Payroll Title: Financial Services Analyst 2

Job Code: 4672

Job Open Date: 01/16/24

Application Review Begins: 01/31/24; open until filled

Department Code (Name): MATH (Mathematics)

Percentage of Time: 100%

Union Code (Name): 99 - Non-Represented (PPSM)

Employee Class (Appointment Type): PPS

FLSA Status: Non-Exempt

Salary Grade: 19

Hiring/Budgeted Hourly Range: $27.50 - $32.93/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 - $46.70/hr. The budgeted hourly range that the University reasonably expects to pay for this position is $27.50 - $32.93/hr.

Work Location: South Hall 6607

Working Days and Hours: M-F; 8am - 5pm

Benefits Eligibility: Full Benefits

Special Instructions: For full consideration, please include a resume and a cover letter as part of your application.

Department Marketing Statement:

The Department of Mathematics serves the UCSB campus by providing service courses for students taking mathematics as a requirement for a non-math major, a full list of upper-division courses for our math majors and a wide variety of graduate courses that bring our graduate students closer and closer to the cutting-edge research of our top-notch permanent faculty who have received numerous honors and awards. To give you a sense of scale, the Mathematics Department has more than three dozen faculty members working in subfields that cover a broad spectrum of modern mathematics, half a dozen visiting assistant professors, more than 60 graduate students, and over 1,300 math majors and pre-majors

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 and why You Belong at UC.

Brief Summary of Job Duties

Under general supervision, the Financial Analyst is responsible for the full spectrum of financial administration, including but not limited to reconciling the general ledger and payroll expense reports; analyzing expenditures and spending patterns; pre-award and post-award administration, proposal preparation and budgets; preparing monthly financial reports for review by PIs, and the Business Officer. Maintains knowledge of University accounting policies, contract/grant policies, funding agencies, including related policies and procedures for payroll, travel, and purchasing. Ensures a high standard of customer service and professionalism in the office

Required Qualifications

• Bachelor's degree in a related area or equivalent experience and/or training.
• Working knowledge of financial processes, policies, and procedures.
• Proficiency in the use of spreadsheets and database software.
• Effective verbal and written communication skills.
• Attention to detail and ability to multi-task in a high-volume environment.
• 1-3 years of comprehensive knowledge of financial analysis and accounting experience.
• 1-3 years of accounts payable and general ledger experience.

Preferred Qualifications

• 1-3 years of experience working in a college or university setting.
• Experience with UC policies, practice and systems related to financial management.
• Knowledge of UCSB systems (Gateway, Flexcard, UC path, Espresso Applications, Concur).
• Experience with academic administration, preferably within UC.

Special Conditions of Employment

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

Job Functions and Percentages of Time:

Financial Administration and Analytical Duties 50%

Responsible for monitoring, projecting, and reconciling financial activity of extramural and departmental funds. On a monthly basis, audits and reconciles extramural and departmental funds to the campus general ledger and payroll ledger. Analyzes costs on extramural funds for allowability and appropriateness. Initiates adjusting expense entries as appropriate by using the applicable university online systems and forms. Utilizes computer-based financial tools (Data Warehouse, Online GL, ORBiT, GUS, and Excel) to conduct financial analyses and produce reports. Produces monthly financial statements which involves preparing cost projections, reviewing and examining fiscal transactions for appropriateness and consistency, monitoring spending patterns and producing graphical and statistical reports on request. Consults with PIs in short-term and long-range planning on awards. Utilizes project budgets, award data sheets, and OMB standards (A-21 and A-110) to provide advice to PIs to determine whether a cost is considered allowable, reasonable and allocable. Prepares and submits other fiscal reports as required, including but not limited to cost share reports, effort reporting, etc. Ensures day-to-day and monthly financial activities are completed to the highest quality. Duties include but are not limited to ensuring all employees are paid on correct funds sources, all overdrafts are cleared, and purchase orders and reimbursements are processed in a timely manner. Manages financial transactions via the department shadow system, GUS. Meets regularly with the Business Officer to review the department's budgetary priorities and commitments, provides financial models for planning purposes, makes independent judgments and alerts the Business Officer when expenses deviate from baseline expectations or are approaching budget allocations. Acts as authorized approver for reimbursements by reviewing and ensuring proper UC and external funding agency budget compliance, policies and guidelines are met. Ensures a high standard of customer service and professionalism in the office.

Contract & Grant Administration 30%

Independently manages all contract and grant administration for the department including proposal preparation, pre-award and post-award administration. Ensures that all proposals meet agency and UC guidelines prior to submission. Advises PIs on budgets and non-technical issues addressed in proposals and recommends course of action. Determines appropriate proposal format submissions logistics and procedures for proposals with multiple PIs, collaborators and subcontracts. Coordinates the acceptance, compliance, auditability and reporting requirements with the subcontractor and Office of Research. Researches, monitors and publishes agency deadlines, and tracks and initiates communication to PIs regarding proposal deadlines. Schedules preparation and submission timelines to ensure the Office of Research and agency deadlines are met. Initiates status checks on pending proposals and continuations, renewal and new awards. Advises PIs on options regarding advance start-up of award. Implements and maintains computerized budget preparation, proposal forms and logs. Updates the PI's current and pending support for proposals. Sets up new awards in the department's shadow system, GUS. Maintains comprehensive files and related documentation for transactions after posting to ensure audit standards. Keeps PIs up-to-date on research opportunities available with federal agencies, UC programs, and various private sectors. Responsible for coordinating the close out of all contracts and grants, submitting close memos to Extramural Accounting, and submitting other final reports to sponsoring agencies as required. Advises on any current financial trends and recommends appropriate strategies and problem-solving solutions. Using knowledge of UCOP and local campus financial policies, procedures, and cost-accounting standards, interprets these policies and provides guidance to PIs. Ensures that department financials are in compliance and audit ready. Maintains award and proposal record keeping systems including short-term and long-term statistical and fiscal report requests. Serves as intermediary and resource person between the Office of Research, campus academic department, other campuses and institutions and various private, state, and federal granting agencies for the PIs.

Purchasing 15%

Serves as buyer on Gateway Purchasing System for all Math Department purchases. Works with faculty and staff to facilitate or oversee purchase transactions. Ensures that proper backup documentation is maintained, that proper approvals have been obtained, that expenses are allowable, allocable and that funds are available. Provides cost analyses and obtains comparison bids for other than routine purchases. Establishes and updates vendor blankets. Tracks equipment inventory. Serves as liaison between the Purchasing Office and Math staff on Gateway use and troubleshooting, and provides feedback on features, programming, and purchasing issues.

Other Duties 5%

Supervise Data Entry student employee. Serves as Department Safety Representative (DSR). Coordinates implementation of safety programs and ensures staff and faculty are informed and trained on health and safety issues. Acts as liaison with EH&S Department and maintains safety binder and bulletin boards. Serves as the department contact for day-to-day operational problems within the department and places service requests with facilities management as needed. May perform other duties in support of the Financial Unit, the Business Officer and/or the Chair.

UC Vaccination Programs Policy - With Interim Revisions

As a condition of employment, you will be required to comply with the University of California Policy on Vaccination Programs - With Interim Revisions.*

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

*Note: The Policy on Vaccination Programs - With Interim Revisions was updated effective August 16, 2023. A systemwide review of this policy will take place in Fall 2023 with an expected issuance/effective date in early 2024.

** 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 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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