Financial Analyst

Payroll Title: Financial Analyst 2

Job Code: 007708

Job Open Date: 10/28/24

Application Review Begins: 11/13/24; open until filled

Department Code (Name): SASC (SOUTH HALL ADMIN SUPPORT CENTER)

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 20

Pay Rate/Range: The budgeted hourly range that the University reasonably expects to pay for this position is $30.56 to $35.00/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 $30.56 to $53.45/hr.

Work Location: South Hall 3431C

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

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 South Hall Administrative Support Center (SASC) provides administrative services for the departments of English, Linguistics, Philosophy, the English for Multi-Lingual Students Program (EMS), and the Writing Program, in the College of Letters & Science's Division of Humanities and Fine Arts. It includes Academic Services and Student Services units.

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:

As a member of the South Hall Administrative Support Center (SASC), and under the general supervision of SASC's Academic Personnel & Financial Services Manager, the Financial Analyst administers all financial activities for the Department of English. Processes monthly review and reconciliation of ledgers, providing timely reporting, identifying and initiating corrective actions, and ensuring compliance with University, Federal, and State accounting policies and procedures on all transactions. In collaboration with management, establishes best practices for procurement, payroll, record retention, and accounts payable functions. Funds administered include a variety of state operating funds, gifts, endowments, fellowships, and grants. Processes gifts and monitors endowment accounts. Advises faculty on policies and procedures that govern the full range of accounting processes, gift and award administration, and academic and staff payroll. Responsible for assisting faculty with logistical arrangements and all financial aspects of conferences, colloquiums, seminars, and events.

Required Qualifications:

• Bachelor's degree in related area and / or equivalent experience / training.
• 1-3 years Comprehensive knowledge of financial analysis and accounting experience.
• 1-3 years Accounts payable and general ledger experience.
• Working knowledge of financial policies, practices, and systems.
• Ability to gather reasonably retrievable information to organize, and perform basic financial analysis assignments.
• Demonstrated ability using spreadsheet and database software for moderately complex financial analysis, fiscal management, and financial reports.

Preferred Qualifications:

• 1-3 years of experience working in a college or university setting.
• Demonstrated ability using organizational skills to multi-task in a high volume environment. Demonstrated interpersonal skills at all levels within the unit; excellent service orientation and thinking skills; and attention to detail.
• Intermediate knowledge and understanding of internal control practices and their impact on protecting University resources.
• Demonstrated ability to effectively present information verbally and in writing clearly and concisely.

Special Conditions of Employment:

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

Job Functions and Percentages of Time:

60% Financial Analysis - Provides financial analysis and oversight of operational, programming, gift, endowment, and research funds for the Department of English and its affiliated multidisciplinary centers. Utilizes knowledge of accounting principles, fund and cost center accounting, budget analyses, and automated accounting systems to monitor, analyze and report financial activities for department funds. Reconciles general ledgers, researches, analyses and maintains accuracy of information in GUS, retains financial documentation in the cloud, and ensures compliance with University, Federal, and State accounting policies and procedures on all transactions. In collaboration with management, establishes best practices for procurement, payroll, record retention, and accounts payable functions. Makes adjustments to budgets as the need arises. Researches and proposes solutions to problems that arise and initiates fund transfer cost transfer adjustments as necessary, ensuring all transfers are in compliance with university policies. Provides monthly reporting on all financial accounts to the manager, director, chair, center directors, endowed chairs, and faculty. Ensures the department is audit-ready at all times. Uses financial tracking systems, GUS and Excel, to monitor budgets and avoid overdrafts. Researches and resolves discrepancies on accounts. Coordinates and tracks financial support of start-up, retention, conference, and research funds for faculty, including timely close-out reports for all conferences. Works closely with other campus units on jointly-sponsored events. Works with the manager on carry-forward requests, ensuring sufficient documentation is on file for all requests. Prepares year-end closing of all projects in the shadow system, and sets up new projects each fiscal year. Uses analysis of historical expenses and projected expenses to set up annual budgets and advise faculty and management of spending patterns. Stays up-to-date on all relevant financial policies and practices, and advises faculty and staff as requirements change. Serves as department liaison to the Division of Humanities & Fine Arts, Office of Research, ISBER, the Academic Senate Committee on Research, the Interdisciplinary Humanities Center, the UCSB Foundation, and other campus units as necessary. Works with the SASC financial group on complex matters and serves as a back-up to other staff as needed in supporting all departmental fiscal activity. Assists with special projects and assignments as needed.

20% Gift & Award Administration - Manages all activity on gift and endowment funds for the Department of English. Provides budgetary analysis of gift funds for short- and long-term planning including tracking expenditures, and re-allocating funds between subs per appropriate guidelines. Advising faculty and graduate students on the appropriateness of expenditures, governing policies for Academic Senate grants, and Instructional Improvement grants. Ensures compliance with current UC policies and agency requirements on all expenditures. Taking into account each fund's annual payouts works directly with the fund administrator on establishing budgets each fiscal year. Ensures that all transactions meet campus and UC guidelines, and adheres to the fund record sheet for each fund. Prepares all forms and secures necessary approvals for financial transactions. Prepares UDEVs for new gifts as they're received. Creates new accounts as needed for new gifts and initiatives. Provides reports to the Office of Development and the UC Foundation as requested. Responsible for the management of all intra- and extramural awards. Tracks expenditures and provides financial status reports on all awards, including fellowship and research proposals, as requested. Submits close-out reports to faculty and campus funding units. Provides additional support to other SASC departments as needed.

10% Payroll Administration - 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 the primary payroll preparer for the department's hourly staff. Ensures all employment documents are completed and processed in a timely manner. Tracks employment packets through various stages and ensures employees will be paid on time. Responsible for advising faculty on hiring students, limited, and career employees on research funds, including the cost of benefits, vacation and sick leave accrual policy, and separation issues. Monitors the hiring of foreign employees and ensures compliance with visa regulations. Responsible for time reporting, timecard reconciliation, and corrective payroll actions. Acts as liaison with the Financial Aid office for work-study students. 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.

10% Procurement and Purchasing - Serves as the primary buyer for the department. Advises academics and staff on all aspects of purchasing policies and requirements. Maintains knowledge of procurement policies and procedures, equipment retirements, sole-source bidding, and indirect purchasing costs related to funding sources. Responsible for verification of available funds. As the primary FlexCard cardholder for the department initiates department-specific purchases directly and ensures they're allocated to the correct funding sources. Follows up with vendors and BFS when needed. Responsible for online entry of purchase requisitions through Gateway, ensuring accuracy and completeness of all data and required approvals. Manages Gateway contracts and purchase orders from initiation through final payment. Quickly addresses any issues that arise in order to keep the process moving. Communicates with impacted parties on the status of Gateway transactions as needed. Ensures all 10backup documentation is on file and audit-ready at all times. Communicates with vendors on supply and equipment items, annual service agreements, special orders, etc. Acts as departmental liaison with Purchasing, Equipment Management, Business Services, Central Stores, and vendors. Acts as a Delegate in the Concur system to process and review all travel, entertainment, and business expense reimbursements.

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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