Financial and Administrative Specialist, Plant Science and Landscape Architecture

JOB SUMMARY

The Department of Plant Science and Landscape Architecture, within the College of Agriculture, Health and Natural Resources at the University of Connecticut, is seeking a dynamic and team-oriented leader, Financial and Administrative Specialist (Business Operations Specialist 1), with demonstrated financial ability to contribute to its culture that values community, inclusion, excellence, and strategic growth. The incumbent will be responsible for financial management in the Department, including managing department funds, budgets, and payroll, as well as overseeing the day-to-day administrative operations of a large and complex, academic department. With a client-forward mindset, this person will serve as a respected resource for faculty, staff, and students regarding fiscal policies and post-award grant management. 

The successful candidate will have demonstrated skill and experience in an academic business operation and can thrive in a collaborative and high-paced work environment with multiple competing demands and potential for impact. The successful candidate will be strategic, forward-thinking, and collaborative in addressing the needs of a department, which operates multiple service centers, academic programs, entrepreneurial program development, and a robust externally funded research enterprise. This position requires an individual with demonstrated attention to detail and organization, as well as the ability to handle complex, routine, and variable tasks while also meeting established deadlines. The incumbent should have demonstrated experience in a customer/client service role, as well as an ability to work in a team-oriented environment. They must also possess a high level of ethical integrity and show leadership potential.

The Department of Plant Science and Landscape Architecture (PSLA) is a diverse department with a collegial group of 21 faculty and 13 support staff, over 100 undergraduate students in the 2- and 4-year programs and accredited landscape architecture program, and around 30 graduate students. The research and teaching infrastructure of the Department includes wet labs, greenhouses, plant growth chambers and tissue culture facilities, design studios, a 153-acre research and teaching farm, as well as the Waxman Conifer Collection. In addition to its research and teaching commitments, the Department also operates the Home & Garden Education Center, the Plant Diagnostics Clinic, the Turfgrass Disease Diagnostic Center, the Soil Nutrient Analysis Laboratory, and the Plant Transformation facility.  PSLA is often a top academic department in the College of Agriculture, Health, and Natural Resources in external grant funding per faculty, with over $3 million awarded per year. Please review our website for more information: https://psla.uconn.edu

DUTIES AND RESPONSIBILITIES

• Lead and manage a wide range of departmental fiscal, administrative, and business functions. 
• Serve as fiscal officer for the Department. Determine the appropriateness of financial transactions with regard to funding sources.  Provide approvals/disapprovals for expenditures, requisitions, procurement card transactions, and travel requests. Perform transactions in Kuali Financial System (KFS) to maintain fiscal integrity. Work with the college business office on the monitoring of revenues and expenditures on department financial accounts, including Foundation accounts.
• Process all department personnel (Human Resources) paperwork and payroll activity for all employees. Compose offer letters, manage hire processing, prepare non-student visa application packets (J-1), complete payroll authorizations, and complete and submit I-9s. Adhere to University policies, procedures, and deadlines pertaining to individual payroll type. Create and maintain personnel files. 
• Serve as a resource, as needed, for activities related to Promotion, Tenure, and Reappointment and Departmental searches.
• Coordinate and guide department-level decisions on graduate student funding from grants, scholarships, teaching assistantships, and fellowships, for both fall and spring semesters.
• Manage the Department’s recruitment and search activities; submit and update requests in the online recruitment system PageUp; coordinate advertisements, track applications, arrange interviews, and communicate with applicants. Consult with the College Business Office to determine the appropriate position title and/or salary range.
• Oversee foundation accounts and ensure strategic use and appropriate spending, as well as identification of opportunities for growth and new donor alignment. Ensure timely acknowledgment of donations and appropriate correspondence with donors.
• Assist in the management of faculty grant and project funds. Provide account balances; determine the allowability of expenditures; calculate salaries and fringe projections for budget management. In conjunction with the College Business Office, submit re-budget, no-cost extension, and cost transfer requests on behalf of the principal investigators. Guide faculty in developing knowledge to interpret financial statements and manage funds; potentially providing training on these topics.
• Manage the procurement of research, laboratory, and academic supplies, equipment, licenses and agreements, and other required purchases. Maintain inventory of department equipment and controllable property (computers, laptops, tablets), and make recommendations on strategic funding priorities and computer replacements.
• Perform administrative management duties, coordinate office workflow, determine office staffing needs, and serve as direct supervisor for administrative staff. Review administrative and internal operating procedures for efficiency and effectiveness and recommend improvements. Interpret and implement operational and fiscal policy.
• Develop, maintain, and monitor administrative files and records. Represent department at the College’s Administrative Assistants meetings as well as participating in the CAHNR Administrative Solutions Team (CAST).
• Prepare and manage the Department budget, incorporating the Department Head’s requests. Streamline and resolve budget, administrative, and business issues related to the operation of the Department. Provide significant feedback on establishing, implementing, and monitoring departmental administrative policies, processes, and procedures, including strategic financial planning and semi-annual department financial health reports to faculty.
• Complete and submit the annual budget construction worksheet to the Dean’s Office. Attend and assist in the departmental budget hearing with the Dean’s Office. Attend periodic budget meetings with the Assistant Dean of Finance and Administration (Director of the College Business Office) and/or the Assistant Director of the College Business Office.

MINIMUM QUALIFICATIONS

• Bachelor’s degree in a related field and two to three years of related experience OR equivalent combination of education and professional experience.
• Familiarity with finance and accounting processes.
• Excellent customer/client service, and strong verbal and written communications skills.
• Ability to process multiple tasks in a deadline-driven environment and with the potential for interruptions.
• Experience working in a fast-paced, complex, multi-faceted office environment.
• Ability to work independently and in a team setting while regularly exercising judgment regarding administrative details and procedures.
• Excellent interpersonal skills, with proven ability to establish good working relationships with coworkers and a variety of constituents, inside and outside the University.
• Demonstrated organizational skills and attention to detail, with a proven ability to expertly manage time and deadlines with multiple, competing priorities.
• Clear, positive, and professional written, verbal, and non-verbal communication skills.
• Proficient in the Microsoft Office suite (Word, Excel, Outlook, etc.).

PREFERRED QUALIFICATIONS

• Bachelor’s degree in a related field and three to five years of related experience.
• Knowledge of financial, budgeting, or accounting practices and procedures.
• Experience working in fiscal operations in a higher education setting.
• Experience with Kuali Financial Systems, Core-CT, HuskyBuy, PeopleSoft, Concur, or similar enterprise systems.
• Ability to interpret policy and enact procedures.
• Demonstrated ability to work independently with the ability to resolve problems analytically, efficiently, and effectively.
• Experience working with people from diverse academic, socio-economic, and cultural backgrounds.
• Demonstrated ability to display initiative with a strong work ethic and desire to succeed.
• Supervisory experience.

APPOINTMENT TERMS

This is a full-time (35 hrs/week), permanent, UCPEA staff position with an excellent benefits package and the possibility of a hybrid combination of remote and in-person work, in accordance with the University's Alternate Work Arrangements policy and authorization. Salary will be commensurate with the successful candidate’s background and experience, ranging in the upper 50's or lower-to-mid 60's. Other rights, terms, and conditions of employment are contained in the collective bargaining agreement between the University of Connecticut and the University of Connecticut Professional Employees Association (UCPEA).

TERMS AND CONDITIONS OF EMPLOYMENT

Employment of the successful candidate is contingent upon the successful completion of a pre-employment criminal background check.

TO APPLY

Please apply online at https://hr.uconn.edu/jobs , Staff Positions, Search #498064 to upload a resume, cover letter, and contact information for three (3) professional references. Review of applications will be ongoing and continue until the position is filled. Priority will be given to applicants who apply on or before February 29, 2024. 

All employees are subject to adherence to the State Code of Ethics which may be found at http://www.ct.gov/ethics/site/default.asp .

All members of the University of Connecticut are expected to exhibit appreciation of, and contribute to, an inclusive, respectful, and diverse environment for the University community.

The University of Connecticut aspires to create a community built on collaboration and belonging and has actively sought to create an inclusive culture within the workforce.  The success of the University is dependent on the willingness of our diverse employee and student populations to share their rich perspectives and backgrounds in a respectful manner.  This makes it essential for each member of our community to feel secure and welcomed and to thoroughly understand and believe that their ideas are respected by all.  We strongly respect each individual employee’s unique experiences and perspectives and encourage all members of the community to do the same.  All applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.

The University of Connecticut is an AA/EEO Employer.