Business Manager - Santa Barbara, United States - University of California, Santa Barbara

Description

Payroll Title:
ADMIN OFCR 2 CX

Job Code:

004263

Job Open Date:

05/09/24

Application Review Begins:

05/24/24

Department Code (Name):


DEIN
Percentage of Time:

100%

Union Code (Name):

CX

Employee Class (Appointment Type):

Career

FLSA Status:
Non-Exempt
Classified Indicator Description (Personnel Program):


PSS

Salary Grade:

STEPS

Hiring/Budgeted Salary or Hourly Range:
The budgeted salary range that the University reasonably expects to pay for this position is $28.83 -$37.82/hr.

Full Salary Range:
The full salary range for this position is $28.83-$47.23/hr.

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.

Work Location:

2202 Mosher Alumni House

Working Days and Hours:

8AM-5PM, M-F

Benefits Eligibility:
Full
Type of Remote or Hybrid Work Arrangement if applicable:

Hybrid
Special Instructions
For full consideration, please include a resume and a cover letter as part of your application.
Department Marketing Statement

The mission of the DEI Office is to reshape UCSB into a dignifying and affirming space, by improving outcomes for all students and employees, through addressing racism and other forms of bias, and by building coalitions with community members.

The ultimate goal is to create an institution where all members feel embraced.
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 the general supervision of the Vice Chancellor of Diversity, Equity and Inclusion (DEI), the Business Manager is responsible for the full range of functions encompassing administrative operations, strategic analysis, planning, and fiscal resource management for the office of DEI.

Responsible for all budgets and accounts for the DEI Office including contract & grants funds and all gift and DEI Office funds (~$750K).

Tracks, reports and advises the VCDEI on budget matters including forecasting and strategies. Manages the DEI Office's personnel/payroll transactions, purchasing, travel and entertainment reimbursements. Plans and facilitates logistics and approvals for DEI Office meetings, workshops and other events. Serves as the liaison for the DEI Office to all internal and external constituencies. Manages the calendar for DEI Office workshops, events, etc. Distributes DEI Office announcements to others on the campus. Serves as back up to Director as needed, and provides analytical and administrative assistance with special projects. Supervises the DEI Office Coordinator who is responsible for scheduling the VCDEI's meetings and maintaining the VCDEI calendar.
Required Qualifications

1-3 years of prior administrative, financial, and/or office management experience.

BA/BS degree or equivalent combination of education and experience.
Preferred Qualifications

Knowledge of accounting and financial procedures.

Solid foundation regarding knowledge of UC policies and procedures.

Good professional interpersonal skills and ability to work collaboratively with others.

Ability to work independently under pressure of deadlines and exercising independent judgment, using sound reasoning.
Special Conditions of Employment

Satisfactory conviction history

background check

UCSB is a Tobacco-Free environment

Job Functions and Percentages of Time:
Accounting & Budget Control - 30%

Manages the overall budget for the DEI Office.

Monitors and approves all financial transactions, reviews and approves monthly reconciliations, advises VCDEI and the Office Coordinator on allowable expenditures, and prepares reports for review.

Assists the VCDEI in the preparation of various reports to the administration. Completes fiscal closing and budget requests independently. Works with VCDEI in both current-year and long-range budgeting and planning for the DEI Office. Has signature authorization for all transactions not requiring VC signature. Tracks and monitors all purchases, invoice payments, and data entry in GUS.

Prepares expenditure transfers and budget allocation changes as needed.

Oversees the processing of equipment purchases to assure that proper agency approvals have been obtained prior to purchase, that sufficient funds are available, and that inventory records are maintained.

Works closely with DEI Office staff on DEI Office purchasing, and also other dept. recharges to DEI Office accounts.

Prepares and approves all Concur transactions. Makes all food and travel purchases for events and meetings with corporate card. Reconciles corporate card. Reviews and approves allocation of DEI Office Coordinator's Flex card. Reviews and approves UCPath transactions. Maintains employee job information in UCPath. Balances the Staffing Report. Work directly with Office of Budget and Planning on discrepancies and reconciliation.
Staff & Operations - 30%

Responsible for recruiting, hiring, training, scheduling office assignments, evaluating changes in classification, conducting performance evaluations, reviewing requests for time-off, handling conduct and discipline issues, and making merit recommendations for the DEI Office Coordinator and work study students.

Administers all hiring for DEI Office researcher positions, including undergraduate and graduate students, postdoctoral researchers, and those in the Professional Researcher series.

Hiring includes affirmative action searches, advertising, completing all necessary forms, including appointment letters, entering information into the UCPath and OACIS systems and all entries necessary for initial employment, appointment renewals and separations for academic and staff positions in the DEI Office.

Advises new hires on benefits and orientations. Maintains appropriate vacation, sick leave, and compensation time records, and reports usage online. Maintains personnel files. Requires extensive knowledge of UC academic and staff personnel policies and procedures. Processes visa requests for foreign visitors and reminds employees of renewal needs.

Maintains employees in GUS for various reporting requirements, and for internal tracking of appointments, visas, addresses, lab safety training, and forwarding addresses for those leaving.

Regularly updates GUS as needed for continuing changes in data requirements.

Manages various DEI Office workgroups:
DEI HSI Committee and DEI Diversity Officers, DEI AANAPISI, DEI Disability Committee, etc. Maintains and administers the department committee email account, which is used for committees to send all communication through. Monitors and responds to department emails. Attends all workgroup meetings and takes and distributes notes to the group. Also manages the DEI General Email account. Maintains the DEI Office organizational program Asana.

Delegate duties/tasks to other staff members in Asana and make sure we are on track for events, meetings, and goals.

Coordinates weekly staff-only meetings and conveys information from the VCDEI to the staff (serving as the middle man between the VC and the rest of the staff).

Takes questions or concerns from the staff back to the VCDEI.
Funding Program and External Grants Admin - 15%

Independently manages all proposal submissions and post-award administration of contracts and grants. Participates on the funding program committee that reviews and approves funding requests (grants and co-sponsorships). Liaison between researchers and the Office of Research (OR), overseeing proposals and awards. Attends meetings with VC and OP and works directly with OP for any required rebudgeting.

From submission to award end date:

a) Coordinates all DEI Office grant submissions, working closely with PIs to create a detailed budget and collect all necessary components for the proposal submission to the Sponsored Projects Office (SPO) of OR for review in advance for the proposal submission deadline and ultimately to the agency itself for potential funding.

b) Monitors expenditures on awards and prepares highly detailed monthly expenditure report summaries, with cost projections, notes on problem areas and recommendations to PIs. c) Tracks and informs PIs when reports are due, and assists them in completing the reports in either paper form, or online. d) Maintains grants in GUS for internal and University reporting requirements. Maintains up-to-date records and files of all pending proposal and active grants for use in submitting timely reports. e) Completes cost-sharing reports as needed. f) Oversees the closing process of awards, including close-out of all vendor blankets, and processing all closing paperwork required by UCSB, the funding agency, and the DEI Office team.
Calendaring and Events - 10%

Coordinates, schedules and maintains the calendar for the DEI Office and DEI Office Committees/Work Group events and meetings (i.e. DEI HSI Committee and DEI Diversity Officers, DEI AANAPISI, DEI Disability Committee, etc.). Arranges Zoom, in-person, and hybrid meetings.

Sends out DEI Office announcements, reviews and approves flyers for events and arranges for event venues, food, and other event logistics.

Payroll and Timekeeping Administration - 5%

Initiates and manages payroll and timekeeping for all DEI Office employees (faculty, students, & staff) using the campus payroll and timekeeping systems (UCPath and Kronos).

Maintains Data Warehouse Personnel information for all salary, benefit, fees, and tuition entries. Reviews and approves monthly reconciliation of payroll ledgers and projections in Datawarehouse. Approves and submits transfers and corrections as needed.

Prepares and enters summer month compensation in UCPath as requested by faculty to be paid from their grants and contracts on DEI Office accounts/funds.

Serves as the Timekeeping Manager in Kronos.

Reviews and signs off on all timecards for the DEI office, sets up new employees in Kronos, reviews Kronos reports for errors and works with Kronos to rectify errors.

Event and Travel Coordination - 5%

Utilizing Concur, coordinates travel, accommodations and reimbursements for visitors.

Oversees the coordination and organization of a multitude of DEI Office workshops and events at the campus, community and national level requiring familiarity with visa requirements for non-US citizen travelers, State Department guidelines for international per diem rates, complexities of agency participant support funding, prior approval requirements, University entertainment policy, cash advances, and allowable expenses.

Other - 5%

Principal liaison between the DEI Office and the Chancellor's Office, the Office of Research and other campus ORU's.

Establishes and updates DEI Office procedures and computer systems as needed to provide adequate information for management control and internal audit.

Coordinates DEI Office compliance with Environmental Health and Safety, and Fire Marshal requirements as necessary. Responsible for completing any and all University mandated projects, such as the ADA compliance surveys, etc.

Acts as backup to other office staff in answering phones, office inquiries, filing and processing daily work as needed in cases of illness, excessive work load or vacation needs.

May perform other administrative duties as assigned.
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:
UC Santa Barbara COVID-19 Information

University of California Policy on Vaccinations - With Interim Amendments

• 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 more information:
University of California's Affirmative Action Polic

y
University of California's Anit-Discrimination Policy
Reasonable Accommodations
The University of California endeavors to make

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 or email

. This contact information is for accommodation requests only and cannot be used to inquire about the status of applications.
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'.

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