Academic Financial Analyst

Job Posting DetailsPayroll Title: Financial Services Analyst 2Job Code: 004627Job Open Date: 08/26/2024Application Review Begins: 09/11/2024; open until filledDepartment Code (Name): GISP (GLOBAL & INTERNATIONAL STUDIES)Percentage of Time: 100%Union Code (Name): 99 (Non-Represented)Employee Class (Appointment Type): Staff (Career)FLSA Status: Non-ExemptClassified Indicator Description (Personnel Program): PSSSalary Grade: Grade 19Pay Rate / Range: 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 - $48.28/hr. The budgeted hourly range that the University reasonably expects to pay for this position is $28.07 to $28.96/hr.Work Location: Social Sciences & Media Studies - 2010Working Days and Hours: M-F; 8am - 5pmBenefits Eligibility: Full BenefitsSpecial InstructionsFor full consideration, please include a resume and a cover letter as part of your application.Department Marketing StatementUCSB Global Studies is an established interdisciplinary department focused on preparing students to be active global citizens. Our curriculum provides a broad background in world history, politics, culture, and economy that will equip students to “think globally” and prepare them for the challenges of the 21st century. Our talented and diverse faculty have knowledge of multiple regions of the world, are interested in global integration of ideas, and are committed to using global thinking to transform world problems.We have a robust and growing undergraduate major with over 800 majors. UCSB’s Master of Arts (MA) in Global Studies is an innovative two-year degree program, which provides hands-on interdisciplinary research training. Alumni from our MA program have gone on to build meaningful careers in civil-society work, including media, socially responsible business, government, environmental protection, policy-research, economic development, local and international NGOs, education, law, and academia. Our PhD Program is a stand-alone degree (approximately 5-6 years), the first of its kind at a Tier-1 Research University in the United States, and the first within the University of California system. It provides a unique interdisciplinary degree for students who wish to study global issues such as conflict, immigration, human rights, environmental sustainability, global cultures, diasporas, and development from an interdisciplinary perspective.Benefits Of BelongingWorking 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 UCBrief Summary Of Job DutiesUnder the general supervision of the Business Officer, the Chair of Global Studies, the financial analyst is responsible for assisting in the financial management of departmental funds, contracts and grants, endowments and gifts. Researches, analyzes, and reconciles financial data, including payroll and general ledgers, endowments, grants, and state funds. Monitors and analyzes expenditures and spending patterns, and advises faculty of proper university guidelines regarding financial matters. Prepares budgetary projections. Maintains accuracy of information recorded in the accounting system as well as the shadow system. Prepares regular and custom financial reports and performs statistical analyses as requested by the program manager. Coordinates purchasing and payroll for the department. Also manages the department's faculty recruitment activities including search plans and online applications and helps process passports for visiting scholars using the OISS International Scholar Dossier. Requires knowledge of UCSB accounting policies and procedures, including payroll, external funds, grants, flexcard and corporate card and reimbursements for travel, research, and entertainment. Experience using UCPath, Kronos, Data Warehouse, General Ledger, Gateway, Espresso, Travel, Excel, OISS ISD, and UC Recruit. Must work independently and act with sound judgment and confidentiality, anticipate job requirements, prioritize and coordinate multiple complex tasks with interruptions while able to meet deadlines.Required Qualifications• Thorough knowledge of financial processes, policies and procedures.• Thorough knowledge of financial data management and reporting systems.• Strong proficiency in the use of spreadsheet and database software.• Strong interpersonal skills, analytical skills, service oriented, active listening, critical thinking, attention to detail, ability to adapt to a changing and high volume environment, organizational skills, effective verbal and written communication skills, sound judgement and decision making, ability to develop original ideas to solve problems.• Bachelor’s degree in related area and / or equivalent experience / training.Preferred Qualifications• 1-3 years of experience in UC accounting and procedures.• Familiarity with UCSB systems such as Gateway, Espresso, Concur and UCPath.• Familiar with UC policies and procedures regarding financial and budgetary transactions.• Thorough knowledge and understanding of internal control practices and their impact on protecting University resources.Special Conditions Of Employment• Satisfactory conviction history background check• UCSB is a Tobacco-Free environmentJob Functions And Percentages Of Time30% Financial Management: Department Accounts - Responsible for assisting in the financial management of all departmental funds and maintaining the accuracy of information recorded in the financial system. Reconciles and analyzes financial data, including payroll, endowments, grants, and state funds. Monitors and analyzes expenditures and spending patterns, and advises faculty of proper university guidelines regarding financial matters. Responsible for monitoring, projecting, and reconciling financial activity of all departmental transactions including complex budgetary analyses of many active accounts. Ensures general ledgers and payroll ledgers are reconciled with internal financial accounting system, monitors balances and expenditures for appropriateness, prepares cost projections and cost analysis for all departmental funds. Prepares regular financial reports for faculty and MSO. Recommends for approval all transactions related to travel, reimbursements, purchasing and recharges to faculty and MSO. Establishes departmental financial procedures to ensure audit compliance. Maintains current knowledge of university and federal travel policies and procedures. Working directly with MSO, prepares all applicable departmental accounts for fiscal close, generates carry-forward requests and submits to Accounting.20% Financial Management: Gifts, Endowments, Grants - Endowments, Gifts, and Donations: The department oversees external gifts for the Orfalea Foundation gift funds, the Center for Sikh and Punjab, student aid funds, and three faculty endowed professorships as well as various donor funds and other donations throughout the year. The financial analyst is responsible for post award administration of all intramural and extramural awards/gifts, including tracking expenditures, re-allocating funds between subs per appropriate guidelines and advising faculty on the appropriateness of expenditures. The analyst insures that all award administration meets CAS guidelines. Prepares or supervises the preparation of all forms and related approvals for financial transactions, including honoraria. Provides budgetary analysis of gift funds for short and long-term planning. Responsible for initiating and maintaining tracking systems to monitor all purchases, recharges, travel, entertainment, supplies, payroll, journal support, research and other expenses against gift and endowment funds. Is also responsible for financial status reports on all gifts and awards. Contracts and Grants: Responsible for financial accounting and auditing of department contract and grant awards; advises on appropriate salaries and fringe benefits, supplies & expenses, equipment, travel and other special items as related to the research project. Develops revised budget proposals, renewals, continuations and supplements. Interprets award documentation and advises PIs on appropriate financial matters such as allowances for equipment purchases, equipment maintenance contract services, travel policies governed by both the agency and the University and policies and procedural matters such as transfer of funding for expenses not specified in the project. Responsible for keeping informed of and applying current awards processing procedures. Sets up contract and grant awards. Establishes and maintains accounting records for all intra and extramural contract and grants and subcontracts. Reconciles ledgers on research accounts and provides MSO and principal investigators with monthly financial status and progress reports. Assists with closing out awards.20% Events - Assists with the weekly Colloquium series sponsored by the Orfalea Foundation, including travel reimbursements and booking flights for guest speakers, booking and processing hotel payments, processing honorariums, and coordinating catering. Also assists Grad Advisor with grad events and faculty workshops by (booking flights), booking and processing hotel payments, catering and travel reimbursements.15% Academic Recruitment - Academic Recruitment and Visa Processing: Responsible for managing the department's faculty recruitment activities. As directed by the MSO, develops and processes recruitment ads placed in journals including the ad text and purchase orders. Manages receipt of incoming on-line applications; creates and maintains data base of applicants for reporting affirmative action data. Assists in the preparation of the "Summary of Recruitment" activities for submission to the Dean's and the Equal Opportunity offices for approval. Works closely with interview candidates to coordinate transportation, lodging, ground travel. Develops interview itineraries and the timely reimbursement of all recruitment expenses per UC policies and procedures. Responsible for all aspects of the appointment process including coordination of startup funding requests, visa applications, removal expenses, etc. Also processes visas for visiting scholars on behalf of the department using the OISS International Scholar Dossier system.10% Purchasing - Manages the purchasing functions for the department. Serves as primary "buyer". Advises academic and staff employees on all aspects of purchasing policies and requirements. Maintains knowledge of extramural agency policies & UC procedures and indirect purchasing cost related to funding sources. Responsible for verification of available funds. Prepares all high value requisitions and maintenance agreements with vendors. Works directly with vendors on supply and equipment items, annual service agreements, special orders, etc. Advises the MSO of any outstanding issues with vendors and any problematic issues related to purchasing. Provides cost analysis and comparison bids for other than routine purchases. Serves as departmental liaison with Purchasing, Equipment Management, Business Services, and outside vendors. Establishes and maintains vendor blankets on departmental, grant, endowment and gift funds. Oversees the LSIT IUC process and maintains department inventory of equipment. Provides training and guidance to new users for Gateway (on-line e-commerce). Troubleshoots a wide variety of purchasing issues and provides solutions and problem solving on complex matters to department personnel.5 % Other - Serves as backup UCPath Initiator. Serves as back-up reviewer for online travel and reimbursements processed by department staff. Trains and oversees work of financial student assistant workers. Serves as backup UCPath Initiator. Maintains department files and online forms for accounting and faculty. Updates social media and website as necessary. Responsible for special assignments including special reports and other projects as needed. Functions as back-up to other staff and to MSO. May perform other essential duties as assigned.UC Vaccination Programs PolicyAs 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 StatementUC 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.Reasonable AccommodationsThe 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 StatementPrivacy Notification Statement and Notice of Availability of the UCSB Annual Security Report DisclosuresApplication 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'.