Garden Administrative Officer
University of California System - Los Angeles, CA
Apply NowJob Description
Department Summary UCLA MATHIAS BOTANICAL GARDEN is a 7.5-acre garden, outdoor classroom, and research facility on the UCLA campus in Los Angeles, California. This living museum contains a diverse collection of plants from around the world. The goal of the Garden is to support the teaching and research activities of the campus, promote botanical knowledge and appreciation of nature to the UCLA community and public at large. Its diverse plant collections assist the teaching and research missions at UCLA while creating a tranquil environment within the urban surroundings. The Garden acts as a community gathering place for a wide variety of groups and through its own events promotes plant conservation, botanical research and horticulture. Position Summary Reporting to the Garden's Chief Administrative Officer, the Garden Administrative Officer (GAO) is responsible for the financial and administrative services for the Botanical Garden, Herbarium, Outreach and Education Program, and Venue rental operations. The incumbent is also responsible for building and facility maintenance which includes the La Kretz Garden Pavilion, Garden outdoor venues and inside the La Kretz Botany Building. The GAO will work in collaboration with the Garden CAO, the Garden Director, university central campus administrators, Garden unit managers and staff, as well as contract and grant officials at extramural funding agencies to facilitate the needs of the Garden. Incumbent's additional responsibilities include strategic planning, development, implementation and management of administrative structures, projects, and procedures in support of the mission and vision of the Garden. In coordination with the Garden CAO, incumbent allocates and manages resources for business, purchasing, and financial needs. Will administer services including budgeting, preparation, and submission of grants, annual reports and fiscal closing responsibilities as well as accounting and fund management for all areas which includes the management of gift funds, contracts, grants, Sales & Services, and Garden Membership. Other responsibilities include supporting the Garden Director and other staff in the department; supervising the Marketing Specialist with venue reservation and facility management; promote campus use of the Garden; review and propose new operating policies and procedures necessary to implement short- and long-range plans and goals; and work with the Garden Director and Garden CAO to coordinate annual operating budgets. Incumbent is to advise the Garden Director and Garden CAO of University policies and procedures, provide input and feedback on the Garden's goals, objectives, and activities. Incumbent is to evaluate and take actions to improve department operations, recommends and implements solutions to difficult or unusual management or policy problems, and implements mandated budgetary goals. An on-campus presence of a minimum 3 days a week is required, with additional days possible due to business needs. Salary & Compensation * UCLA provides a full pay range. Actual salary offers consider factors, including budget, prior experience, skills, knowledge, abilities, education, licensure and certifications, and other business considerations. Salary offers at the top of the range are not common. Visit UC Benefit package to discover benefits that start on day one, and UC Total Compensation Estimator to calculate the total compensation value with benefits. Qualifications Demonstrated working ability to correctly balance ledgers and to generate adjustments in a timely manner. (Required) Ability to read, interpret and follow all UC, Campus and Department policies. (Required) Ability to analyze financial information from multiple sources and to generate accurate and timely reports, and produce budgets including projections. (Required) Demonstrated skill in designing and implementing spreadsheet and database tools for financial and administrative purposes. (Required) Demonstrated ability to work independently, use initiative and follow- through on assignments to timely completion. (Required) Leadership skill as demonstrated by exercise of mature judgment in independent decision making without close supervision. (Preferred) Working knowledge of FS, MTF, PAMS, Concur, Bruin Buy plus, NPEARS. (Preferred) .Demonstrated ability to manage facility operations (Preferred) Ability to set and meet multiple and varied deadlines pertinent to university and funding agency policy. And to meet established goals set by department. (Required) Knowledge of general university purchasing procedures. (Preferred) Bachelor degree in accounting or related field; or equivalent combination of education and work experience. (Required) Education, Licenses, Certifications & Personal Affiliations Bachelor's Degree Bachelor's degree in related area and/or equivalent experience/training (Required) Special Conditions for Employment Background Check: Continued employment is contingent upon the completion of a satisfactory background investigation. Live Scan Background Check: A Live Scan background check must be completed prior to the start of employment. Age Requirement: Candidate(s) must be 18 years or older to be eligible to be hired. COVID and Flu Vaccinations: The position is subject to providing evidence of inoculation. Schedule 8:00 a.m. to 5:00 p.m. Union/Policy Covered 99-Policy Covered Complete Position Description
Created: 2024-09-30