Herc-Higher Education Recruitment Consortium

Budget Analyst, Crown & Merrill College

Location: Santa Cruz
Job ID: 35817

JOB POSTING

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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: 06-02-2022

 

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 Business and Administrative Services (BAS) 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. 

CHES provides on-campus housing and dining services to nearly 9,500 undergraduate and graduate students in ten residential colleges and six multi-college affiliated residential communities that support single students and students with families. Employee housing is provided through 51 rental units at the Laureate Court apartments and 188 for-sale homes in four different locations. The units also provides off-campus student housing support and summer conference operations. CHES manages the auxiliary services units of the Bay Tree Bookstore and ID card services and offers Early Education Services for student parents.
 
More information can be found here:

crown.ucsc.edu  &  merrill.ucsc.edu

 

JOB SUMMARY

Under the general supervision of the Executive Director, College Student Life, the Budget Analyst is responsible for fiscal administration and leadership, and the budgetary management and analysis for two colleges and College Student Life administration. Each college may include the following offices: Residential
Life, Activities, technical crew maintaining rental facilities, Student Government and Student Group Office(s), Academic Advising, Provost and College Administration Office(s). CSL administration may include central administration and operations, and Conduct.

The Budget Analyst serves as the principal advisor, in consultation with the Executive Director, 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 managers/directors 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 units; developing and monitoring financial, budget, and human resource projects and operations and communicating issues to appropriate staff as they arise.

This position has budget oversight for a college pair and College Student Life administration. These units contain approximately $2 million and are comprised of auxiliary income from housing, compulsory student fees, grants and contracts, state funds, gifts and endowments, and student service fees. Each college pair employs approximately 32 career staff and 50-80 student employees, and CSL admin employs approximately 9 career staff and 5 student employees. Expenditures include, but are not limited to, permanent salaries, temporary salaries, equipment, supplies, entertainment, special events, travel, reimbursements, honoraria and scholarships. The Budget 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:  $79,750.00 / Annually 

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: 007709 (FINANCIAL ANL 3)

Travel:  Never or Rarely

 

JOB DUTIES

65% - Fiscal Analysis, Budget Planning, Reporting and Policy Management 

• 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.
• Provides analytical support for complex budget, financial, or resource analysis projects. Independently gathers information as needed to perform analysis.
• 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. Develops and maintains financial tracking, reporting, and auditing systems.
• Analyzes, interprets and applies UCOP, campus and divisional specific fiscal policies to all financial activity. Ensures that the appropriate internal controls are addressed, maintained and strengthened to protect University resources.
• 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.
• Develops procedures to address new and one-time financial needs, including cost saving efficiencies, budget allocations, and salary savings.
• 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. Prepares, reviews, and / or approves financial transactions.
• Documents procedures for financial activities.

30%  - Advisory, Unit Liaison and Operation Oversight 

• Advises the unit staff regarding complex or detailed accounting, purchasing, travel and entertainment policies and procedures. May train staff, and as appropriate, creates an effective team environment.
• Advises the Executive Director and College Provosts 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, FDX, FAMIS, CruzBuy and PPS systems; ensures appropriate training of support staff.
• Liaises with students in regards to scholarships, awards and project funding; manages budgets and coordinates expenditures.
• Liaises with other campus units, such as Accounting, Purchasing, Career Services, SOAR, OPERS, SHR, and Physical Plant, in regards to financial and process updates.
• Manages cash collections at the colleges; may maintain unit petty cash account.
• Coordinates the interpretation and implementation of separation of duty practices, cashier and deposit practices, facility and/or cafe income procedures and carryforward, gift, grant, purchasing, entertainment and travel practices.
• Guides units in 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 $1,000 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.
• Prepares HR forms for personnel actions, additional one-time payments and temporary staffing; reconciles monthly payroll; processes payroll transfers; and advises on funding strategies for student employment and temporary staff hires.

5% - Special Projects and Other Duties as Assigned

• Provides ad hoc analysis on a variety of special projects.
• As needed, may be assigned other duties that will support the mission of the colleges and CHES.
• As needed, may be asked to work special events, such as alumni events, donor receptions, and commencement.

 

REQUIRED QUALIFICATIONS

• Bachelor's Degree in a related area and/or equivalent experience / training.
• Demonstrated skills in successful business management and accounting practices. 
• Demonstrated financial management experience with the 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. 
• Demonstrated ability in independently gathering required information to organize and perform financial analysis assignments.
• Excellent computer skills including knowledge or experience with excel and word processing applications. 
• Proven ability in using spreadsheet and database software for complex financial analysis, fiscal management, and financial reports.
• Excellent attention to detail and ability to manage complex processes with efficiency and thoroughness.
• Excellent communication and interpersonal skills to effectively work 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. 
• Critical thinking skills to effectively adjust to ambiguity, constantly shifting priorities and changing situations.
• 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 function effectively as a member of a team.

 

PREFERRED QUALIFICATIONS

• Experience or knowledge of campus financial systems reporting and querying tools.

 

SPECIAL CONDITIONS OF EMPLOYMENT

• Selected candidate will be required to pass a pre-employment criminal history background check. 
• Some travel between the main campus and off campus locations 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=35817&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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