Description
Job Posting Details
Payroll Title: FINANCIAL SVC ANL 2 (or 3)
Job Code: FSA2 (004627) FSA3 (004628)
Job Open Date: 4/19/23
Application Review Begins: 5/3/23
Department Code (Name): RESD
Percentage of Time: 100
Union Code (Name): 99 - Non-Represented (PPSM)
Employee Class (Appointment Type): Staff: Career
FLSA Status: Non-Exempt FSA2 (004627); Exempt FSA3 (004628)
Salary Grade: 19 (Financial Services Analyst 2); 21 (Financial Services Analyst 3)
Hiring/Budgeted Salary or Hourly Range:
Financial Services Analyst 2: $27.16 to $30.86/hr.
Financial Services Analyst 3 : $67,990 to $78,450/yr.
Full Salary Range: Salary offers are determined based on final candidate qualifications and experience; the budget for the position; and application of fair, equitable and consistent pay practices at the University. The full hourly rate for the Financial Services Analyst 2 is $27.16-$46.70/hr. The full salary range for the Financial Services Analyst 3 position is $67,200-$119,600/yr.
Work Location: Hybrid - Cheadle Hall & Remote
Working Days and Hours: Monday-Friday, 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 Profile
The Office of Research (OR) enhances the mission of the university by supporting research with these activities: fostering and enabling research development; disseminating information on extramural funding opportunities; soliciting and accepting contracts and grants in support of research; administering Organized Research Units (ORUs); and coordinating and supporting various research compliance committees.
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
This role supports a wide range of financial and administrative services for a department, unit or college, or a combination of these. This includes general ledger reconciliation, procurement, payroll/HR, policy analysis, reimbursements and payment processing, and/or assistance in preparation and submission of interim financial reports to various government, state and local sponsors. This position will provide support to one or more units in support of the Financial Management Modernization (FMM) project and Oracle Financials Cloud (OFC) implementation.
Preferred Qualifications
- Bachelor's Degree
- 1-3 years Thorough knowledge of financial processes,
policies, and procedures (Research Administrator 2). - 3-5 years Thorough knowledge of financial processes,
policies, and procedures (Research Administrator 3).
Special Conditions of Employment
- Satisfactory conviction history background check
- UCSB is a Tobacco-Free environment
Job Functions/Percentage of Time/Duties
30% Financial Management
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. Prepares transfers of non-payroll expenses as required. Evaluates cumulative and projected purchases, recharge costs, and salary expenditures to perform budget projections for accounts. Creates and distributes monthly account reports. Prepares other reports as requested. Verifies that all related documentation is in order and audit requirements are met. Researches and gathers information to assist PIs with the preparation and submission of interim financial reports to various government, state and local sponsors. Works with Extramural Funds Accounting to prepare and submit invoices to various granting agencies. Maintains current knowledge of university recharge policies and procedures and assists MSO with 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 completion of cost share reporting, working with the personnel unit to update all effort reports accordingly.
Financial Services Analyst 3: Will be expected to do all of the above with more in-depth knowledge and experience in the field, more independence and authority to act, and handling more complex situations independently. Provides financial services analysts with leadership and mentoring in all aspects of responsibilities including allowability and allocability of all expenditures. Has signature authority on all accounts.
25% Procurement
Financial Services Analyst 2: Acts as the Procurement Analyst and manages a unit's purchasing activities, including purchasing and receiving. Acts as Department Buyer. Acts as Flexcard Holder and Allocator and ensures all purchases are compliant with University policy, the appropriate funding source is being used, and documentation is adequate. Validates incoming shipments, resolves any issues with the shipment and processes outgoing shipments, including international shipping processing that can involve exports requiring special licenses. Provides leadership, training, and assistance to unit's clients in the use of electronic procurement system Gateway, including setting up authorizations and spending levels. Serves as liaison between PIs/Researchers and Procurement Services.
Financial Services Analyst 3: Will be expected to do all of the above with more in-depth knowledge and experience in the field, more independence and authority to act, and handling more complex situations independently. Provides account approval for Gateway requisitions on departmental accounts. Acts as the FlexCard Approver and conducts a timely review of all transactions. Reports misuse or fraudulent transactions to the department administrator.
15% Payroll/Personnel/AP
Financial Services Analyst 2: Prepares, processes, researches, and analyzes (bi-weekly and/or monthly) payroll rosters, personnel/payroll actions, new hires and volunteer paperwork, re-appointments, time reporting, leave reporting, separation and payroll adjustments utilizing UCRecruit, APFolio, UCPath, Kronos, and GUS. Assists with processes for recruitment and appointment of international scholars including complex preparation of various visa requests. Coordinates the call and process for Graduate Student Researchers (GSFR), including input of quarterly fee payments (GSFR/GUS). Ensures compliance with payroll personnel systems, verifies pre-approvals, edits and procedural actions. Primary contact for Kronos, electronic timekeeping (end-user training) and UC Path. Ensures personnel projections are properly updated in department account shadow system. Coordinates payroll expense transfers as required. Coordinates the recruitment, appointment, and merit and promotion cases, summer salary call, and other special personnel/payroll projects for academic employees.
Financial Services Analyst 3: Will be expected to do all of the above with more in-depth knowledge and experience in the field, more independence and authority to act, and handling more complex situations independently. Responsible for overseeing and managing payroll for all department personnel.
10% Travel, Entertainment, & Payment Processing
Financial Services Analyst 2: Acts as the Travel Analyst and manages unit's travel and entertainment actions, including serving as Delegate Preparer in Concur, when necessary. 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. Ensure compliance with University Policies G-28 and G-13. Prepares and processes all other payment requests, including miscellaneous Form-5 and memberships, wires and drafts. Posts transactions to accounting system, when back-up is needed.
Financial Services Analyst 3: Will be expected to do all of the above with more in-depth knowledge and experience in the field, more independence and authority to act, and handling more complex situations independently. Responsible for review of all travel-related transactions for accuracy and allowability and acts as backup to Travel Coordinator. Serves as Backup Approver in Concur system.
15% Policy Analysis and Business Solutions
Financial Services Analyst 2: Responsible for procedures and their adherence to SAS 112 requirements, Cost Accounting Standards, and OMB 2 CFR Federal Register. Establishes priorities and controls workflow in financial area. Participates in the training of staff and student assistants for financial services area. Assist with the implementation of new or changing university policies, business processes and systems. Works with central campus offices to interpret policies and identify issues needing clarification. Ensures tasks are all complete and provides guidance and hands-on assistance, as needed. Documents process and procedures for financial activities. Responsible for knowledge of new rules or regulations from federal agencies regarding senior/key personnel. Special projects as requested by management and/ or unit Director.
Financial Services Analyst 3: Will be expected to do all of the above with more in-depth knowledge and experience in the field, more independence and authority to act, and handling more complex situations independently. Provides oversight of daily operations and large-scale projects including monitoring progress and ensuring deadlines will be met. Collaborates with senior management in order to support operational priorities, changing regulatory and workload conditions, and organizational goals. Works closely with the MSO in the hiring of staff, establishment of training, productivity, and development goals, and contributes to the evaluation of performance of team members. 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. Provides senior management with critical analyses of changes and defines implications for the institute's operations. Exercises broad knowledge of departmental, campus, and systemwide effects when providing analyses to managers. Leads the implementation of new (or modification of existing) systems and procedures, especially those with high impact and requiring running systems in tandem for several months. Recommends innovative solutions and facilitates collaboration and feedback from unit personnel. Responsible for training unit staff and serves as a resource by providing technical expertise in policy, procedure, operations, and online systems. Responsible for ensuring overall consistency in implementation of policies through training endeavors. Provides and creates communication and training materials for the department and broader community.
5% Miscellaneous
Financial Services Analyst 2: Other duties as assigned.
Financial Services Analyst 3: Will be expected to do all of the above with more in-depth knowledge and experience in the field, more independence and authority to act, and handling more complex situations independently.
Vaccinations Programs – Including SARS-COV-2 (COVID-19)
As a condition of employment, you will be required to comply with the University of California Policy on Vaccinations Programs – With Interim Amendments. 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 Amendments https://policy.ucop.edu/doc/5000695/VaccinationProgramsPolicy
- August 5, 2021 California Department of Public Health (CDPH) Order (Heath Care Worker Vaccine Requirement) https://www.cdph.ca.gov/Programs/CID/DCDC/Pages/COVID-19/Order-of-the-State-Public-Health-Officer-Health-Care-Worker-Vaccine-Requirement.aspx
* Covered Individuals: A Covered Individual includes anyone designated as Personnel, Students, or Trainees 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 Statement
UC Santa Barbara is an Equal Opportunity/Affirmative Action Employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law.
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