Location: Scotts Valley
Job ID: 42302
JOB POSTING
NOTIFICATIONS
UC Vaccination Policy: With limited exceptions, COVID-19 vaccinations are required for Covered Individuals under the Policy. Covered Individuals include all employees, students, or trainees who physically access a University facility or program in connection with their employment, appointment, or education/training.
Covered Individuals do NOT include employees who work 100% remotely with NO expectation that they will physically access any University location or program at ANY time. If 100% remote work ends, the employee is subject to policy.
INITIAL REVIEW DATE (IRD)
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.
The IRD for this job is: 09-26-2022
ABOUT UC SANTA CRUZ
UC Santa Cruz is a public university like no other in California, combining the experience of a small, liberal arts college with the depth and rigor of a major research university. It's known as an unconventional place where innovation and experimentation is part of the campus's DNA. That playful, bold spirit still thrives today, all on a campus renowned as among the most beautiful in the world.
DEPARTMENT OVERVIEW
Colleges, Housing and Educational Services (CHES) is a multi-funded organization within the Finance, Operations and Administration (FOA) division at the University of California (UC) Santa Cruz. CHES provides leadership in the areas of college student life and residential services, housing services, facilities, employee housing and capital planning, dining services, conference services, early education services, the Bay Tree Campus Store, ID card services, and business and financial analysis for these areas. Through these units, educational and developmental programs and services are offered to all members of the campus community including students, faculty, staff, children and external constituents.
The Housing Services unit of Colleges, Housing and Educational Services (CHES) provides direct service and programs to 1,100 residents in six Associated Residential Community Housing (ARCH) communities which support single students and students with families. The unit provides comprehensive facilities support to the ten residential colleges, dining services facilities and the ARCH communities. The unit provides numerous other services supporting the campus-wide housing program, including Facilities operations for all of housing and dining, Student Housing Services (Contracts, Marketing and Communication for over 7,900 student bed spaces that generate over $80 million in auxiliary income annually), and the Community Safety Program, as well as off-campus student housing support and summer conference operations.
Under the general supervision of the Executive Director of Housing Services, the Financial Analyst is responsible for fiscal administration and leadership, and the budgetary management and analysis for several auxiliary and housing units, comprising of Community Safety Program, Housing Services Administration Office, Family Student Housing, University Town Center, Camper Park, Graduate Student Housing and The Village.
More information can be found here:
JOB SUMMARY
The Financial Analyst serves as the principal adviser, in consultation with the Executive Director of Housing Services, on fiscal and business operations for a large and dynamic unit, independently performing complex budgetary analysis using campus financial systems to formulate recommendations. This responsibility includes advising the Director/ Associate Directors/ Assistant Directors/ CREs (Coordinators of Residential Education) and FSC (Family Services Coordinator) on issues of budget, policy, and compliance; maintaining accurate record keeping systems; training staff on policy and procedures; providing unit managers with budget and financial reports and reviewing those reports with the unit managers; establishing appropriate internal controls; maintaining documentation for transactions performed on behalf of the unit; developing and monitoring financial, budget, and human resource projects and operations and communicating issues to appropriate staff as they arise.
The annual operating budget for these auxiliary Housing Services units exceeds 7.8 million and is comprised of auxiliary income from housing and other income (laundry, late, application, and cancellation fees. These eight auxiliary units under Housing Services are comprised of 30 career staff and 15 student employees. Expenditures include, but are not limited to, permanent salaries, temporary salaries, equipment, supplies, entertainment, special events, student programming, travel and reimbursements. The Financial Analyst monitors the expenditures of funds, assuring that all funds are administered for their intended purposes and provides innovative solutions to diverse types of problems and situations while applying University policies, procedures, and compliance with fund restrictions.
APPOINTMENT INFORMATION
Salary Information: Salary Range: $xxxx / . Salary commensurate with skills, qualifications and experience.
No. of Positions: 1
Benefits Level Eligibility: Full benefits
Schedule Information:

• Full-time, Fixed
• Percentage of Time: 100%, 40 Hours per Week
• Days of the Week: Mon-Fri
• Shift Includes: Day

Employee Classification: This is a Career appointment
Job End Date: None
Work Location: UC Santa Cruz Main Campus
Union Representation: Non-Represented
Job Code Classification:
Travel: Never or Rarely
JOB DUTIES
60% - Fiscal Analysis, Budget Planning, Reporting and Policy Management

• Performs complex budget analysis, develop reports, integrating elements of all expenses, including salary and benefit costs, projections and comparing past spending patterns.
• Oversees approval, monitoring, and processing of all financial activity, and reconciliation of budget transactions using available reports generated within the Financial Information System (FIS), and InfoView systems.
• In collaboration with the Executive Director, creates projected financial scenarios in response to changes in university and divisional budgetary goals and objectives
• Independently gathers information as needed to perform analysis.
• Analyzes, interprets and applies UCOP, campus and divisional specific fiscal policies to all financial activity.
• Develops and maintains complex financial tracking, reporting, and auditing systems.
• Develops procedures to address new and one-time financial needs, including cost saving efficiencies, budget allocations, and salary savings.
• Audits work to ensure compliance with campus and system wide controls, guidelines, policies and deadlines.
• Accountable for proper use of UC funds and compliance with university, state, and federal mandates, specific to each funds' restrictions; advises managers on most appropriate use of said funds.
• Designs and prepares monthly or quarterly budget status reports and statistical summaries for all major functional areas and their sub-units using the InfoView & Excel software.
• Manages annual fiscal closing process; reconciles expenditures and determines any needed reallocations to balance accounts; ensures that funds are expended, liened, or carried forward in compliance with guidelines and procedures, while working within strict deadlines.
• Ensures posting of expenditures, processing of purchase and travel requests, and report production adhering to campus policies.

25% - Advisory, Unit Liaison and Operation Oversight

• Advises the unit staff regarding complex or detailed accounting, purchasing, travel, and entertainment policies and procedures.
• Advises the Executive Director, Assistant Directors and Associate Directors in the long range planning including funding sources and allocation trends.
• Researches and interprets campus financial policy and advises unit managers on options for action and compliance.
• Advises, trains, or oversees group training of unit managers and staff in new procedures and policy implementation.
• Participates and provides insight and advice in campus wide committees on matters relating to campus financial issues.
• Attends training sessions, as needed, to remain knowledgeable of current policies and procedures and use of the FIS, InfoView, FAMIS, and CruzBuy systems.
• Liaison regarding financial and process updates with other campus units, such as Accounting, Purchasing, SHR (Payroll) and Physical Plant.
• Manages cash collections at the units.
• Coordinates the unit's interpretation and implementation of separation of duty practices, cashier and deposit practices, facility income procedures and purchasing, entertainment and travel practices.
• Guides units in the transactional duties such as recharges and approvals, purchase request and purchase order entries, cashiering, etc.
• Provides guidance in reading and interpreting financial reports, such as InfoView, to managers, along with reconciliation practices, and identifying errors in data entry and fund usage.
• Acts as unit Event Order Approver (EOA), for up to $1000 for all entertainment expenses that require an Entertainment Reporting Form (ERF). The EOA must ensure that every meal, refreshment, and other entertainment-related expense is appropriate, that they meet the criteria described in the policies, and advise Event Host and Event Expense Certifier (EEC) on policy-related issues. The EOA is responsible for determining appropriate EEC authorization and submitting for higher level approval when necessary, compiling all necessary documents, and submitting for final processing.
• Has signature authorization for all business services accounts and maintains records for signature authorization of administrative officers and their designees.
• Prepare HR forms for additional one-time payments; reconcile monthly payroll; submit payroll transfer request forms; and advises on funding strategies for student employment and temporary staff hires.

10% - Housing Program Oversight

• Review, interperet and apply contract agreements for Grad/Undergrad Student Housing programs
• Coordinate with operations staff to review all invoices for Grad/Undergrad Student Housing programs and coordinate payments to hotels
• Coordinatewith operations staff to review all invoices for Quarantine & Isolation programs and coordinate payments to vendors

5% - Special Projects and Other Duties as Assigned

• Provide ad hoc analysis on a variety of special projects.
• As needed, may be assigned other duties that will support the mission of Housing Services and CHES.
• As needed, maintain informal accounting files.

REQUIRED QUALIFICATIONS

• Demonstrated skills in successful business management and accounting practices.
• Demonstrated ability to interpret budgetary, financial and related management information and prepare financial reports and summary information.
• Excellent analytical and problem-solving skills, including the ability to develop and recommend solutions on a wide range of issues.
• Demonstrated ability to perform accurately and efficiently in a fast-paced and high-pressure environment.
• Demonstrated ability to create financial and funding strategies to meet unit needs.
• Demonstrated ability to adjust to ambiguity, constantly shifting priorities and changing situations.
• Excellent ability to independently research information and produce clear, concise correspondence and reports.
• Excellent computer skills including knowledge or experience with excel and word processing applications.
• Extensive knowledge of spreadsheet programs and ability to use and modify complex spreadsheets for budget projections and financial analysis.
• Excellent attention to detail and ability to manage complex processes with efficiency and thoroughness.
• Excellent communication and interpersonal skills to effectively deal with diverse groups and individuals at various levels within the organization.
• Strong customer service skills.
• Excellent organizational skills with the ability to prioritize a heavy workload with the pressure of deadlines and frequent interruptions.
• Ability to exercise good judgment and discretion, especially with regards to sensitive or confidential personnel, financial or organizational matters.
• Ability to perform accurate mathematical calculations.
• Ability to hire, train, supervise, and motivate staff.

SPECIAL CONDITIONS OF EMPLOYMENT

• Selected candidate will be required to pass a criminal history background check.
• Workplace will be located at the Scotts Valley Enterprise Center. Some travel between the main campus and the off campus workplace is required.
• The University of California has implemented a COVID-19 Vaccination Policy covering all employees. To be compliant with the policy, covered employees must submit proof of vaccination or have an approved exception or deferral, eight (8) weeks from date of hire.
• Per the Child Abuse and Neglect Reporting Act (CANRA), this position has been identified as a Mandated Reporter. The selected candidate will be required to report known or suspected child abuse or neglect as defined by CANRA and will be required to sign a Statement Acknowledging Requirement to Report Child Abuse prior to commencing employment. CANRA Penal Codes, and related definitions, requirements, and responsibilities may be obtained here.

SAFETY STATEMENT
All UCSC employees must understand and follow job safety procedures, attend required health and safety training, proactively promote safety at work, and promptly report actual and potential accidents and injuries.
HOW TO APPLY
Attach your resume and cover letter when applying for this job opening. Do not attach any documents to 'My Activities'. Visit our How to Apply tutorial for detailed instructions on our applicant process.
EEO/AA
The University of California is an Equal Employment 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.
APPLICANTS ARE REQUIRED TO USE THE UCSC ON-LINE PROCESS
View full job description and access on-line application:
https://careerspub.universityofcalifornia.edu/psp/ucsc/EMPLOYEE/HRMS/c/HRS_HRAM.HRS_APP_SCHJOB.GBL?Page=HRS_APP_JBPST&Action=U&FOCUS=Applicant&SiteId=11&JobOpeningId=42302&PostingSeq=1
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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