Associate Director of Resources and Operations

Job Summary

Reporting to the College of Science (CoS) Director of Resources and Operations, and working closely with the Executive Director of Moss Landing Marine Labs (MLML), the Associate Director of Resources and Operations, functions with autonomy and provides oversight of the MLML state-side, SJSU Research Foundation (SJSURF) and SJSU Tower Foundation budgets, personnel, and operations. The primary responsibilities include budget and fiscal management, personnel, and operations. This position collaborates closely with the CoS Dean’s office leadership, and provides guidance and advice to the MLML Executive Director and staff on the efficient use of resources to optimize operation, implements college and campus policies, and serves as approving official with delegated authority. The incumbent works with the MLML Executive Director to oversee the administrative activities and facilities for MLML and supervises key personnel who work on a wide variety of events, programs, activities, and special projects as assigned. The incumbent also works broadly with the leadership and staff in the college and adopts Continuous Process Improvement (CPI) to achieve business optimization and enhance the effectiveness of services offered at MLML.

Key Responsibilities

• Performs fiscal analysis related to budgets, funding, and critical projects for all state, federal, SJSURF and SJSUTF (auxiliary) funding. Provides budget solutions, initiates and provides budget tracking improvement as needed. Ensures appropriate spending of state, federal and foundation funds
• Develops and implements processes to audit transactions and resolve discrepancies across accounts
• Prepares reports that outline and clarify the financial position of MLML, including state, federal and auxiliary funding
• Advises the MLML Executive Director with regards to CSU and SJSU policy and procedures related to budget administration. Creates, brainstorms, and reviews proposed budgets, salaries and personnel actions to ensure conformance with established SJSU guidelines and collective bargaining agreements
• Serves a cross functional role as the Appropriate Administrator for multiple staff employees at MLML and as the liaison between MLML and the College, University Personnel, SJSURF and SJSUTF
• Plays a key role in organizational management for MLML. Trains, mentors, coaches’ staff to maximally fulfill their roles. Performs staff performance evaluations, interprets collective bargaining agreements, reports grievances and complaints, executes disciplinary plans, and manages personnel issues in close consultation with the dean’s office and University Personnel
• Updates facility databases (faculty office utilization, classroom, administrative and research space)
• Works with the MLML Executive Director, Dean’s Office Leadership, Office of the Provost and FD&O to manage work orders, deadlines and urgent facilities requests
• Partners with FD&O to ensure MLML space data is accurate and collaborates to perform space utilization analysis and studies

Knowledge, Skills & Abilities

• Ability to communicate with constituents in a professional and respectful manner
• Ability to read, analyze, and interpret common technical concepts, reports, and legal documents
• Ability to develop, recommend, and implement techniques and practices to improve the areas of fiscal and personnel responsibility to ensure optimum performance
• Ability to respond to difficult inquiries or complaints from regulatory agencies or members of the university community
• Ability to communicate effectively with a diverse community of faculty, staff, and students as well as community members to ensure a positive, collaborative culture at MLML and SJSU
• Ability and willingness to engage in robust discussions at MLML and college-level meetings
• Ability to serve all faculty, staff and student workers in the college in a highly efficient manner
• Ability to prepare and effectively present analysis of budget, enrollment, planning and related data as well as information to the campus community
• Ability to identify problems, collect data, establish facts, and draw valid conclusions and interpret a wide range of information and data
• Ability to initiate and implement plans to solve problems and deal with a variety of concrete variables in situations where only limited standardization exists
• Ability to develop and present recommendations for improvement of established processes and practices
• Ability to develop, communicate, and maintain guidelines and procedures to support the functions of MLML and the college, while operating as part of a team
• Demonstrated knowledge of and ability