Financial Analyst

Job Code: 004627

Job Open Date: 1/19/2024

Application Review Begins: 2/5/2024; open until filled

Department Code (Name): PSYC (PSYCHOLOGICAL & BRAIN SCIENCES)

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 19

Hiring/Budgeted Hourly Range: $27.50 to $30.00/hr.

Full Salary 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 salary range for this position is $27.16 to $46.70/hr. The budgeted hourly range that the University reasonably expects to pay for this position is $27.50 to $30.00/hr.

Work Location: Psychology East - 1807

Working Days and Hours: M-F; 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 Department of Psychological and Brain Sciences has cultivated a strong tradition of empirically based teaching and research in contemporary experimental psychology including cognition and the perceptual sciences, developmental and evolutionary psychology, neuroscience and behavior and social psychology. The contracts and grants and financial unit is a fast-paced, dynamic environment that provides a broad set of services. Staff members take pride in providing high-quality service and creating a strong working relationship with our diverse clientele.

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:

Provides analytical support in the fiscal administration of departmental and extramural accounts in Psychological and Brain Sciences, under the general supervision of the contracts and grants/financial manager. Responsibilities include general ledger and payroll reconciliation, managing all purchasing functions for the department, processing necessary financial transactions and reimbursements utilizing the full suite of campus financial systems. Responsible for monitoring financial expenditures to ensure they are appropriate and allowable and adhere to applicable extramural regulations and university policies. Acts as liaison with faculty, staff, students, researchers, vendors, central offices and other offices as needed to resolve issues related to the financial unit.

Required Qualifications

• Bachelor's degree in a related area or equivalent experience and/or training.
• Knowledge of financial processes, policies and procedures.
• Strong knowledge of financial accounting, analysis and reporting techniques.
• Proficiency in use of spreadsheet and database software.
• Strong interpersonal skills, analytical skills, service orientation, critical thinking, attention to detail, ability to multitask, organization skills, and sound judgment and decision making.
• Ability to function effectively as a member of a team.
• Knowledge and understanding of internal control practices.
• Possess attention to detail and the ability to assess and adjust priorities while balancing a high-volume workload.

Preferred Qualifications

• Experience with fund accounting.
• Understanding of research administration guidelines of federal and non-federal sponsors supporting research and education activities.

Special Conditions of Employment:

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

Job Functions and Percentages of Time:

40% Procurement Administration - Utilizing in-depth knowledge of campus purchasing policies and procedures, responsible for independently coordinating and managing purchasing for department and multiple centers and programs using approved campus purchasing systems. Conducts funding checks for purchasing to ensure there are sufficient funds for requested transactions. Evaluates purchasing requests to ensure funds are available and allowable under university and agency guidelines. Responsible for overseeing and coordinating a high volume and wide variety of types of purchase orders and contracts on multiple funding sources (department, gift, extramural and others as required). Reviews, analyzes and ensures all expenditures are appropriate and allowable on fund sources; researches and prepares documentation including vendor forms for purchasing as required, and acts as the first point of contact with campus buyers. Consults regularly with faculty regarding unusual requests, appropriate business processes, completion of required purchasing paperwork, answers questions and resolves complex issues. Manages purchasing of controlled substances (Class I-IV) per campus and audit policy; ensures appropriate documentation including DEA licenses are correct and comply with DEA requirements for purchasing of controlled substances. Organizes invoices for payment, audits purchase orders against invoices to ensure accuracy. Ensures all liens are appropriately funded in departmental accounting systems. Responds to internal audit requests from Business and Financial Services on expenditures, ensuring expenditures are allocated to correct accounts, and prepares paperwork for monthly audits. Provides training to all department personnel on use of campus purchasing systems. In conjunction with unit managers, provides expert support on systems implementation for campus conversions to new financial systems.

35% Financial Administration and Coordination - Utilizes sound knowledge of accounting principles, budget analyses, and accounting systems to monitor analyze and report fiscal activities on all departmental accounts. Sets up financial portion of new projects in departmental and campus financial systems; establishing spending authorizations and recharge accounts with other campus departments. Reconciles monthly general and payroll ledgers. Is responsible for resolving discrepancies that appear on the monthly variance lists. Assesses expenditures for compliance with accounting standards and adherence to agency regulations. Works directly with faculty to resolve issues. Identifies unusual or uniquely complex issues and works closely with the contracts and grants/financial manager and personnel manager to determine and implement best course of action. Researches and resolves ledger discrepancies. Must be very proactive regarding payroll reconciliation and understanding campus benefits rates as they relate to specific employment types. Responsible for independently managing all financial transactions for department. Posts all expenditures and liens in departmental accounting system. Identifies when financial transfers and journals are necessary and prepares appropriate documents for completion. Reviews and analyzes documentation for travel reimbursements, reimbursement requests, and cash advances for human subject payments, internal recharges from campus units, check deposits, subcontract payments as well as others as required and ensures appropriate paperwork is accurately prepared. Is very knowledgeable of campus and UCOP policy and procedures governing travel, entertainment and reimbursement policy. Provides assistant and interpretation of policy to departmental faculty, staff, and students. Audits all reimbursement requests to ensure adherence to policy and procedures and acts as liaison with Business and Financial services staff to resolve issues as they arise. Must be able to independently determine appropriateness of financial expenditures and make recommendation/decision on how to manage using multiple campus financial systems and UC policy and procedures. Consults with faculty, staff and students to resolve issues and solve problems related to all financial transactions and resolves issues while ensuring compliance with regulations.

25% Proposal Coordination and Preparation - Under the general supervision of the contracts and grants manager serves as an intermediary resource person between departmental faculty and professional researchers and the Office of Research and various private, state and federal granting agencies. Primarily responsible for proposal preparation and ensures all proposals meet agency and UC guidelines prior to submission to Sponsored Research Office. Advises faculty and researchers on non-technical issues addressed in proposals. Determines appropriate proposal format submission logistics and procedures for proposals with faculty, researchers, collaborators and subcontracts. Implements and maintains budget preparation, proposal forms, and logs, updates current and pending support for proposals. Coordinates acceptance, compliance, and reporting requirements with faculty, researchers and subcontracts. Monitors agency deadlines; tracks and initiates communication to faculty and researchers regarding proposal deadlines. Schedules proposal submission timelines to ensure adherence to deadlines set by the Office of Research and agencies. Works with faculty to complete required annual reporting for extramural funding as required by agencies; provides faculty with data to complete reports, tracks reports and ensures all deadlines are met. Provides back up support to C&G manager on all contracts and grants issues.