Payroll Title: Financial Services Analyst 2

Job Code: 004627

Job Open Date: April 18, 2024

Application Review Begins: May 3, 2024; open until filled

Department Code (Name): TLRN (OFFICE OF TEACHING AND LEARNING)

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: $27.16 to $31.50/yr.

Full Hourly 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 $27.16 to $46.70/yr. The budgeted hourly range that the University reasonably expects to pay for this position is $27.16 to $31.50/yr.

Work Location: Cheadle Hall - 1117

Working Days and Hours: Monday - Friday; 8:00 am - 5:00 pm

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 Center for Innovative Teaching, Research, and Learning (CITRAL) is a research hub that promotes and supports inclusive, equitable, and just teaching and learning. We collaborate with others to systematically study teaching and learning and develop evidence-based programs and innovations across campus. CITRAL's activities put into practice UCSB Teaching and Learning Initiatives' Collaborative Principles

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:

Under the general supervision of the Assistant Dean for Administration, is responsible for overall coordination of the fiscal operations for the Office of Teaching and Learning (OTL), which includes the Center for Innovative Teaching, Research, and Learning (CITRAL), Office of Instructional Consultation (OIC), ONDAS Student Center, Transfer Student Center, Mentorship Initiatives, Undergraduate Research and Creative Activities. Monitors budgets; prepares cost projections and cost analyses; reviews monthly financial statements and analyzes spending patterns; and oversees payroll. Provides direction and support to department staff regarding accounting procedures and policy areas including purchasing, accounts payable, gift administration, accounts payable, bi-weekly and monthly payroll for UGED and OTL, and other areas as needed. Utilizes and maintains a working knowledge of campus systems including Gateway, Espresso including transfer of expense (TOE), transfer of funds (TOF), FlexCard, Data Warehouse and UCPath. In consultation with Assistant Dean, analyzes and resolves problems and provides input toward maintaining efficiency and accuracy of financial operations for the Office of Undergraduate Education. Remains current with versions of Excel, Word, email, calendaring and other data management and University systems programs. Utilizes thorough working knowledge of University Accounting Policies. Procedures, University Business and Finance Bulletins and Academic Personnel Manuel, and inter/intra-college/department/ program finance policies and procedures as well as policy regarding University audit and reporting requirements, student and faculty, entertainment, travel, purchasing, and reimbursements.

Required Qualifications:

• Bachelor's degree in related area and / or equivalent experience / training.
• 1-3 years of accounts payable and general ledger experience.
• 1-3 years of experience performing moderately complex financial analysis, fiscal management, and financial reports.

Preferred Qualifications:

• 1-3 years of experience working with higher education or government.
• Working knowledge of financial processes, policies and procedures.
• Intermediate knowledge and understanding of internal control practices and their impact on protecting University resources.
• Strong analytical skills, including sound judgement, critical thinking, and decision making skills.
• Strong organizational skills including attention to detail, and the ability to multi-task in a high-volume environment.
• Possess service orientation.
• Ability to function effectively as a member of a team.
• Ability to adapt to changing priorities.
• Skills to provide coaching and mentoring to support staff.
• Strong knowledge of financial data management and reporting systems.
• Proficient in the use of spreadsheet and database software.

Special Conditions of Employment:

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

Job Functions and Percentages of Time:

50% Financial, Administration & Analysis - Provides analysis of financial activities for the Office of Teaching and Learning (OTL), including but not limited to funds for academics, staff, supplies, equipment, travel, entertainment, computing, and conference support. Uses independent judgment, initiative and provides consultation, advice, and resolutions to a wide variety of programmatic, administrative, and fiscal issues. Monitors appropriate usage of UGED and OTL funds and financial support. Meets regularly with Assistant Dean of Administration to review budgetary priorities and commitments. Alerts Assistant Dean when expenses and revenues deviate from baseline expectations. Posts financial transactions to the correct account/fund/sub, processes transfers of funds, and expense and serve as a UCPath Initiator for OTL as necessary. Initiates and processes purchase orders, reimbursements, and lodging, entertainment, travel arrangements related to OTL meetings/events. Reconciles records with official University records, including general ledgers, and all statements and records generated by Accounting and ensures compliance with the University, accounting, and audit principles. Provides direction and support to department staff regarding accounting procedures and policy. Prepares monthly budget status reports, advises Assistant Dean on available fund sources and informs Assistant Dean when problems arise.

25% Payroll/Personnel - Oversees payroll for the Office of Teaching and Learning. The Financial Analyst is responsible for the management of all personnel activities including recruitments within OTL, separations, personal leaves, merits, and promotions in accordance with University policies and procedures and audit requirements. Implements and documents the administrative aspects. Oversees the monthly time reporting and maintenance of timesheets, leave accruals, sick leave, etc., for OTL staff. Using UCPath, Data Warehouse, and GUS, reconciles payroll ledgers and corrects leave balances when necessary. Calculates and tracks projects salaries and reconciles expense projections monthly. Monitors and verifies the accuracy of time reported for OTL. Monitors and tracks appointment end dates and resolves employment-related issues. Provides training on the use of the system including training of supervisors on time card approval. Is responsible for conveying policy and procedural changes and updates to the Assistant Dean of Administration.

15% Academic Personnel - Administers and coordinates the review, analysis, and processing of 12 Academic Coordinator personnel transactions for the Office of Teaching and Learning. Analyst has responsibility for all aspects of the process, from the review of the advertisement to processing the appointment case and reappointment. Has primary responsibility for Academic Coordinator reviews and advancements. Appointment analysis includes assessing resource availability and determining the appropriateness of recommended title and compensation. Provides the AVC of Teaching and Learning with analysis and recommendations on proposed actions. Advises on University and Systemwide policies, procedures, and practices, and ensures conformance with these requirements. Studies complex information, identifies potential problems and analyzes problems to propose options. Ensures documentation is in compliance with UC policies, including criteria in the APM, Red Binder, UC- AFT Memorandum of Understanding

10% Other Duties - Provides support to office leadership on special projects and new initiatives, including compiling relevant data, researching policies and procedures, and providing detailed analyses. Utilizing independently-created templates and other methods gathers and analyzes data and resources in order to create customized "how-to" documents to facilitate staff training on a variety of procedures related to financial administration and personnel/payroll processes. In consultation with the Assistant Dean, develops, streamlines, and implements new and revised processes and training documents related to procedures within the financial unit. Develops and manages on-boarding procedures for all new employees. Creates and maintains desk manual. -Provides training to staff in the department for campus systems (Gateway, Kronos, UC Path, etc.)

Policy on Vaccination Programs:

As a condition of employment, you will be required to comply with the University of California Policy on Vaccinations 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 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 Statement:

UC 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 Accommodations:

The 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 Statement:

Privacy Notification Statement and Notice of Availability of the UCSB Annual Security 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'.