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.
Initial Review Date (IRD): 06-24-2021
Dept Marketing Statement Physical Planning, Development & Operations manages and oversees all University activities and services related to physical and environmental planning, design and construction, engineering, physical plant maintenance and operations, and the associated business services necessary to support these functions. The University's main campus is spread across more than 2,000 acres and includes over 500 buildings comprising more than 8 million square feet. The department includes operating budgets of over $48 million, manages a capital project portfolio of approximately $500 million, and employs nearly 300 full time staff to carry forth the duties necessary for the campus' development and operation.
Pay, Benefits, & Work Schedule Salary Range Information: $66,300 - $93,200/Annually. (Min. to Mid.) Salary commensurate with skills and experience. No. of Positions: 1 Benefits Level Eligibility: This position is eligible for Full benefits. Schedule Information: Full-time, Fixed Percentage of Time: 100% Average Hours Per Week: 40 Days of the Week: Mon-Fri Shift Includes: Days Employee Classification: This is a Career Appointment Job End Date: None Job Code Classification:  FINANCIAL ANL 3 Location: UC Santa Cruz Main Campus, Barn G Union Representation: Non-Represented
Job Duties 40%:
Provides analytical support for complex budget, financial, or resource analysis projects. Applies professional concepts to perform moderate to complex financial or resource analysis to understand past performance and determine present and future performance and / or resource allocations.
Manages capital and non-capital planning and construction project accounting. Tracks project expenses against budgets up to $30 million per project along with the funding sources. Provides job cost reports to project managers, clients and stakeholders. Works with campus clients and PPDO project managers to establish non-capital projects. Develops and maintains monthly financial reports for each project (using sophisticated databases and electronic query tools for the purposes of obtaining accounting information); analyzes variances to budget, identifies transaction errors and processes correcting entries. Serve as primary fiscal advisor to project managers. and advises them regarding the budget status of their projects. Ensures that the appropriate internal controls are addressed, maintained and strengthened to protect University resources.
In the absence of the Associate Director, assist project managers and staff with questions regarding capital projects and perform review of accounts payable and contracts for approval.
Applies a wide variety of internal and external policies and regulations to address a range of issues such as regulatory compliance, tax implications, recovery of cash, risk management and the organized implementation of a diverse range of financial services for students and departments. Documents procedures for financial activities. Interprets related policies and advises customers accordingly.
Reconciles non-capital project clearing accounts monthly with expenses and credits of approximately $500,000 each month.
Oversees technical aspects of the recharge system for Physical & Environmental Planning Services, Design & Construction Services and Engineering Services. Serves as a representative of the campus FAMIS team. Requests setup of new users (employees) in FAMIS, determining security levels and form access.
Sets up and maintains non-capital planning and construction projects in FAMIS.
Coordinates and tracks the project-related time reporting of all Physical & Environmental Planning Services, Design & Construction Services and Engineering Services staff for recharge to projects and administrative overhead. Verifies accuracy of labor charge numbers. Provides monthly, quarterly and annual financial reports that track both recharge and non-recharge labor for income analysis.
Provides department support in the areas of business process analysis and design, system or procedure testing and implementation, documentation and workflow.
Provides guidance to less experienced team members on financial processing functions which may include accounts payable, accounts receivable, purchasing, recharge billing, travel/entertainment, gift accounting, cashiering and collections.
Recommends and implements quality customer service standards and procedures to affect various constituencies, including internal department, students and external vendors.
Coordinates purchasing for Physical & Environmental Planning Services, Design & Construction Services and Engineering Services determining appropriate procurement method either with the University purchasing card or submitting requisitions into CruzBuy.
Administrates and coordinates cellular phone contract for Physical & Environmental Planning Services, Design & Construction Services and Engineering Services includes purchasing phones, programming phones with software, troubleshooting problems, and reconciling complex monthly account statements.
Manages and coordinates departmental vehicle fleet including vehicle maintenance and repairs. Reviews, analyzes and reconciles monthly Physical Plant Fleet Services recharge reports and inquires about charges as needed.
Main contact for Environmental Health & Safety department to process various charges and reimbursements.
Manages the parking permit process with TAPS for contractor and consultant parking permits including reviewing transactions, researching any questions and making appropriate transfers to projects.
Reviews, codes and distributes approved contracts and authorizations (each capital project has several contracts and up to twenty authorizations) for setup into the campus financial system.
Facilities and Equipment Management: Manages departmental space, allocates resources, and controls inventory including but not limited to furniture, equipment, machines, telephones, conference facilities and communal areas.
Other duties as assigned.
Education: Bachelor's degree in related area and / or equivalent experience / training.
Thorough knowledge of financial processes, policies and procedures.
Experience with on-line financial information systems, complex databases, on-line time reporting and payroll personnel systems and software to report from them.
Proficient in the use of word processing, spreadsheet and database software.
Knowledge and experience with purchasing and asset management principles and practices.
Knowledge of accounting and budgeting principles and practices, especially fund accounting.
Precise attention to detail in a high volume environment.
Ability to adapt to changing priorities.
Strong interpersonal skills; effective verbal and written communication skills, active listener with a service orientation.
Strong analytical skills with ability to use creative thinking and sound judgment in decision making.
Thorough knowledge and understanding of internal control practices and their impact on protecting University resources.
Leadership skills to provide guidance, coaching and mentoring to professional and support staff.
Ability to function effectively as a member of a team.
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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