University of California - Santa Barbara
Finance and Events Analyst
University of California - Santa Barbara, Santa Barbara, California, us, 93190
Overview
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. Responsibilities and Job Functions
65% Financial Administration and Analysis
- 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. 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 and Compliance
Misconduct disclosure requirements apply as described in the posting. The final candidate will be required to disclose certain past administrative or judicial decisions involving misconduct, and related information as part of the employment process. See the posting for details. Application Details
For full consideration, please include a resume and a cover letter as part of your application. 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 the UCSB jobs site 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 and Security:
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".
#J-18808-Ljbffr
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. Responsibilities and Job Functions
65% Financial Administration and Analysis
- 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. 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 and Compliance
Misconduct disclosure requirements apply as described in the posting. The final candidate will be required to disclose certain past administrative or judicial decisions involving misconduct, and related information as part of the employment process. See the posting for details. Application Details
For full consideration, please include a resume and a cover letter as part of your application. 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 the UCSB jobs site 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 and Security:
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".
#J-18808-Ljbffr