Financial Analyst

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Payroll Title : Financial Services Analyst 2

Job Code: 004627

Job Open Date: 9/23/24

Application Review Begins :10/8/24; open until filled

Department Name: MATH (Mathematics Department)

Percentage of Time: 100%

Union Code: 99 (Non-Represented)

Employee Class (Appointment Type): Staff (Career)

Classified Indicator Description (Personnel Program): PSS

Salary Grade: Grade 19

FLSA Status: Non-Exempt

Pay Rate / 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 is $28.07 to $48.28/hr. The budgeted salary or hourly range that the University reasonably expects to pay for this position is $28.07 to $33.00/hr.

Work Location: 6607 South Hall

Working Days and Hours: M - F 8am - 5pm (flexible)

Benefits Eligibility: Full Benefits

Special Instructions

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

Department Marketing Statement

The Department of Mathematics at UCSB plays a pivotal role in shaping the academic journey of students across campus. Whether through foundational service courses for non-math majors, advanced upper-division offerings for our dedicated math majors, or a diverse array of graduate-level classes, we strive to bring students to the forefront of cutting-edge mathematical research. Our esteemed permanent faculty-recognized with numerous honors and awards-are leaders in their fields, guiding students through a wide spectrum of modern mathematics. With over 35 faculty members, six visiting assistant professors, more than 60 graduate students, and a thriving community of 1,300 math majors and pre-majors, the department is a dynamic hub of discovery, learning, and innovation.

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:

Under general supervision, the Financial Analyst manages all aspects of financial administration, including reconciling the general ledger and payroll reports, analyzing expenditures and spending trends, and overseeing pre-award and post-award grant administration. Responsibilities also include proposal preparation, budget management, and the preparation of monthly financial reports for review by Principal Investigators (PIs) and the Business Officer. The Financial Analyst stays informed on University accounting policies, grant and contract regulations, and funding agency requirements, including payroll, travel, and purchasing procedures. Ensures the highest level of customer service and professionalism within the office.

Required Qualifications:

• Bachelor's degree in a related area or equivalent experience and/or training.
• Working knowledge of financial processes, policies and procedures.
• Proficiency in the use of spreadsheet and database software.
• Effective verbal and written communication skills.
• Attention to detail and ability to multi-task in a high-volume environment.
• 1-3 years of comprehensive knowledge of financial analysis and accounting experience.
• 1-3 years of accounts payable and general ledger experience.

Preferred Qualifications:

• 1-3 years of experience working in a college or university setting.
• Experience with UC policies, practice and systems related to financial management.
• Knowledge of UCSB systems (Gateway, Flexcard, UC path, Espresso Applications, Concur).
• Experience with academic administration, preferably within UC.

Conditions of Employment

• Satisfactory conviction history background check
• UCSB is a Tobacco-Free environment
  

Job Functions/Percentage of Time/Duties

50% Financial Administration and Analytical Duties - Responsible for overseeing, forecasting, and reconciling financial activities related to extramural and departmental funds. Conducts monthly audits and reconciliations of these funds against the campus general ledger and payroll ledger. Reviews costs on extramural funds for allowability and appropriateness, and initiates adjusting expense entries as needed using applicable university systems and forms. Utilizes financial tools such as Data Warehouse, Online GL, ORBiT, GUS, and Excel to conduct analyses and generate reports.

Prepares monthly financial statements, which include cost projections, reviewing fiscal transactions for consistency and appropriateness, monitoring spending patterns, and creating graphical and statistical reports upon request. Collaborates with Principal Investigators (PIs) for short-term and long-term planning on awards, using project budgets, award data sheets, and OMB standards (A-21 and A-110) to advise on allowable, reasonable, and allocable costs. Prepares and submits required fiscal reports, including cost-sharing and effort reporting.

Ensures the timely and accurate completion of day-to-day and monthly financial tasks, including payroll, clearing overdrafts, and processing purchase orders and reimbursements. Manages financial transactions through the department's shadow system, GUS, and meets regularly with the Business Officer to review budget priorities, commitments, and financial planning models. Provides independent judgment and alerts the Business Officer when expenses deviate from expected levels or near budget limits. Serves as an authorized approver for reimbursements, ensuring compliance with UC and external funding agency policies and guidelines.

Maintains high standards of customer service and professionalism in all office interactions.

30% Contract & Grant Administration - Independently manages all aspects of contract and grant administration for the department, including proposal preparation and pre- and post-award management. Ensures that proposals adhere to both agency and UC guidelines prior to submission. Provides budgetary and non-technical advice to Principal Investigators (PIs) and recommends appropriate actions. Determines the proper format, logistics, and procedures for proposal submissions involving multiple PIs, collaborators, and subcontracts. Coordinates with subcontractors and the Office of Research to ensure compliance, audit readiness, and fulfillment of reporting requirements.

Tracks agency deadlines and monitors proposal timelines, proactively communicating with PIs to ensure deadlines are met. Manages the scheduling of proposal preparation and submission processes to meet the requirements of the Office of Research and funding agencies. Initiates status checks on pending proposals and handles the continuation, renewal, and initiation of new awards. Advises PIs on options for starting an award in advance when necessary. Develops and maintains computerized tools for budget preparation, proposal forms, and logs, while updating PIs' current and pending support for proposals.

Manages the setup of new awards within the department's shadow system, GUS, and ensures the maintenance of comprehensive files and related documentation to meet audit standards. Keeps PIs informed of research opportunities from federal agencies, UC programs, and private sector sources. Oversees the closeout process for all contracts and grants, ensuring closeout memos are submitted to Extramural Accounting and that final reports are provided to sponsoring agencies as required.

Advises PIs on financial trends, recommending strategies and solutions to any challenges. Uses knowledge of UC Office of the President (UCOP) policies, campus financial procedures, and cost-accounting standards to interpret and provide guidance on policy compliance. Ensures the department's financials are compliant and audit-ready. Maintains award and proposal record-keeping systems and prepares statistical and fiscal reports as needed. Acts as a liaison and resource for PIs, coordinating communication between the Office of Research, academic departments, other campuses and institutions, and private, state, and federal funding agencies.

15% Purchasing - Acts as the buyer for all Math Department purchases through the Gateway Purchasing System. Collaborates with faculty and staff to facilitate and oversee purchase transactions, ensuring that all necessary approvals are obtained, and that proper backup documentation is maintained. Verifies that expenses are allowable, allocable, and that sufficient funds are available. Conducts cost analyses and secures comparison bids for non-routine purchases. Establishes and maintains vendor blanket agreements, and tracks equipment inventory.

5% Other Duties - Serves as the primary liaison between the Purchasing Office and Math Department staff, assisting with Gateway use, troubleshooting, and providing feedback on system features, programming, and purchasing-related issues.

Serves as the Department Safety Representative (DSR), responsible for coordinating and implementing safety programs and ensuring that staff and faculty are informed and trained on relevant health and safety protocols. Acts as the liaison with the Environmental Health & Safety (EH&S) Department, maintaining safety binders and bulletin boards. Handles day-to-day operational issues within the department, placing service requests with facilities management as needed. May assist with additional tasks in support of the Financial Unit, Business Officer, and/or Department Chair.

Policy on Vaccination Programs:

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
• University of California Policy on Vaccinations

* 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: .

For the University of California's Anti-Discrimination Policy, please visit:

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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'.