Financial and Events Manager - Santa Barbara, United States - University of California, Santa Barbara

Description

Payroll Title:
Financial Services Analyst 3

Job Code:

004628

Job Open Date:

4/19/2024

Application Review Begins:

5/06/2024; open until filled

Department Code (Name):

PASC (Phelps Administrative Support Center)

Percentage of Time:

100%

Union Code (Name):

99 (Non-Represented)

Employee Class (Appointment Type):

Career

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


PSS
Salary Grade:

21

Hiring/Budgeted Salary Range:
$67,200 - $73,500/yr.

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 $67,200 - $119,600/yr. The budgeted salary range that the University reasonably expects to pay for this position is $67,200 - $73,500/yr.

Work Location:
Phelps 5206 B

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

Benefits Eligibility:
Full Benefits
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 Phelps Administrative Support Center (PASC) at the University of California, Santa Barbara (UCSB) provides administrative services for faculty and students in the departments of French & Italian, Germanic & Slavic Studies, and Spanish & Portuguese and the programs of Comparative Literature and Latin American & Iberian Studies.

This position ensures that the mission and goals of each department are met with attention to detail and effectiveness.

We value diversity in expertise, backgrounds, needs, and experiences, and aim to see diversity reflected among our residents and visitors.

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 direction of the Phelps Administrative Support Center (PASC) Director, the Financial Services and Events Manager is responsible for providing the full range of financial and events management functions and services for the Departments of French and Italian, Germanic and Slavic Studies, Spanish and Portuguese, Programs in Comparative Literature and Latin American and Iberian Studies, as well as a number of centers and labs.

PASC financial team manages a budget with annual expenditures of over $12 million. The management team consists of a director and two managers.

The Financial Services and Events Manager responsibilities include overseeing all accounts within PASC, ensuring monthly review and reconciliation of ledgers, providing timely financial reporting to Director, and ensuring compliance with University, Federal, and State accounting policies and procedures on all transactions.

Funds managed include a variety of state operating funds, gifts, endowments, fellowships, and grants. Adheres to best practices for event management, travel, entertainment, procurement, payroll, and accounts payable functions. The Financial Services and Events Manager supervises three support staff, and serves as back-up to those positions as needed.
Required Qualifications
Bachelor's degree in related area and / or equivalent experience / training.
4-6 years of experience working with financial management, and fund accounting.
4-6 years of experience managing the production of accurate and timely financial reports.
Broad knowledge of financial accounting, analysis and reporting techniques; human resources and risk management, supervision, and payroll.
Ability to assess and adjust priorities adeptly, while balancing a high-volume workload.
Ability to interface professionally with a broad range of staff, faculty, students, and others on behalf of the departments.
Flexible and adaptable to changing situations and priorities.
Solid judgment and decision-making ability.
Strong consensus-building, facilitator, and consulting skills.
Ability to take leadership of projects and move them forward in the absence of specific direction from others.
Ability to think analytically.
Ability to be both strategic and hands-on when necessary.

Ability to maintain a high level of confidentiality, sensitivity, and professional judgment as well as strong problem-solving skills and excellent written and oral communication skills.

Leadership to provide guidance, coaching and mentoring to professional and support staff.
Strong proficiency in the use of spreadsheet and database software.
Preferred Qualifications
4-6 years of work experience in a higher education environment.
Thorough knowledge and understanding of internal control practices and their impact on protecting University resources.
Thorough knowledge of financial processes, policies, and procedures.
1-3 years of experience supervising career staff

.
Solid knowledge of MS Suite, Google Suite, DocuSign, Espresso, Data Warehouse, Gateway and Concur.
Special Conditions of Employment
Satisfactory conviction history

background check
UCSB is a Tobacco-Free environment
Job Functions and Percentages of Time:35% Financial Management and Planning

• Responsible for the management, implementation, monitoring, overall functioning, and evaluation of the accounting system for the Phelps Administrative Support Center. Knowledge of all applicable University, State, and Federal auditing requirements. Adheres to standardized financial policies, procedures, reference materials (including online/website), and guidelines, as they relate to overall financial support for the departments, center, and program goals and objectives. Ensures that deadlines and campus policies regarding financial and budget management are met. Responsible for management of departments' budgets, including academic, staff, and student payroll; operations; purchasing; equipment; inventory; insurance; Foundation and Regents gift accounts; and grant accounts. Initiates and monitors budgetary goals, savings plans, and temporary and permanent reductions. Develops financial plans, researches their feasibility, consequences and steps for implementation, and develops alternatives for consideration. Reviews expenditures and makes modifications as necessary. Reconciles general ledger, and oversees fiscal closing activities. Maintains an ongoing review of departmental/programmatic financial goals and evaluates their potential attainment. Identifies data irregularities, defines problems, and devises solutions. Uses knowledge of regulations and procedures regarding travel, per diem, IUC funding, entertainment approvals and expenses, honoraria, Academic Senate regulations for research and travel grants, regulations concerning instructional development grants, faculty research incentive grants, nonSenate faculty professional development grants and outside granting agencies. Provides reports to faculty on their available research/travel/grant funds. Assists Phelps Director in preparing budget request for temporary sub 0 funds, monitors and reconciles sub0 payroll, and provides reports to the respective chairs/directors.

20% Events Management

• On behalf of the Departments of French & Italian, Germanic & Slavic Studies, Spanish and Portuguese and the Programs in Comparative Literature and Latin American & Iberian Studies, oversees the events coordination for all departments/programs. Develops and implements events tracker form. Updates all faculty and students with process and procedure for all aspects of events including scheduling and reservations, honoraria, catering and set up and break down of events. Ensures the success of events from conception to completion and proper financial management of events.

20% Supervision

• Oversees procedures and supervises PASC financial and event staff in all aspects of financial and event management for the departments. Establishes financial 'best practices' for implementation of policies, processes, and workflow. Duties include recruitment, hiring/termination, training and orientation, evaluation, disciplinary action, workload distribution and analysis, and professional development. Establishes priorities and deadlines for completion of tasks. Ensures compliance with University Personnel Policies, Fair Labor Standard Act, Collective Bargaining agreements, and other State & Federal Labor rules and regulations as appropriate.

20% Administrative Management, Analysis and Planning

• Uses considerable judgment and tact in problemsolving and decision making. Provides support to the PASC Director and Chairs in the development of financial planning and utilization of resources. Recommends actions and allocations or reallocation of financial resources. Interprets, implements, and ensures compliance with staff personnel policies and collective bargaining contracts. Ensures compliance with safety training requirements and standards, and other health and safety issues required by the campus. Demonstrates a thorough knowledge of University, state, and federal regulations, policies, guidelines, and procedures interpreting as necessary. Handles confidential faculty and staff matters and ensures compliance with and the implementation of diversity guidelines and procedures. Advises and assists chairs/directors and faculty for conference planning and special projects such as External Reviews, requests for data/information, or campus audits. Consults regularly with the PASC Director, Student Services and Academic Personnel Manager, Chairs and Directors. Actively participates in PASC management team initiatives to build staff morale, develop support services, streamline processes, and increase efficiencies. Collaborates with management team on relocation, renovation, identification of needs in administrative support functions. Provides "backup" support in the absence of a staff member.

5% Equipment, Facilities and Other Projects

• Assists with overseeing PASC's maintenance of equipment, supplies, classroom scheduling, security, and equipment inventory. Participates in discussions and planning for short and long range proposals for department/program and instructional computing needs, including faculty instructional and research needs, staff computer resources and graduate student instructional and research needs, and computing initiatives. Assists with monitoring equipment and the development of relevant policies and procedures. Participates in overall coordination of departmental/program web site information uniformity, maintenance of various listservs and mailing lists, and identification of IUC and Collaborate supported needs. Assists the PASC Director in the development and implementation of departmental emergency operations procedures, hazard communication, ADA compliance, safety training and standards and resolution of other health and safety issues that are required by campus, systemwide, and governmental regulations of the Financial Services and Event Management unit of the PASC.

UC Vaccination Programs Policy
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 Anti-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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