salary to ensure equity, evaluate and document changes in staff job responsibilities. Interface with the Hajim HR Business Partner, Human Resources, and the Office of Total Rewards in matters of discipline, promotion, salary, benefits, and other personnel matters.
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Advise faculty and staff on all aspects of personnel administration, including supervision, performance evaluation, compensation, progressive discipline, termination, sick leave and vacation, disability, employee benefits, etc.
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Assist with visa application processes, as necessary for department faculty and staff who are foreign nationals. Oversee the hiring of students for undergraduate research (REU) programs and student research assistants throughout the year.
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Provide support to the Chair for appointments, reappointments, and secondary / joint appointments; interface with the corresponding departments within the university as necessary. Serve on search committees for new hire faculty candidates as needed; assist in interview process, offer process, space utilization and planning, and processing of new faculty hire paperwork.
All of the duties listed above are essential and performed on a regular basis. As needs arise, others may be added.
QUALIFICATIONS:
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Requires Bachelor’s degree; Master’s degree preferred. Equivalent course work or specialized experience in an appropriate field related to the assignment is desirable required.
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Requires minimum five years of related experience at a managerial level in a university setting or other equivalent experience required.
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Grant preparation, pre and post-award grant accounting, proficiency in MS Office, including MS Excel, Word, and electronic communication required.
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CLASP (Continuous Learning for Administrators of Sponsored Programs) certification is preferred; otherwise, CLASP training and certification should occur within first 6-9 months after starting date preferred.
The University of Rochester is committed to fostering, cultivating, and preserving a culture of equity, diversity, and inclusion to advance the University’s mission to Learn, Discover, Heal, Create – and Make the World Ever Better. In support of our values and those of our society, the University is committed to not discriminating on the basis of age, color, disability, ethnicity, gender identity or expression, genetic information, marital status, military/veteran status, national origin, race, religion/creed, sex, sexual orientation, citizenship status, or any other status protected by law. This commitment extends to the administration of our policies, admissions, employment, access, and recruitment of candidates from underrepresented populations, veterans, and persons with disabilities consistent with these values and government contractor Affirmative Action obligations.
How To Apply
All applicants must apply online.
EOE Minorities/Females/Protected Veterans/Disabled
Pay Range
Pay Range: $75,300 – $113,000 Annually
The referenced pay range represents the minimum and maximum compensation for this job. Individual annual salaries/hourly rates will be set within the job’s compensation range, and will be determined by considering factors including, but not limited to, market data, education, experience, qualifications, expertise of the individual, and internal equity considerations.
Location: Sch Engineering & App Sci
Full/Part Time: Full-Time
Opening: Full Time 40 hours Grade 053 Computer Science
Schedule: 8:30 AM-5:30 PM
