Initial Review Date (IRD) The Initial Review Date (IRD) for this position is: 7/12/2020
UC Santa Cruz staff jobs are posted until filled. Application materials submitted by 11:59 pm on the IRD will be routed to the hiring unit for consideration. NOTE: Materials submitted after the IRD will be forwarded only at the request of the hiring unit. Submit your materials before the IRD to ensure consideration by the hiring unit.
Dept Marketing Statement The University Of California Observatories (UCO) is a Multi-Campus Research Unit of the University of California, with headquarters at the UC Santa Cruz campus. UCO operates on behalf of astronomers on eight UC campuses and two national laboratories and is comprised of extensive technical facilities, a business office, and telescope and support facilities at the Lick Observatory on Mt. Hamilton. UCO provides a scientific and administrative interface to the Keck Observatory on Mauna Kea, Hawaii, and the Thirty-Meter Telescope international project, and supports the training of astronomy Ph.D.s throughout the UC system.
Involves the processing and servicing of a variety of operational and financial transactions and services. Includes cashiering, accounts receivable, recharge billing, travel / entertainment, gift accounting, collections, data collection and data entry, analysis, review and control, customer servicing, and reporting.
Uses skills as a seasoned, experienced financial service professional with a full understanding of industry practices and organizational policies and procedures. Resolves a wide range of issues. Demonstrates good judgment in selecting methods and techniques for obtaining solutions.
Under the general supervision of the Asscociate Director for Planning and Resources Management, the Financial Services Analyst will provide support related to a variety of fiscal operations within UC Observatories, including financial budget analysis, projecting financials, monitoring expenditures, reviewing various financial transactions, establishing and administering financial policies and procedures, and reporting financial performance.
The Financial Services Analyst is an important member in the UC Observatories Business Office and supports several areas and services. Responsible for the fiscal management of various UC Observatories and Lick Observatory operating accounts, income, recharge, endowment and gift accounts. Will operate in an advisory capacity to the budget managers by analyzing and interpreting University regulations, providing budget analysis and problem resolutions. Will assist the Associate Director in multi-year budget planning and facility management analysis and coordination. Funds managed cover operational expenses, equipment purchases, travel and project support. This position requires a high degree of independence, analytical and problem solving skills, and attention to detail.
Pay, Benefits, & Work Schedule Salary Information: $45,800 - $82,000. Salary commensurate with skills, qualifications and experience.
Job Duties 50% - Financial Planning/ Analysis and Budget Analysis
Apply professional concepts to perform moderate to complex financial analyses for UCO units, including budget and transaction queries for management decision making.
Provide complex analysis for the development of the annual budgets.
Evaluate data in financial and budgetary projections, comparing projections to past spending patterns and current projections.
Independently develop and prepare regular and ad hoc financial reports for UCO units.This process includes running reports, verifying, researching and problem solving using campus financial systems, as appropriate.
Coordinate and develop official monthly, quarterly, annual and ad-hoc reports.
Monitor and report on the rate of expenditures of funds, notify management of trends toward over or under obligation of funds.
Analyze data, develop solutions and present findings.
Provide recommendations and financial reports to senior managers and supervisors to support sound financial decision making.
Assist in the production of various annual financial reports.
20% - Financial Transactions and Reporting
Review and approve Purchase Orders and expense payments, including travel, reimbursements and direct payments to vendors. Review for accuracy, appropriately assigning and reconciling accounts and appropriate approvals.
Monitor payments, assuring timely receipt and accuracy. Research and resolve any problems/issues.
Review entertainment requests and forward for appropriate approvals. Serve as Event Order Approver (EOA).
Review specific budget categories under budgetary review within assigned areas.
Review and reconcile account ledgers.
Prepare, process and authorize budget and expense transfers as needed.
Produce monthly reports on account activities. Reconcile and provide monthly budget reports to management.
Ensure that the appropriate internal controls are addressed, maintained and strengthened to protect University resources.
Manage and complete fiscal closing for unit ensuring that accounts are balanced and cleared.
Respond to financial transaction inquiries from units. Perform moderate to complex investigations within financial, budget and payroll systems in order to explain, clarify and/or correct financial transaction items in question.
Work with appropriate campus office to reconcile errors.
Prepare financial presentations for a variety of audiences.
Support various closing processes and activities.
Provide financial information in a precise, timely and user-friendly manner.
20% - Facilities Planning and Analysis Coordinator
Assist managing the budgets and expenditures for the accounts established for such work. Initiate and track work orders with Physical Plant and Physical Planning & Construction and outside vendors.
Coordinate repairs, maintenance, moves, office furniture, modification orders, and construction projects related spaces assigned to the Division.
Initiate and track work orders with Physical Plant and Physical Planning & Construction and outside vendors.
Coordinate division space assignments, maintains and updates records on a routine basis. Coordinate with department/program managers to get headcounts, and accurate usage of spaces.
Ergonomic Assessor for Division. Assist employees on performing ergonomic self-evaluations. Develop informative relationships with campus EH&S and Risk Services.
Coordinator for: Disaster, Health and Safety, Ergonomics, Key Controller, phones, and office set up.
Prepare the annual Rent and Utilities rates for employee housing located at Mount Hamilton property. Coordinate with central Payroll Office employees monthly rent and utilities payments. Reconcile and report yearly on rent and utilities charges by employees (residents).
Coordinate property Insurance Claims.
Coordinate and prepare the annual Space Usage report.
5% - Support/Backup
Provide financial and accounting support as assigned.
Provide backup support to other financial analysts.
5% - Other
Stay abreast on campus Policy and Compliance as it relates to university financial management.
Participate in the development and implementation of new and changing business processes.
Required Qualifications Bachelor's degree in related area and / or equivalent 5 years experience / training.
Thorough knowledge of financial data management and reporting systems
Experience with business, budgeting, and accounting principles including Generally Accepted Accounting Principles (GAAP), Cost Accounting Standards (CAS), and other Federal process and regulations.
Proficiency with PeopleSoft financial applications or other relevant software applications; Microsoft Suite (Word, Excel, PowerPoint), Google Applications, and Adobe Acrobat.
Extensive experience with MS Excel, use of data analysis functions, ability to create standard and ad hoc reports, presentations, charts, and graphs.
Proven ability to work in a team environment while professionally interacting with all levels of personnel.
Intermediate knowledge and understanding of internal control practices and their impact on protecting University resources.
Ability to present information in a clear and concise manner both in writing and verbally.
Strong organizational, analytical, and problem solving skills.
Ability to handle multiple tasks, work under pressure, successfully meet deadlines, and maintain a high level of competence, accuracy, and attention to detail.
To ensure review of application materials by the hiring unit, they must be submitted on or before the initial review date (IRD) via the Staff Employment Opportunities web site; https://jobs.ucsc.edu. A computer is available at the UC Santa Cruz Staff Human Resources Office located at Scotts Valley Center. The Scotts Valley Center is located at 100 Enterprise Way, Suite E100, Scotts Valley, CA 95066. To learn more or to request disability accommodations, call 831-459-2009. Hearing impaired are encouraged to use the California Relay Service at 800-735-2922. UC Santa Cruz is an Equal Opportunity Employer.
The University of California 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. UC Santa Cruz is committed to excellence through diversity and strives to establish a climate that welcomes, celebrates, and promotes respect for the contributions of all students and employees.
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