Financial & Business Operations Analyst

Payroll Title: FINANCIAL SVC ANL 2

Job Code: 4627

Job Open Date: 10/29/24

Application Review Begins: 11/14/24

Department Code (Name): DOST (DEAN OF STUDENTS)

Percentage of Time: 100

Union Code (Name): CX - Clerical/Admin

Employee Class (Appointment Type): Staff: Career

FLSA Status: Non-Exempt

Classified Indicator Description (Personnel Program): PSS

Salary Grade: 19

Pay Rate/Range: The budgeted salary range that the University reasonably expects to pay for this position is $28.07 - $33.12/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 salary range for this position is $28.07 - $48.28/hr.

Work Location: Student Resource Building - 1100A

Working Days and Hours: Monday - Friday, 8:00 am to 5:00 pm, occasional evening and weekend hours

Benefits Eligibility: Full

Type of Remote or Hybrid Work Arrangement, if applicable: Hybrid work schedule will be considered after the probationary period has been completed and as long as hybrid arrangements are approved by the Division of Student Affairs. The University has the authority to change or revoke hybrid scheduling with reasonable notice. Incumbent must be available to be in the office as requested or full time should operational needs require it.

Special Instructions:

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

Department Marketing Statement:

The Division of Student Affairs advances the education, research, and service mission of the University by providing programs and services that contribute to students' academic achievement, personal development, well-being, and success. As dedicated, compassionate, and collaborative professionals, we cultivate lifelong leaders and learners who recognize and appreciate the dignity of individuals and communities.

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 and why You Belong at UC.

Brief Summary of Job Duties:

This position is responsible for complex financial processing as part of the Student Affairs Business and Administrative team. Serves as a key member to the Student Resource Building Operations Team and Governance Board. Under the general supervision of the Financial & Operations Manager, develops reporting for the budgeting, analysis, and documentation of numerous programs and various funding, payroll, income accounts, grants/award, gift funds, recharge accounts, as well as campus accounting and procurement services. Conducts ongoing analysis of funding and key control measures and provides timely analysis of financial and administrative policies and procedures, and staff matters to the directors of each unit as well as to the Director for Budget & Administration. Provides support for the fiscal close operations of departments. Independently develops appropriate business procedures and best practices with procurement, and financial processes ensuring that departments are in compliance with University Business & Financial policies. Audits and oversees payment processing and general ledger reconciliation. Analyzes and interprets new campus business processes and provides recommendations to the directors. Provides training and support to administrative staff and managers for business processes and policies and procedures.

Required Qualifications:

• Bachelor's degree in related area and / or equivalent experience / training
• 1-3 years Experience in finance or related field
• Ability to use sound judgment in responding to issues and concerns
• Strong analytical skills, critical thinking, organizational skills, and attention to detail
• Ability to perform tasks independently and within a team environment
• Ability to use a high level of confidentiality, sensitivity, and professional judgment
• Solid communication and interpersonal skills to communicate effectively with all levels of staff verbally and in writing
• Strong service orientation and active listening skills
• Ability to multi-task with demanding timeframes and to adapt to changing priorities
• Proficiency in the use of spreadsheet and database software
• Knowledge and understanding of internal control practices and their impact on protecting University resources

Preferred Qualifications:

• Experience working in Student Affairs/ Knowledge of Student Affairs guidelines
• Knowledge of University of California policies
• Experience with budgeting and financial forecasting
• Experience utilizing campus financial systems
• Experience with cash handling and banking

Special Conditions of Employment:

• Occasional evening and weekend hours may be required
• Mandated reporting requirements of Child Abuse
• UCSB Campus Security Authority under Clery Act
• Satisfactory criminal history background check
• UCSB is a Tobacco-Free environment

Job Functions and Percentages of Time:

55% Financial Analysis/ Management/Reporting - Serves as a member of the Student Affairs Business & Administration Team. Under the general direction of the Financial & Operations Manager: Exercises in-depth and comprehensive knowledge of university policies and procedures related to accounting and purchasing; assesses problems and reports on such matters as allowable expenses, policy compliance, audit issues and communicates these to the Financial & Operations Manager. Supports the maintenance of backup documents and files. Assists in ensuring that the appropriate internal controls are addressed, maintained, and strengthened to protect University resources. Researches, analyzes, and recommends appropriate actions to resolve issues concerning financial transactions, exceptions to policy, and interpretations of policy. Constantly evaluating opportunities to optimize resources and efficiency. Researches and recommends sources of budgetary savings, to multiple constituents. Reconciliation: Responsible for the monthly reconciliation of the general ledger, resolves complex financial discrepancies when they arise. Identifies financial errors, performs or assigns corrections and adjustments and resolves discrepancies. This includes processing financial transfers and journals. Ensures that all payments have appropriate approval. Maintains electronic reports of annual financial report for both annual tracking and multi-year budget comparison, supports preparing annual operational budget projections, costs, data and trend analyses, carry forward projections and account balances for fiscal and program closeout and assists Financial & Operations Manager creating reports for final review by the Director for Budget & Administration. Assists with fiscal close, new fiscal year set up, and budget projections. Tracks expenditures using a shadow financial system. Evaluates spending patterns and fund balances. Ensures expenditures are within budget allocations. Responsible for management of Concur processing for multiple departments. Serves as knowledge and training resource for Concur and Connexxus related travel set up, requests and report creation. Provides analytical support with travel and entertainment reimbursement requests, ensuring compliance with university and divisional policies. Provide guidance and training for policy and procedure to travelers, users needing reimbursements and employee delegates working through the Concur application. Engages in team discussions regarding innovation of processes and procedures.

20% Student Resources Services - Under the direction of the Associate Dean of Student of Student Life, serves as a key member of the Student Resource Building (SRB) Operations Team. Acts as an advisor on the SRB Governance Board and works with the officers to schedule and prepare monthly meetings. May create agendas for meetings. As part of the Operations Team is responsible for effective communication with all building community users and occupants as needed. Keeps occupants abreast of operational issues, as necessary. Provides monthly and quarterly budget and maintenance reports and analysis. In collaboration with the Operations Team, Building Manager, CFO, and Director of Budget & Administration responsible for financial planning of the asset renewal plan. In coordination with the team, determines and establishes a plan for building priorities and long-term building maintenance. Collaborates with Operations Team to provide analysis of existing space utilization and advises on short- and long-term space requirements to meet current and projected needs. Develops space usage reports, specifies furniture and equipment changes in use of existing and new space. Periodically conducts analyses of all functional areas to assure effective and efficient operations. In coordination with the team acts as back up for the assignment and management of all SRB access key cards to the main entrances of the building as needed; completes regular audits to verify proper staff member access; and interfaces with Facilities Management to update building door schedules and troubles system issues. Responsible for processing requisition orders for supplies and services, and for accounts payable. Applies policies and procedures as appropriate.

20% Procurement Services - Under the guidance of the Financial & Operations Manager, performs procurement functions for the Student Affairs Business & Administration team. Knowledgeable of Federal, UC, and Divisional policies and procedures regarding purchasing and receipt for goods and materials, assuring department compliance. Works with the Student Affairs Business & Administration team to analyze and resolve complex or unusual problems in procurement. Researches and obtains all incomplete information and details not provided by the requester. Collaborates with the Student Affairs Business & Administration Team to maintain a detailed manual on purchasing and invoicing procedures. Flexcard Serves as the primary Flexcard Reviewer and is responsible for reviewing transactions in a timely manner. Responsible for ensuring that the FlexCard is used appropriately by Cardholders. Verifies backup on all Flexcard transactions to ensure compliance with both campus and departmental policy. Builds and maintains strong working relationships with department and campus partners. Ensures high quality of customer service in communicating regarding billing and invoicing problems to internal staff. Gateway Has substantial knowledge of UCSB Procurement Gateway system to serve as the Department Buyer. Responsible for verifying all data submitted: funding source, object codes, commodity codes, restricted items, and purchasing guidelines.

5% Other Duties - Under the guidance of the Director for Budget and Administration, undertakes special projects or research for the Business & Administration Team defining and analyzing issues, formulating solutions, making recommendations and carrying projects to completion. Leads and initiates projects in the administrative area deemed to further office goals. Collaborates with other departments and campus partners to improve efficiency and promote service.

UC Vaccination Programs Policy

As a condition of employment, you will be required to comply with the University of California Policy on Vaccination 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:

UC Santa Barbara COVID-19 Information

University of California Policy on Vaccinations

* 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 more information:

University of California's Affirmative Action Policy

University of California's Anti-Discrimination Policy

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