Financial Services Analyst 3

Position Number: 41189844

Payroll Title: Financial Services Analyst 3

Job Code: 004628

Job Open Date: 7/23/2025

Application Review Begins: 8/7/2025; open until filled

Department Code (Name): PHYS (PHYSICS DEPT)

Percentage of Time: 100%

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

Employee Class (Appointment Type): Staff (Career)

FLSA Status: Exempt

Classified Indicator Description (Personnel Program): PSS

Salary Grade: Grade 21

Pay Rate/Range: The budgeted salary range that the University reasonably expects to pay for this position is $69,500 to $80,000/year. 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 $69,500 to $123,500/year.

Work Location: Hybrid, Broida - 1409

Working Days and Hours: M-F, 8am-5pm

Benefits Eligibility: Full Benefits

Type of Remote or Hybrid Work Arrangement, if applicable: Hybrid expectation of three in person days per week.

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

Department Marketing Statement:

The Physics Department is widely regarded as one of the premier physics departments in the world. UCSB's Physics faculty include two Nobel Laureates, 16 memberships of the National Academies, and a host of award-winning faculty. UCSB's relatively small Physics Department is now ranked among the top 10 graduate programs in the Nation. The complexity of the Department is represented by the provision of a broad set of support services: administrative, student affairs, extramural grant administration, staff support for instructional lecture and laboratory courses, outreach activities, computing services, a machine shop that supports student and faculty research, and a storeroom and purchasing staff that serve many campus departments. To learn more about our department, visit: www.physics.ucsb.edu

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:

The incumbent will serve as a Financial Services Analyst and will be responsible for a wide range of financial and administrative services such as managing faculty funds, serving as the faculty funds analyst for procurement and concur approvals, payroll/HR, policy analysis, effort reporting, and gathering information to assist PIs with the preparation and submission of interim financial reports to various government, state and local sponsors.

Required Qualifications:

• Bachelor's Degree in related area and/or equivalent experience/training.
• 1-3 years of thorough knowledge of financial processes, policies, and procedures.
• 1-3 years of strong analytical and critical thinking skills.
• 1-3 years of strong organizational skills.
• 1-3 years of experience working with financial processes, data management, and reporting.

Preferred Qualifications:

• Thorough knowledge of financial management and reporting.
• Ability to multi-task.
• Effective verbal and written communication skills.
• Solid knowledge of computer applications, and UCSB systems that are used during the course of performing the positions duties.
• Strong judgement and decision-making skills.

Special Conditions of Employment:

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

Misconduct Disclosure Requirement:

As a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; received notice of any allegation or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

"Misconduct" means any violation of the policies or laws governing conduct at the applicant's previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, as defined by the employer. For reference, below are UC's policies addressing some forms of misconduct:

UC Sexual Violence and Sexual Harassment Policy
UC Anti-Discrimination Policy
Abusive Conduct in the Workplace

Job Functions and Percentages of Time:

40% Financial Services Administration - Applies financial services concepts (i.e., accounting, accounts receivable, accounts payable, purchasing, collections and billing), to resolve issues, and prepare business process procedures and policy recommendations. Reviews and approves financial data and transactions. Provides analyses for complex summaries and proposals relative to a diverse range of topics to include new financial procedures and / or services, changes in legal regulations, tax implications, etc. Provides guidance to less experienced team members on financial processing functions which may include accounts payable, accounts receivable, purchasing, recharge billing, travel / entertainment, gift accounting, cashiering and collection. Responsible for reconciliation of general ledgers, maintaining accuracy of information recorded in the accounting system, researching, analyzing and reconciling financial data. Gathers supporting documentation for general ledger entries for all accounts on a monthly basis. Ensures that principal investigators and administrative staff adhere to agency rules governing the appropriateness of expenditures on various forms of funding. Verifies that the charges are allowable and applicable to the funding source. Identifies financial transaction discrepancies and errors on general ledgers and researches and resolves related issues with PIs and applicable staff members. Alerts relevant parties regarding projected overdrafts and may recommend course of action. Prepares transfers of funds per budget allocations and coordinates with departments across campus on fund transfers. Prepares transfers of payroll and non-payroll expense as required. Evaluates cumulative and projected purchases, recharge costs, and salary expenditures to perform budget projections for accounts. Works with Extramural Funds Accounting to prepare and submit invoices to various granting agencies. Maintains current knowledge of university recharge policies and procedures and assist Financial Manager and Academic Business Officer with income and recharge proposal submission including updates and changes to departmental Rate and Recharge packet. Monitors recharges made to unit accounts by other campus units, and other UC campuses. Reviews recharge statements received for appropriateness. Oversees processing of gifts and works with Development to resolve any issues. Responsible for managing PI cost share funds including tracking and reporting cost share to the campus and agencies.

15% Administrative and Operational Management - Creates and develops internal control systems, policies and procedures related to fiscal and operational matters. Reviews, makes recommendations, and prepares draft documentation for the Financial Manager and Business Officer on actions requiring approval or direction. Maintains status reports and provides financial analyses and forecasts. Analyzes, interprets, and makes recommendations regarding applicable campus policies and procedures. Identifies operational problems and, as appropriate, independently resolves the issue or proposes a course of action. Responsible for a wide-range of professional and administrative support activities for day-to-day operational management. Establishes and documents procedures and develops standards to ensure that high services standards and audit requirements are met. Evaluates systems and programs for efficiency, adequacy, and auditability. Compiles and updates procedural materials. Stays up-to-date regarding the implementation of enterprise systems (e.g., financial systems, procurement, payroll, calendaring/email, file shares, etc.). Provides a wide range of high-level management, administrative, analytical, and project support. Manages a variety of projects and activities from conception to completion; including developing, planning, implementing objectives, policies, and procedures.

15% Payroll/Personnel/AP - Serves as a back-up UC Path reviewer of personnel transactions ensuring that all personnel transactions are correct. Adheres to quick turnaround deadlines while maintaining accuracy. Identifies payroll errors and ensures personnel projections in EPM are properly updated. Coordinates and processes payroll expense transfers as required including processing any escalated transfer memos. Manages department effort reporting process with the PIs and BFS, acting as the point of contact for BFS and working with the contracts and grant and personnel units to meet effort reporting deadlines.

15% Procurement, Travel, Entertainment, & Payment Processing - Provides account approval for Gateway requisitions. Acts as a Flexcard approver/allocator and conducts a timely review of all transactions. Reports misuse or fraudulent transactions to the department administrator. Responsible for review of all travel related transactions for accuracy and allowability acts as back up travel approver in Concur. Verifies funding availability and that all travel and entertainment supporting documentation is adequate and accurate. Verifies the allowability and allocability to the funding source provided. Ensures compliance with University policies G-28 and G-13. Provides guidance to less experienced team members on financial processing functions which may include accounts payable, accounts receivable, purchasing, recharge billing, travel, entertainment, gift accounting, and cashier/collections.

15% Financial Reporting and Analysis - Assists in the preparation of basic financial and budget reports and communicates budget and financial information through reports and other methods. Creates and distributes monthly financial reports and prepares other reports as requested. Verifies that all related documentation is in order and audit requirements are met. Researchers and gathers information to assist PIs with the preparation and submission of interim financial reports to various government, state and local sponsors. Documents procedures for financial activities. Participates in moderately complex audits of processes and recommends changes to processes. Ensures that the appropriate internal controls are addressed, maintained and strengthened to protect University resources. Interprets related policies and advises customers accordingly. Collaborates with senior management in order to support operational priorities, changing regulatory and workload conditions, and reorganizational goals. Analyzes impact of new university policies, procedures and systems, and evaluates the needed changes, resources and modifications to procedures to meet both university and department needs. Performs critical analyses of changes and defines implications for departmental operations. Exercises broad knowledge of departmental, campus, and systemwide effects when providing analyses.

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 University of California Policy on Vaccinations - 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 Employment Opportunity:

The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected status under state or federal law.

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