Business Operations Analyst - 141746

UC San Diego is a student-centered, research-focused, service-oriented public institution recognized as one of the top 15 research universities worldwide. Founded by Nobel laureates and members of the National Academy of Sciences, the School of Physical Sciences has played a central role in the university's rise to national and international prominence. The school comprises five departments: Chemistry; Biochemistry and Molecular Biophysics; Mathematics; Physics; and Astronomy & Astrophysics. The Department of Astronomy & Astrophysics is a new and growing department offering a Ph.D. program as well as B.S. degrees in Astronomy & Astrophysics and Astrophysical Sciences.

Reporting to the Chief Administrative Officer (CAO), the Business Operations Analyst serves as a lead representative of the Department of Astronomy & Astrophysics (A&A) Business Office, contributing to the effective and efficient administration of department operations. In collaboration with the CAO, Department Chair, and department leadership, this position develops, implements, and evaluates administrative and financial procedures to ensure operations support the department's research and academic mission. Functional responsibilities include business office operations, program budget management, facilities and space logistics, procurement and reimbursement, and the development of standard operating procedures. The position gathers and analyzes financial and operational data to provide reports and recommendations that support decision-making, resource management, and short- and long-range planning.

This position manages budgets for programs assigned by the CAO, including the department colloquium and seminar program, affiliated student organizations, and space and facility upgrades. The incumbent supervises undergraduate student staff, delegates to and trains the department's administrative assistants, and partners with the fund manager team to ensure compliance with university, state, and federal requirements. The position works routinely with faculty, researchers, students, visitors, and campus partners, and requires strong judgment, discretion, and the ability to manage confidential matters and competing priorities in a fast-paced academic environment.

• Bachelor's degree in related area and / or equivalent experience / training.

• Experience planning and managing recurring programs or event series, including budget, logistics, and vendor coordination.

• Experience with purchasing, including managing records related to purchases made with university procurement cards.

• Knowledge of University rules and regulations, processes, protocols and procedures for budget, accounting and fund management, and / or personnel management

• Ability to use sound judgment in responding to issues and concerns. Demonstrated analytical and problem-solving skills with the ability to independently research, interpret, and apply policy.

• Solid communication and interpersonal skills to communicate effectively with all levels of staff verbally and in writing. Solid writing skills and control of standard English, including grammar, spelling, and punctuation usage, to compose, edit and finalize business reports and correspondence.

• Solid organizational skills and ability to multi-task with demanding timeframes. Ability to work with a high level of attention to detail, including the ability to work independently, effectively prioritize own work, to track action items and deadlines for self and others, and to prompt others when action is needed. Demonstrated initiative and follow through to accurately and efficiently complete assignments and projects.

• Working knowledge of common organization-specific and other computer application programs.

• Ability to use discretion and maintain confidentiality.

• Experience working in a fast-paced research setting with responsibility for supporting a diverse group of individuals with fiscal and administrative responsibilities.

• Proven ability to develop, analyze, and carry out program and project objectives in support of organizational goals. Ability to research, gather, and organize information from various sources to produce clear and concise reports and analyses.

• Interpersonal skills including verbal and written communication, active listening, critical thinking, and persuasiveness skills. Ability to communicate ideas, thoughts, complex problems, and one's position clearly and concisely. Ability to interact with tact and diplomacy with individuals from a variety of backgrounds and organizational levels, ability to defuse anger and constructively handle complaints, ability to be flexible, to work collaboratively, and to listen well and engender trust.

• This will be a hybrid position, with 3 days in-person and 2 days remote.

• Job offer is contingent upon satisfactory clearance based on Background Check results.

• Occasional evenings and weekends may be required.