Financial Analyst

Payroll Title: Financial Services Analyst 2

Job Code: 004627

Job Open Date: 10/28/2024

Application Review Begins: 11/13/2024; open until filled

Department Code (Name): LSAA (LETTERS & SCIENCE ACADEMIC ADVISING)

Percentage of Time: 100%

Union Code (Name): 99 (Non-Represented)

Employee Class (Appointment Type): Staff (Career)

FLSA Status: Non-Exempt

Classified Indicator Description (Personnel Program): PSS

Salary Grade: Grade 19

Pay Rate/Range: The budgeted hourly range that the University reasonably expects to pay for this position is $28.07 to $34.48/hr. Salary offers are determined based on final candidate qualifications and experience; the budget for the position; and the application of fair, equitable, and consistent pay practices at the University. The full hourly range for this position is $28.07 to $48.28/hr.

Work Location: Cheadle Hall - 1117

Working Days and Hours: Monday - Friday, 8:00 am - 5:00 pm

Benefits Eligibility: Full Benefits

Type of Remote or Hybrid Work Arrangement, if applicable: Hybrid (Both UC & Non-UC locations)

Special Instructions:

For full consideration, please include a resume and a cover letter as part of your application.

Department Marketing Statement:

The mission of Undergraduate Education is to foster student success and educational excellence at UC Santa Barbara. We assist students with achieving their academic goals by sharing knowledge and also by partnering with students to analyze their options at UCSB and beyond. We aim to be an indispensable resource to connect students with great opportunities and the many sources of support at UCSB that are essential for student success.

Benefits of Belonging

Working at UC means being part of this vibrant institution that shines a light on what is possible. People make UC great, and UC recognizes your contributions by making this a great place to work. Excellent retirement and health are just one of the rewards. Learn more about the benefits of working at UC

Brief Summary of Job Duties:

Under the general direction of the Assistant Dean of Administration, the analyst will provide professional financial management and human resource services for staff and academic appointees within the Office of Undergraduate Education (UGED) and the Division of Undergraduate Education (LSAA). Administer and coordinate complex fiscal budgeting and administration enabling the departments to maintain fiscal integrity and control. Perform high-level budget/resource analyses and prepare monthly financial reports for AVC/Dean and administration, utilizing robust analytical tools. Develop data management tools and provide comprehensive management of departmental database. Performs complex budget/resource analysis for forecasting and preparing comprehensive administrative and financial reports. Independently researches, interprets, applies and clarifies University policies and procedures for the functional areas assigned. Reviews and reconciles campus financial transaction detail reports to actual expenditure documentation on a monthly basis using proper campus financial systems ensuring accuracy and compliance with all agency and university policies and procedures. Prepares and processes budget and expense transfers as needed. Provides direct administrative and organizational support to the AVC/Dean, and senior staff of the Undergraduate Education Division.

Required Qualifications:

• Bachelor's degree in related area and / or equivalent experience / training.
• 1-3 years of experience with computer applications, such as Microsoft word, excel and PowerPoint, and any other related financial software.
• 4-6 years of experience developing budgets and financial forecasts.
• 4-6 years of experience in a finance or accounting role within a large complex organization.
• Broad knowledge of financial analysis and reporting techniques; human resources and risk management planning; and/or accounting and payroll.
• Strong organizational skills.
• Ability to adapt to changing priorities.
• Acute attention to detail.
• Excellent written and oral communication skills.
• Significant experience with Microsoft applications and substantial knowledge and use of Excel, spreadsheets and financial data bases.

Preferred Qualifications:

• 1-3 years - Ability to perform financial, policy and data analysis.
• 1-3 years - Comprehensive knowledge of financial analysis and accounting experience.
• 1-3 years - Financial & Payroll Processing.
• 1-3 years of experience in a higher education administrative, student services, or academic role.
• Broad knowledge of the organization's processes, protocols and procedures with a focus on budget, account and fund management and/or personnel management under labor contract(s) and personnel policy.
• Knowledge of University of California policies and procedures related to accounting, budgets, payroll, and Procurement.

Special Conditions of Employment:

• Satisfactory conviction history background check
• UCSB is a Tobacco-Free environment

Job Functions and Percentages of Time:

• 55% Financial, Administration & Analysis - Under the direction of the Assistant Dean, provides effective management, and quality control over the Office of Undergraduate Education and Division of Undergraduate Education financial and business affairs. Uses professional concepts. Applies organizational policies and procedures to resolve a variety of issues. Works on problems of limited to moderate scope where analysis of situations or data requires a review of a variety of factors. Prepares, forecasts and monitors expenditures within the Office of Undergraduate Education and Division of Undergraduate Education operating budget in line with fiscal priorities and long-range planning. Maintains budgetary accountability and controls. Responsible for the design, development, implementation of financial shadow systems and electronic spreadsheets to track appropriations, expenditures, and account balances. Prepare, organize, and communicate to all department stakeholders about the implementation of the new campus Financial Management System. Maintains comprehensive knowledge of various departmental fund sources to ensure accuracy and integrity of transactions for each fund and project type. Disseminates monthly budget reports on a timely basis. Independently identifies errors, organizes supporting documentation, and performs corrections. Implements, monitors, and evaluates departmental financial systems and procedures. Evaluates campus and system wide policies and procedures to assess impact on departmental programs and goals. Analyzes reports, studies, documents, and creates executive summaries and outlines. Initiates and originates reports for detailing changes. Provides guidance and administrative support using knowledge of University policies and procedures in the areas of purchasing, entertainment, travel, payroll, fund accounting, internal controls, accounts payable, record retention and other areas as needed. Utilizes various campus systems such as Gateway, Kronos, UCPath, Data Warehouse, Concur, and Espresso including Transfer of Expense, Transfer of Funds and FlexCard. Orders office supplies and equipment using campus procurement system. Prepares and finalizes all aspects of the fiscal closing process including transfer and accrual of funds; provides final summaries of expenditures and identifies patterns or trends for long-term planning. Assists other department managers in training and orientation of support staff to ensure compliance with policies governing expenditures and allowable costs. Uses independent judgement, initiative and provides consultation, advice, and resolution to a wide variety of programmatic, administrative, and fiscal issues.
• 30% Payroll/Personnel - Oversees payroll for the Office of Undergraduate Education and the Division of Undergraduate Education, the Financial Analyst is responsible for the management of all personnel activities including recruitments, separations, personal leaves, merits and promotions in accordance with University policies and procedures and audit requirements. Posts, projects, and reconciles payroll and benefits on all funding sources. Ensures adequate funding is available for all hires, and alerts management and faculty of any budgetary concerns before deficits occur. Serves as primary UCPath initiator for all staff appointments. Ensures proper employee and supervisor set-up in Kronos online timekeeping system. Processes payroll adjustments in UCPath as needed for late and retroactive payments. Ensures time-reporting via Kronos is accurate. Trains employees and supervisors on the Kronos system. Tracks work-study expenditures and individual allocations. Stays current with changes in payroll and work study rules, regulations, and processes; attends training sessions and meetings as needed.
• 5% Academic Personnel - Administers and coordinates the review, analysis, and processing of all temporary academic personnel transactions for the Office of Undergraduate Education and Division of Undergraduate Education. Included titles are Academic Coordinators, Guest Lecturers, Emeriti recalled to active duty, and without salary appointments. Analyst has responsibility for all aspects of the process, from review of the advertisement to processing the appointment case and reappointment. Has primary responsibility for Academic Coordinator reviews and advancements. Appointment analysis includes assessing resource availability and determining the appropriateness of recommended title and compensation. Provides the AVC/Dean of Undergraduate Education with analysis and recommendations on proposed actions. Advises on University and System-wide policies, procedures, and practices, and ensures conformance with these requirements. Studies complex information, identifies potential problems, and analyzes problems to propose options. Ensures documentation is in compliance with UC policies, including criteria in the APM, Red Binder, UC-AFT Memorandum of Understanding.
• 10% AVC/Dean Administrative and Organizational Support - Using independent judgment, provides administrative, analytical, and organizational support to the Associate Vice Chancellor/Dean on various special and ongoing projects. Accesses multiple, complex databases, and programs. Develops understanding of travel and entertainment policy. Arranges complex travel and entertainment for the AVC/Dean including system-wide and international travel. Works with senior staff to determine information and preparation needed for AVC/Dean's meetings and appointments. Maintains and prioritizes complex calendars and arranges meetings, conferences, and appointments which require coordination of multiple schedules and facilities. Routinely handles highly confidential material with discretion. Oversees timely receipt and distribution of correspondence, reports, and responses to inquiries for AVC/Dean. Coordinates deadlines for projects and information responses. Creates and maintains mailboxes for divisional mailing and updates phone lists. Disseminates departmental mail as necessary. Maintains inventory control of various aspects of the office ranging from general office supplies to keys and office equipment. Researches background material, communicates with applicants verbally, electronically, and in writing. Provides information to committee members and arranges meetings.

UC Vaccination Programs Policy:

As a condition of employment, you will be required to comply with the University of California Policy on Vaccinations Programs. As a condition of Physical Presence at a Location or in a University Program, all Covered Individuals* must participate in any applicable Vaccination Program by providing proof that they are Up-to-Date with any required Vaccines or submitting a request for Exception in a Mandate Program or properly declining vaccination in an Opt-Out Program no later than the Compliance Date (Capitalized terms in this paragraph are defined in the policy.). Federal, state, or local public health directives may impose additional requirements.

For more information, please visit:

* UC Santa Barbara COVID-19 Information - https://www.ucsb.edu/COVID-19-information
* University of California Policy on Vaccinations - With Interim Revisions - https://policy.ucop.edu/doc/5000695/VaccinationProgramsPolicy

*Covered Individuals: A Covered Individual includes anyone designated as Personnel or Students under this Policy who physically access a University Facility or Program in connection with their employment, appointment, or education/training. A person accessing a Healthcare Location as a patient, or an art, athletics, entertainment, or other publicly accessible venue at a Location as a member of the public, is not a Covered Individual.

Equal Opportunity/Affirmative Action Statement:

UC Santa Barbara is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status.
For the University of California's Affirmative Action Policy, please visit: https://policy.ucop.edu/doc/4010393/PPSM-20.
For the University of California's Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination.

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