Job Details

Finance Analyst

Position Number: 6082415
Location: Santa Barbara, CA
Position Type: Business - Finance

Finance Analyst

University of California Santa Barbara

Job Posting Details

Position Number: 40078113

Payroll Title: Financial Services Analyst 2 CX

Job Code: 004754

Job Open Date: 03/13/2025

Application Review Begins: 03/28/2025; open until filled

Department Code (Name): ENMT (MATERIALS DEPARTMENT)

Percentage of Time: 100%

Union Code (Name): CX (Clerical)

Employee Class (Appointment Type): Staff (Career)

FLSA Status: Non-Exempt

Classified Indicator Description (Personnel Program): PSS

Salary Grade: STEPS

Pay Rate/Range: The budgeted hourly range that the University reasonably expects to pay for this position is $28.07 to $34.17/hour. 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 $28.07 to $48.28/hour.

Work Location: Engineering II - 1355

Working Days and Hours: M-F, 8:00am - 5:00pm

Benefits Eligibility: Full Benefits

Type of Remote or Hybrid Work Arrangement, if applicable: Hybrid (Both UC & Non-UC locations) This position may work fully in-person, but a hybrid schedule is an option if desired after successful completion of the probationary period, or sooner if approved by the supervisor.

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

Department Marketing Statement:

The Materials Department at UC Santa Barbara was conceptualized and built around one central precept: that research is most effective in a collaborative, multidisciplinary academic environment. The approach has proved to be a Department hallmark. At UC Santa Barbara Materials, collaboration and collegiality are the norm and education is paramount. Our world-class faculty offers accredited programs leading to a Doctor of Philosophy (Ph.D.) in Materials. In addition to providing a wealth of research and educational opportunities in these areas, the Department offers an array of cross-cutting courses that cover the conceptual foundations of the field: the principles governing the growth and evolution of materials, the techniques used for characterization of the structure and properties of materials, and computational methods that enable precision materials design and analysis. The Materials Department is deeply committed to supporting a diverse cohort of students and researchers, and encourages and mentors students from all backgrounds to develop as scholars and professionals. The Department adheres to the University of California Diversity statement that underscores the importance of educating a diverse population. The Department is well aware that diverse research teams improve our ability to innovate and solve problems effectively.

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:

Finance Analyst performs financial analysis for 150+ account-funds in operational/research/gift/endowment funds with expenditures in excess of $22 Million, handles all posting, reconciling and correction action in the General Ledger, provides monthly reporting on all financial accounts, tracks and maintains all commitments from College. Oversees financial administration for 8 income & recharge centers, and timely billing for all internal and external users. Tracks all gift and award administration, serves as primary Procurement buyer for the department, and handles equipment inventory.

Required Qualifications:

Bachelor's Degree or equivalent experience / training.
1-3 years of administrative work experience in an office setting.
1-3 years of financial support experience including fund accounting, expense processing, and budget reporting.

Preferred Qualifications:

Less than 1 year of accounts receivable or accounts payable experience.
1-3 years of experience reconciling a general ledger.
Excellent communication and writing skills.
Working knowledge of financial processes, policies and procedures.
Proficiency in the use of spreadsheets and data software.
Works collaboratively as a member of a team.
Intermediate knowledge and understanding of internal control practices and their impact on protecting University resources.
Strong interpersonal skills, analytical skills, service orientation, active listening, critical thinking, attention to detail, ability to multi-task in a high volume environment, organization skills, effective verbal and communication skills, sound judgement and decision making.
Excellence customer service skills when speaking with residents and vendors
Computer literacy, Word, Excel, Outlook.
Understanding written sentences and paragraphs in work related documents.

Special Conditions of Employment:

Satisfactory conviction history background check
UCSB is a tobacco-free environment

Misconduct Disclosure Requirement:

As a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; received notice of any allegation or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

"Misconduct" means any violation of the policies or laws governing conduct at the applicant's previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, as defined by the employer. For reference, below are UC's policies addressing some forms of misconduct:

UC Sexual Violence and Sexual Harassment Policy
UC Anti-Discrimination Policy
Abusive Conduct in the Workplace

Job Functions and Percentages of Time:

60% Financial Analysis - Provides financial analysis and oversight of operational, research, gift, and endowment funds in the Department of Materials with annual expenditures in excess of $22 Million. Possess in-depth knowledge of all 150+ account-funds administered for the department. Monitors all financial expenses; processes monthly review, posting and reconciliation of the departmental ledger; provides timely reporting; identifies and initiates corrective actions on a monthly basis; and ensures compliance with University, Federal, and State accounting policies and procedures on all transactions. Provides monthly reporting on all financial accounts to the Finance Manager, Business Officer, Chair, and PI. Independently analyzes and prepares monthly start-up/retention cost recovery for Financial Manager's review/approval; submits approved cost recovery to the College; updates internal records to track balances in these accounts; verifies balances with College on a regular basis. Provides balance updates to PIs and answers questions regarding start-up/retention account balances and pending issues. Provides online GUS access to new faculty and meets to train on the use of GUS online. In collaboration with management, establishes best-practices for procurement, record retention, and accounts payable functions. Uses financial tracking systems (GUS/ Excel) to monitor budgets and avoid overdrafts. Researches and resolves discrepancies on accounts. Coordinates and tracks financial support of start-up, retention, conference, and research funds for faculty. Provides budget updates to faculty when requested. Ensures funds are allocated correctly, monitors expenditures, manages documentation, and notifies all parties when funds are expended. Works closely with other campus units on jointly- sponsored events, and provides budget updates and expense reports as requested. Provides timely close-out reports for all conferences. Works with the manager on carry-forward requests, ensuring sufficient documentation is on file for all requests. Prepares year-end closing of all projects in the shadow system, and sets up new projects each fiscal year. Uses analysis of historical expenses and projected expenses to set-up annual budgets and advise faculty and management of spending patterns. Makes adjustments to budgets as the need arises. Establishes and maintains eFiling record keeping system for department fiscal activities. Prepares and maintains desk manual to ensure up to date instructions are maintained as processes evolve. Provides cross-training of duties as needed in the financial unit. Performs monthly audit of the department fiscal activities to ensure records are in compliance with audit requirements, through use reports run from Gateway and GUS, and the campus record retention schedule. Responsible for the ongoing evolution of the eFiling system as new policies emerge. Assists Finance Manager with preparation for the FMM/PGM transition to the new chart of accounts. Updates PGM records in GUS for all departmental accounts, participate in FMM transition meetings and information sessions as required by the Finance Manager. Processes all accounting forms for miscellaneous and entertainment disbursements, travel vouchers and advances, transfer of expenses and funds.

15% Recharges - Under the supervision of Finance Manager, responsible for financial administration of the Department's eight Income & Recharge Centers. Analyzes data and verifies that correct and complete account info is received. Processes and logs all recharge journals and corrections submitted to Accounting. Manages, tracks, and ensures timely accounts receivable for external user billing. Performs timely updates to iLab tracking system. Oversees recharge review for appropriateness to the departmental and extramural funds, verifying user is authorized to charge the fund, charges are allowable on the project being charged. Verifies ambiguous charges and send corrections to the user facility within the time frame allowed to make changes. Independently manages use of GUS database for tracking expenditures within the department. Implements process to receive usage data, and process recharges in monthly, routine timeframe.

10% Gift & Award Administration - Administers all activity on gift and endowment funds. Provides budgetary analysis of gift funds for short- and long-term planning. Duties include tracking expenditures, re-allocating funds between subs per appropriate guidelines, and advising faculty on the appropriateness of expenditures. Taking into account each fund's annual payouts, works directly with the fund administrator on establishing budgets each fiscal year. Ensures that all transactions meet campus and UC guidelines, and adhere to the fund record sheet for each fund. Prepares all forms and secures necessary approvals for financial transactions. Prepares UDEV's for new gifts as they're received. Creates new accounts as needed for new gifts and initiatives. Provides reports to the Office of Development and the UC Foundation as requested. Under the supervisor of the Finance Manager, responsible for overseeing all intra- and extramural awards. Tracks expenditures and provides financial status reports on all awards as requested. Advises faculty and graduate students on policies governing campus research grants including Academic Senate grants, and Bright Horizons and CNSI Heeger Fellowship student grants. Ensures compliance with current UC policies and agency requirements on all expenditures. Provides financial data as needed for fellowship, award and research proposals. Submits close-out reports to faculty and campus funding units.

10% Procurement - Serves as primary buyer for the department. Advises academics and staff on all aspects of purchasing policies and requirements. Maintains knowledge of procurement policies and procedures, equipment retirements, sole-source bidding, and indirect purchasing costs related to funding sources. Responsible for verification of available funds. Verifies appropriateness and allowability of charges in accordance with federal, state, university, donor specified, and agency award guidelines. As the primary Flexcard cardholder for the department, initiates department specific purchases directly and ensures they're allocated to the correct funding sources. Follows-up with vendors and BFS when needed. Responsible for entry of purchase requisitions through Gateway, ensuring accuracy and completeness of all data and required approvals. Manages Gateway contracts and purchase orders from initiation through final payment. Quickly addresses any issues that arise in order to keep the process moving. Communicates with impacted parties on the status of Gateway transactions as needed. Ensures all back-up documentation is on file and audit ready at all times. Communicates with vendors on supply and equipment items, annual service & maintenance agreements, special orders, etc. Acts as departmental liaison with Procurement, Equipment Management, Business & Finance Services, Central Stores, and vendors.

5% Equipment Management - Maintains and updates equipment inventory list. Coordinates with faculty, researchers, and graduate students to tag and monitor location of equipment. Submits required reports to Equipment Management Bi-annually.

UC Vaccination Programs Policy:

As a condition of employment, you will be required to comply with the University of California Policy on Vaccinations Programs. 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 - 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 & Fire Safety Report Disclosures; https://www.jobs.ucsb.edu/#privacy

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'.

To apply, please visit: https://careerspub.universityofcalifornia.edu/psc/ucsb/EMPLOYEE/HRMS/c/HRS_HRAM_FL.HRS_CG_SEARCH_FL.GBL?Page=HRS_APP_JBPST_FL&JobOpeningId=76902&PostingSeq=1&SiteId=31&languageCd=ENG&FOCUS=Applicant