Description
Job Posting Details
Payroll Title: Financial Services Supervisor 2
Job Code: 004631
Job Open Date: 5/20/2024
Application Review Begins: 6/5/2024; open until filled
Department Code (Name): PHYS (Physics)
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: 23
Hiring/Budgeted Salary Range: $95,000-$117,000/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 $82,300 - $151,700/yr. The budgeted salary range that the University reasonably expects to pay for this position is $95,000 - $117,000/yr.
Work Location: Broida Hall - 3019 / Hybrid
Working Days and Hours: M-F; 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 Physics Department is widely regarded as one of the premier physics departments in the world. UCSB's Physics faculty include two Nobel Laureates, 16 memberships of the National Academies, and a host of award-winning faculty. UCSB's relatively small Physics Department is now ranked among the top 10 graduate programs in the Nation. The complexity of the Department is represented by the provision of a broad set of support services: administrative, student affairs, extramural grant administration, staff support for instructional lecture and laboratory courses, outreach activities, computing services, a machine shop that supports student and faculty research, and a storeroom and purchasing staff that serve many campus departments.
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 Business Officer, is responsible for the overall fiscal management of the Physics Department financial affairs, including full oversight of all departmental, extramural, and accounting operations the Department. The Financial Manager serves as Assistant Business Officer with authority to make decisions on behalf of the department in the Business Officer's absence. The Financial Manager operates as a key member of the Physics Department management team, which includes Financial, Extramural Funds, Academic Personnel/Student Affairs, Administrative Support, Facilities, Computing Services, Machine Shop, and multiple Recharge Shops.
Assumes a high degree of decision-making and authority in fiscal management and analysis, as well as budget implementation. Provides short and long-range planning on funding matters as well as departmental planning and policy development. Establishes and maintains contact with management and officials of the university. Participates in major management decisions in the financial area. Is familiar with campus management issues and sets goals and objectives that affect budget, and fiscal responsibilities.
Develops and implements financial systems and procedures; prepares cost projections and analyses for departmental fund accounts. Analyzes and resolves problems and provides input for continued development of policies and procedures to increase efficiency and accuracy of work produced. Maintains a strong working knowledge of all campus and departmental financial systems (GUS, Gateway, TOE, TOF, Flexcard, General Ledger, Data Warehouse, FMM, etc.).
Provides oversight and supervision to three functional units: Contracts & Grants, Recharge Administration, Payroll Administration. Oversees bi-weekly and monthly payroll to ensure accuracy and maintains strong knowledge of Kronos and UCPATH. Prepares and/or updates recharge packages annually and monitors recharge activity (>$100K/month across five income units). Utilizes team leadership, collaboration, and active listening skills to ensure all team members understand reasons behind procedures and standards, and have opportunity to share their expertise and recommendations. Utilizes a thorough working knowledge of University Accounting Policies pertaining to all accounting areas for state, research, gift funding.
Directly supervises 4.25 FTE and indirectly oversees three additional research administrators, one financial services analyst 2, and multiple student assistants. Is responsible for full range of personnel actions including training, performance management, disciplinary action, etc. for direct reports.
Represents the department on campus-wide committees and work groups in the areas of accounting, personnel, and purchasing. Acts on behalf of the Business Officer in times of absence.
Required Qualifications
- 4-6 years of experience in strong fiscal management experience.
- 4-6 years of experience independently performing financial and/or resource research for budgetary analysis or projections.
- 1-3 years of experience managing a team of employees utilizing strong people management, team building, active listening, coaching, and mentorship abilities.
- 1-3 years of experience developing and establishing effective and transparent procedures and standards for the operation of financial functions (i.e., internal controls and processes such as payroll, ledger reconciliation, etc.)
- Advanced ability to effectively present complex financial related information both verbally and in writing in a clear and concise manner.
- Thorough knowledge and understanding of internal control practices and their impact on protecting University resources.
- Very strong interpersonal skills and the ability to work in a collegial and effective manner across the university at all levels; leadership skills to provide guidance, coaching and mentoring to professional and support staff.
Preferred Qualifications
- Training in people management skills such as leadership skills, coaching, emotional intelligence, team building, change management, mentoring, supervisory.
- 1-3 years of experience with UCSB's online systems such as UC Path, Kronos, Gateway, Data Warehouse, Online General Ledger, Payroll Processing, Orbit, Effort Reporting System etc.
- Ability to multitask in high volume environment.
Special Conditions of Employment
- Satisfactory conviction history background check
- UCSB is a Tobacco-Free environment
Job Functions and Percentages of Time:
Budget, Financial Management & Analysis 40% - Manages and provides leadership, direction, training, and supervision for department financial & extramural funds units. This includes departmental accounting (over 95 start-up/retention accounts as well as numerous department/campus/matching funds), extramural awards (totaling over 50M as well as internal awards), personnel and payroll, purchasing, shops recharge activities (four separate shops), gifts processing and reimbursements of travel, entertainment and miscellaneous expenses. Utilizes and maintains extensive knowledge of university, federal, state, and private policies and procedures that include complex budgetary criteria for a large multi-faceted academic department.
Establishes procedures and develops standards for the operation of financial functions to ensure that high service standards and audit requirements are met. Responsible for the operational long-term planning, problem solving, conflict resolution affecting the financial unit operations.
Utilizes team leadership, collaboration, and active listening skills to ensure all team members understand reasons behind procedures and standards, and have opportunity to share their expertise and recommendations. Advises Chair and MSO on financial policies and makes recommendations.
Analyzes and reviews fund balances ensuring all expenditures remain within budget and are appropriate. Prepares cost projections and other reports requested by the chair, business officer or faculty. Researches and proposes solutions to a variety of complex problems that arise. Ensures fund transfers and cost transfers are processed as necessary ensuring all transactions are in compliance with university policies.
Provides up-to-date information and innovative solutions to problems. Acts as resource and consultant to departmental management and faculty on all financial issues.
Must be cognizant of all departmental and extramural funds in order to give PIs sound financial advice. Oversees research matching funds and works closely with extramural funds manager to ensure research matching funds are spent in accordance to the proposal and departmental funds are spent to compliment research activities when necessary. Brings balances forward into the new fiscal year in the Carry-Forward Module and on GUS and carries out all fiscal closing activities annually.
Evaluates and makes recommendations to the MSO to adapt to changing needs, systems, policies, and campus procedures.
Serves as Assistant Business Officer and acts on behalf of the Business Officer during times of absence.
Financial Administration 30% - Utilizes extensive knowledge of UC, federal, state and private policies and procedures, as well as audit and cost accounting standards; performs ongoing analysis of a complex, multifaceted project code accounting system. Responsible for development and implementation of procedures to ensure the highest level of service is met.
Works closely with contract and grant analysts to ensure research matching funds are spent in accordance to the proposal and departmental funds are spent to compliment research activities when necessary. Prepares carry-forward reports for the Budget Office and brings balances forward into the new fiscal year on GUS. Prepares other financial reports and/or analyses as requested by Chair or MSO.
Responsible for the management of all recharge activity for the department's five recharge units, generating a monthly income of approximately $100,000. Coordinates with the campus accounting office for ensuring that all charges are appropriately charged to the GLO. Responsible for the establishment and maintenance of all rate and recharge accounts. Advises faculty and staff on rate and recharge policy and procedure. In coordination with the MSO and the Office of Budget and Planning, establishes new accounts. Monitors accounts on a monthly basis and analyzes expenditures in preparation for annual update of recharge rates.
Reviews purchase orders and travel and supply reimbursements charged to all departmental fund sources. Ensures that receipts and supporting documentation are attached and approvals are received when necessary. Ensures that appropriate prior approval is received when required (or retroactive approval if necessary) and that funds are available to cover the expense. Approves requisitions to purchase orders in Gateway. Reviews and approves all departmental TOEs.
Unit Management &Payroll 15% - Oversees and provides leadership, mentorship and guidance to three functional units that fall under the oversight of the Financial Manager: Contracts & Grants Administration (4 FTE); payroll administration (3 FTE), Recharges (1 FTE).
Responsible for the general oversight of the Contracts & Grants Unit, providing guidance as needed; direct supervision of the Unit Manager (Fin Services Anl 4, 1 FTE).
Responsible for the training and oversight of 3.25 FTE of payroll personnel who process all payroll activity and advise faculty, students, and staff of University policies and procedures regarding recruiting, hiring, payroll, benefit eligibility, dual employment, overtime compensation, summer salary compensation eligibility, and travel expense restrictions; direct supervision of two payroll analysts.
Oversees the processing of the monthly recharges. Verifies accuracy of recharges prepared by financial recharge analyst and oversees the FTP transfer of all documentation to the Business and Financial Services Office. Verifies all outside recharge activity; direct supervision of one recharge analyst.
The Financial Manager is responsible for fostering a collaborative and team-oriented environment, regularly applying abilities in active listening, leadership, emotional intelligence, team building and mentorship.
Oversees the Department UCPATH payroll and personnel function to ensure that all Departmental personnel are appropriately hired, paid, and that all benefits are accurately assigned across various Union contracts.
Responsible for development and oversight of payroll processes for the department including graduate student researcher positions, career and casual staff, lecturers, TAs, Teaching Associates, Readers, Tutors, research personnel and visitor appointments, approximately 2500 transactions annually, with a high volume of multiple appointments.
Maintains current and accurate knowledge of changing policy, contracts, salary ranges, and procedures for represented students and staff, establishing/revising procedure and providing guidance to payroll staff in response to changes implemented as a result of updated Union contracts.
Responsible for all research and departmentally funded payroll approvals.
Verifies that all employees have financial support and that the employee roster accurately reflects appointment information.
Develops Departmental compliance with policies and procedures affecting employment, time reporting, vacation/sick leave benefits, health and dental benefits, layoff, academic research merits, casual staff pay increases and work-study benefits. Oversees Faculty Additional Compensation Entries, course buy-outs, and FRAP entries annually ensuring accuracy and compliance with UC, Federal, and State regulations.
Recharge & Purchasing Administration 10% - In coordination with the Extramural Funds Manager, audits financial activity of the purchasing functions for the department. This includes over 3500 orders placed and received annually. Establishes and reviews procedures for ensuring that purchases are allowable on the fund source.
Responsible for managing the department's complex recharge system, including oversight of all accounts and recharge data from the four Physics Shops (recharge income operations of ~1.2M/annually). Manages the audit, analysis, and monthly execution of the Recharge System which exceeds 1200 recharge cost centers campus wide.
Oversees the development and analysis of new and adapted financial procedures in regard to purchasing and storeroom operations. Participates in campus-wide committees, working closely with campus personnel to establish and update systems with campus applications.
Financial Systems Management 5% - Maintains detailed knowledge of all UCSB financial systems including FlexCard, Concur, Gateway, GMC, Data Warehouse, Espresso applications, as well as the new Financial Management Module (FMM) scheduled for deployment in 2025.
Advises Business Officer and Chair on changes to campus financial systems and guides the Departmental staff through the transitions as they arise. Serves on campus financial system development committees as needed and provides analysis and guides Principal Investigators when necessary.
As the campus transitions to the new Financial management system in 2025, will be the Departmental liaison for the transition and provide guidance on Physics Department accounts. Will work closely with MLPS, Departmental Management and Extramural Funds to ensure a smooth transition.
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 Policy
University of California's Anti-Discrimination Policy
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