University of California, Riverside

Human Resources



Essential Functions & Job Requirements for Business Officer Positions


Essential Functions and Job Requirements for Business Officer Positions

As a guide, the following essential functions and job requirements are suggested for positions designated as Business Officers.

Financial Management = Budget, Accounting and Cash Management

Essential Functions Job Requirements (Skills, Knowledge, Competencies and Abilities)
1. Develop and manage progress on a departmental operating plan (e.g., mission, goals, objectives, new initiatives, workforce (staffing) planning.
  • Experience in developing operating plans in a participative environment and implementing new initiatives.
2. For academic departments:  develop a resource plan for the department academic plan, facilitating allocation of $xxxxxx resources (e.g., teaching, research support); develop an operating plan for the non-academic operations within the department.
  • Knowledge of approaches for allocating academic resources.
  • Experience in developing financial plans in an academic environment.
  • Experience in developing operating plans in a participative environment and implementing new initiatives.
3. Develop and manage an operating budget of $xxxxK per year involving xx fund sources and x types of funds (e.g., restricted, designated, unrestricted expense or revenue funds).
  • Experience in translating departmental goals into a financial plan (budget) for a significant size operation.
  • College level coursework in financial accounting.
  • Knowledge of and skill in applying budgeting and financial policies and developing related internal controls.
  • Experience with a fund accounting financial system.
  • Experience in using spreadsheet software (Excel).
  • Experience in building analytical models and using query tools.
  • Knowledge of fund accounting principles
  • Strong mathematics skills.
  • Skill in getting financial proposals approved.
4. Develop and present pricing structures for goods/services for approval to various campus committees or approving offices.
  • College level coursework in managerial or cost accounting.
  • Experience in costing out goods/services.
  • Skill in getting financial proposals approved.
5. Develop and manage a departmental capital budget of $xxxx per year including doing feasibility analysis, evaluating financing methods, and monitoring financial status.
  • Experience in preparing and monitoring small- to mid-scale capital budgets.
  • Skill in preparing financial feasibility analysis.
  • College level coursework in finance.
  • Understanding of plant fund accounting.
6. Oversee the departmental “xxxxxx” process (e.g., could be general ledger, accounts payable, fiscal year closing).  Monitor the transactions and process, ensuring appropriate internal controls are maintained.
  • College level coursework in financial accounting.
  • Knowledge of fund accounting principles.
  • Strong mathematics skills.
  • Experience with the “xxxxxx” process and related internal controls.
7. Oversee the departmental purchasing process (xxx transactions per year totaling $xxxxK/yr.)
  • Experience in coordinating a purchasing process including developing and maintaining related internal controls at the department level.
  • Knowledge of purchasing principles and negotiating techniques.
8. Oversee the departmental accounts receivable process ($xxxx/yr.).  Monitor billing system transactions feeding to the general ledger and outstanding accounts receivable.  Take action to minimize outstanding accounts receivable.
  • Experience in automated accounts receivable processing and the related internal controls.
  • Skill in managing accounts receivable.
  • College level coursework in financial accounting.
  • Knowledge of fund accounting principles and A/R policies.
9. Oversee the departmental cash handling operations totaling $xxxx/yr. In cash receipts ensuring adequate internal controls.
  • Experience with cash handling and reconciliation processes.
  • Knowledge of internal controls for a cashiering station.
  • Knowledge of, and skill in, applying cashiering policies. (P)
10. Oversee the departmental assets (equipment) inventory process ($xxxx in value) ensuring campus equipment inventory system accurately and completely reflects department holdings.
  • Experience with equipment inventory process and related internal controls.

Human Resources Management

Essential Functions Job Requirements (Skills, Knowledge, Competencies and Abilities)
1. Direct staff planning, recruitment and selection including: identification of the unit’s human resources needs; evaluation of the current and long-range conditions to forecast staffing requirements; definition of staff roles and  recruitment plans; and development of selection criteria to reveal the highest qualified candidates.
  • Advanced specialized knowledge of HR planning and selection (experience in forecasting staffing needs, recruiting and selecting staff) organizational design, compensation programs (experience in salary management), performance management, and creation of a positive working environment and one that supports federal and state employment laws and regulations.
  • Demonstrated management-level experience managing employee and labor relations issues including interpretation and application of laws, regulations, policies and contract.
  • College level coursework in Personnel Management and Organizational Psychology, Business Law and Managing Workforce Diversity.
2. Manage the development of staff including: ensuring the readiness of staff to support new strategic initiatives; identifying staff development requirements; and providing approaches that will help staff handle present and future assignments.
3. Manage performance of staff by: establishing standards/goals that effectively measure performance; developing procedures that assure accountability; addressing performance problems, striving for positive resolutions; and conducting performance evaluations, and recognizing and rewarding  performance.
4. Manage compensation of staff.  Establish appropriate salaries and address salary problems/inequities, manage and administer formal reward systems, and create informal reward systems.
5. Manage employee/labor relations issues.  Ensure personnel actions (e.g., hiring, promotion, reclassification, corrective action, termination, etc.) are in compliance with union contracts, UC staff personnel policies, and the unit’s policies and procedures.  Ensure work environment supports federal and state laws and regulations (FMLA, ADA, anti-discrimination statutes, FLSA, etc.).
6. Direct organizational planning.  Design organization structure, systems and processes.  Develop strategies which balance the unit’s needs with employees’ strengths.
7. Manage the processing of payroll and personnel actions using an automated system, ensuring appropriate internal controls are maintained.
  • Demonstrated experience overseeing automated systems requiring an understanding of applicable policy and procedures and internal controls.

Departmental IT Systems Management

Essential Functions Job Requirements (Skills, Knowledge, Competencies and Abilities)
1. Direct department IT systems operations including department systems that … (describe what the systems do, the number of workstations linked to it, the volume of business systems it handles, etc.)
  • Current knowledge of IT concepts and development on …(the types of systems they are running).
  • Experience in determining and maintaining internal controls for automated systems (e.g., input, output and processing controls, systems backups, contingency plan, etc.)
2. Work with deparment faculty and staff to determine information requirements; act as liaison with IT provider.  Collaborate with IT provider (e.g., campus computing center or outside vendor) to establish and meet goals for technology solutions for departmental (or campus) systems needs.
  • Skill in defining IT needs and solving problems collaboratively.
3. Ensure that computers and peripherals used by office staff meet their needs and enhance overall productivity.  Plan periodic upgrades and training.
  • Current knowledge of desktop computer concepts and developments.

Research Management

Essential Functions Job Requirements (Skills, Knowledge, Competencies and Abilities)
1. Provide timely and accurate guidance in the application for, and administration of, contracts and grants.
  • Experience with contract and grant research administration (pre- and post-award processes).
2. Develop and implement departmental policies and procedures to PIs.
  • Experience with contract and grant policies and procedures.
  • Knowledge of, and commitment to, systems automation.
  • Knowledge of budget development and analysis.
  • Ability to formulate policy.
  • Ability to articulate financial and operational issues to diverse constituencies.
3. Keep current on all regulatory and ethical issues.
4. Ensure compliance with agency-specific terms and conditions.
5. Coordinate with the Office of Research Affairs and Extramural Accounting.
6. Provide timely and accurate reports for the PIs on the status of each contract and grant.
7. Consult with PIs on deviations from contract specifications.  
8. Maintain documentation to meet audit requirements.  

Academic Personnel Process Management

Essential Functions Job Requirements (Skills, Knowledge, Competencies and Abilities)
1. Formulate and implement procedures to assure adherence to policies and procedures in the Academic Personnel Manual.
  • Experience with academic personnel processes (e.g., recruiting, appointment personnel review, salary administration).
  • Experience with academic governance and culture.
  • Skill in interpreting and applying academic personnel policies and advising potentially complex and sensitive issues.
  • Ability to work effectively with a diverse student, faculty and staff population.
2. Coordinate the Annual Call for academic merits and promotions.
3. Advise the Chair and faculty on faculty recruitments, appointments, merit and promotions, terminations, faculty conduct, rights and privileges, and salary administration and benefits.
4. Develop procedures to maintain the integrity and confidentiality of all academic matters.
5. Keep current on all contract negotiations for all academic positions and ensure that personnel actions are in compliance with union contracts.
6. Coordinate with the appropriate campus offices related to academic personnel policy interpretation such as Academic Personnel and the Graduate Division.

Student Administration (Undergraduate and Graduate Programs)

Essential Functions Job Requirements (Skills, Knowledge, Competencies and Abilities)
1. Oversee the development of recruitment tools to attract high-quality students and to increase student enrolment.
  • Experience with student academic program administration.
  • Experience with approaches for allocating student financial support.
  • Ability to work effectively with a diverse student, faculty and staff population.
2 Develop innovative solutions to effectively allocate student financial support.
3 Course scheduling.
4. Coordinate the preparation of the quarterly Course Information Reporting System (CIRS) reports.  

Environmental Health and Safety (EH&S) Management

Essential Functions Job Requirements (Skills, Knowledge, Competencies and Abilities)
1. Oversee departmental administration of environmental and occupational health and safety practices in the following areas, as applicable:  biological safety, construction safety, fire protection, environmental protection, general safety and accident prevention, hazardous materials and waste management, industrial hygiene and laboratory safety, occupational health, radiation safety and chemical hygiene.
  • Experience in administration of environmental and occupational health and safety practices.
  • College level coursework in policy and practices development and management theory and practice.
  • Ability to think critically.
  • Knowledge of training requirements.
  • Ability to successfully interact with faculty, staff and students.
  • Knowledge of the legal aspects and risk management of EH&S issues (e.g., safety equipment requirements, waste disposal requirements, and signage requirements).
  • Experience in researching EH&S laws/regulations and addressing identified non-compliance, especially in the area of EH&S.
  • Experience in preparing a business continuity and disaster preparedness plan.
  • Ability to successfully interact with others.
2. Formulate and implement policies and procedures necessary to provide for a healthy and safe work environment.
3. Ensure compliance with federal and state laws on health, safety and environmental protection.  Ensure compliance with University EH&S policies and procedures.
4. Prepare and implement departmental business continuity and disaster preparedness plans.

Facilities and Space Management

Essential Functions Job Requirements (Skills, Knowledge, Competencies and Abilities)
1. Develop and implement space and facility plans.
  • Ability to understand and plan for instructional equipment needs.
  • Ability to interact/coordinate with others.
  • Ability to think critically.
  • Ability to foresee future space and facility requirements.
  • Ability to formulate plans to implement foreseen requirements.
  • Knowledge of enrollment projections and consideration in planning.
  • Knowledge of facility security.
  • Knowledge in space and facility management.
  • Skill in maintaining an accurate space inventory.
  • Skill in getting agreement on space proposals.
2. Continuously monitor and manage the departmental space and facility needs.

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Human Resources
1201 University Ave., Suite 208
Riverside, CA 92507

Tel: (951) 827-5588
Fax: (951) 827-2672

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