Finance and Events Analyst

University of California - Santa BarbaraSanta Barbara, CA, United States

25 days ago

Job type

Full-time

Part-time

Job description

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Job ID

81065

Location

UCSB Campus

Full / Part Time

Full Time

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Job Posting Details (External)

Position Number : 40136496

Payroll Title : FINANCIAL SVC ANL 2 CX (004754)

Job Code : 004754

Job Open Date : 9 / 9 / 25

Application Review Begins : 9 / 24 / 25

Department Code (Name) : PASC (PHELPS ADMIN SUPPORT CENTER)

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 : STEPS

Pay Rate / Range : The budgeted salary range that the University reasonably expects to pay for this position is $30.75 to $33.95 / 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 the position is $28.07 to $48.28 / hr.

Work Location : Phelps Hall - 4206

Working Days and Hours : Monday-Friday, 8am-5pm (some early evenings)

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 Phelps Administrative Support Center (PASC) at the University of California, Santa Barbara (UCSB) provides administrative services for faculty and students in the departments of French & Italian, Germanic & Slavic Studies, and Spanish & Portuguese, and the programs of Comparative Literature and Latin American & Iberian Studies. This position is responsible for financial matters and events for the departments and programs in PASC, ensuring that the mission and goals of each department are met with attention to detail and effectiveness. We value diversity in expertise, backgrounds, needs, and experiences.

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 direction of the Financial and Events Manager, is responsible for financial matters and processes for the departments and programs that the PASC serves, as well as the PASC Departmental Operating Budget. Manages payroll reconciliation and audits general ledgers. Projects and monitors expenditures across all funding sources. Interprets policy and advises faculty, staff, and students of proper university guidelines regarding policies for personnel, purchasing, entertainment, events, and travel. Analyzes expenditures and spending patterns, resolves discrepancies. Participates in fiscal closing, budget projections, and financial planning. Administers and coordinates employment activities and processes personnel actions for faculty, staff, and students via the UCPath System. Serves as primary UCPath initiator for all staff and selected academic appointments, including requesting position control numbers and initiating the funding entry. Ensures proper employee and supervisor set-up in Kronos online timekeeping system. Ensures data integrity and compliance with University, Federal, agency, and union policies. Maintains current knowledge of University policies and procedures of Accounting, Travel, Purchasing, and Business Services on all fund sources. Demonstrates flexibility in learning, interpreting, and adapting new policies and procedures. Demonstrates effective organizational skills. Works collaboratively with others in a team environment and maintains effective communication with faculty, staff, students, and other campus personnel.

Required Qualifications :

Bachelor's Degree in a related area and / or equivalent experience / training.
1-3 years Working knowledge of financial processes, policies, and procedures
1-3 years Proficiency in the use of spreadsheet and database software.
Must be detail-oriented with a high degree of accuracy.
Strong interpersonal skills, service orientation, active listening skills, critical thinking, sound judgment, and decision-making.
Analytical skills to conduct analysis and develop recommendations for unit management.
Must be able to function effectively as a member of a team and interact professionally with a wide range of campus units on behalf of the PASC.

Preferred Qualifications :

Solid knowledge of Kronos, Concur, and Procurement Gateway.

Experience using a financial shadow system, online time-keeping system (preferably Kronos), Concur, and online purchasing system (preferably Gateway)

Strong knowledge of financial data management and reporting systems.

Ability to apply and interpret campus and system-wide academic personnel and workforce administration policies and procedures.

Ability to handle multiple, often conflicting tasks in a high-volume environment, with frequent interruptions.

Special Conditions of Employment :

Satisfactory criminal 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 :

65% Financial Administration and Analysis - ADMINISTRATION Ensures all departmental and extramural expenditures are properly supported and documented. Ensures that the department is in compliance with all University and audit guidelines and is always audit-ready. Generates alerts when expenses or revenues deviate from baseline expectations or may exceed budget allocations. Processes transfer of funds and transfer of expenses, adhering to university policies and procedures. Creates process maps and manuals to document procedures. ANALYSIS : Analyzes data and prepares financial reports as requested by the Financial and Events Manager of PASC. Projects and monitors expenditures across all funding sources, including departmental, income / expense accounts, Academic Senate funds, various gift and donor accounts, and a variety of other accounts. Identifies errors, performs corrections and adjustments, and resolves discrepancies. Monitors budgets for inconsistencies and projects patterns of spending to avoid deficits. Develops and implements payroll management and tracking systems utilizing Excel, campus programs, and other applications to accurately analyze, manage, and reconcile multiple payroll, benefits, and associated funding records. Manages all financial activity on PASC accounts, reconciles PASC financial records with general and payroll ledgers monthly. Responsible for the monthly audit of the general ledgers of the departments / programs and journals that the PASC serves, ensuring that all expenses are allowable and appropriate for individual accounts

5% Purchasing - Serves as primary "buyer" for PASC departmental procurement actions. Advises faculty on all aspects of purchasing policies and requirements. Verifies funding availability and obtains approvals prior to placing orders. Sets up new account strings and authorizations. Enters purchase requisitions and vendor blankets via Gateway. Ensures accuracy and completeness of all data. Serves as primary FlexCard approver for all FlexCard transactions. Orders office supplies on an as-needed basis.

5% Travel - Uses knowledge of all University and federal regulations governing travel, per diem, entertainment, and honoraria, and maintains knowledge of current Academic Senate regulations to advise faculty and graduate students on the use of research and travel funds. Serves as liaison between the traveler, Academic Senate, and Travel Accounting to ensure that upon completion of travel, reimbursement vouchers are prepared within the required time frame and that travelers and vendors are paid promptly.

10% Events - Utilizes and updates event trackers created by the Financial and Events Manager to coordinate all aspects of event planning, including : room reservation, catering, travel coordination, and assistance on the day of an event. Reports to the Financial and Events Manager on the status of events.

10% UCPath Transactions - Serves as Primary Workforce Administration Initiator using the online UCPath System for all staff, work-study, and selected student employment actions. Monitors budgets and verifies adequate funding for the projected employment period before processing UCPath actions. Initiates all necessary employment forms for a variety of academic, staff, and student personnel once approval is received. Ensures all employment documents are complete and processed in a timely manner and tracks employment packets through the various stages to ensure that the employee will be paid on time. Creates and maintains personnel files, adhering to the University records disposition. Generates employment and separation documentation for all departmentally funded limited staff and student employees and academic personnel to ensure compliance with UC policy. Tracks work-study expenditures and individual allocations, and advises students and faculty of status. Maintains current knowledge of federal work study rules and regulations, attending training sessions and meetings, as needed. Advises and collaborates with departmental staff to resolve compensation and employment issues. Coordinates with intra- and inter-campus entities to correct errors, resolve issues, and make updates to UCPath as necessary. Trains employees and their supervisors on the Kronos system and UCPath. Performs work using a high level of sensitivity and confidentiality regarding employee pay, leaves, and personal matters.

5% Miscellaneous Duties - Provides support to the PASC office, including, but not limited to, receiving guests at the front desk, distributing mail, maintaining copiers daily with supplies, copier troubleshooting, and initiating service calls. Maintains the current desk manual.

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.

Reasonable Accommodations :

The University of California endeavors to make https : / / jobs.ucsb.edu accessible to any and all users. If you would like to contact us regarding the accessibility of our website or need assistance completing the application process, please contact Katherine Abad in Human Resources at 805-893-4664 or email katherine.abad@hr.ucsb.edu . This contact information is for accommodation requests only and cannot be used to inquire about the status of applications.

Privacy Notification Statement

Privacy Notification Statement and Notice of Availability of the UCSB Annual Security and Fire Safety Report Disclosures

Application Status : If you would like to check the status of your application, please log into the Candidate Gateway where you applied and click on 'my activities'.

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Finance Analyst • Santa Barbara, CA, United States