Job Details

Study Center Finance Manager
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Position Number: 5809687
Location: Santa Barbara, CA
Position Type: Business and Financial Management

Study Center Finance Manager

University of California Santa Barbara

Job Posting Details

Payroll Title: Financial Services Supervisor 2

Job Code: 004631

Job Open Date: 11/15/24

Application Review Begins: 12/5/24; open until filled

Department Code (Name): EAPQ (EDUC ABROAD PROGRAM LOC Q)

Percentage of Time: 100%

Union Code (Name): 99 (Non-Represented)

Employee Class (Appointment Type): Staff (Career)

FLSA Status: Exempt

Classified Indicator Description (Personnel Program): PSS

Salary Grade: Grade 23

Pay Rate/Range: The budgeted salary range that the University reasonably expects to pay for this position is $85,400 to $93,000/year. 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 $85,400 to $156,800/year.

Work Location: UCEAP

Working Days and Hours: M-F, 8am - 5pm Pacific Time or similar schedule

Benefits Eligibility: Full Benefits

Type of Remote or Hybrid Work Arrangement, if applicable: Hybrid (Both UC & Non-UC locations)

Special Instructions:

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

Department Marketing Statement:

Through international academic experiences, the University of California Education Abroad Program (UCEAP) inspires students to explore and transform their lives, UC, and the world. Since 1962, UCEAP has served as the UC systemwide study abroad program. In support of this mission, it has served over 100,000 students across all ten UC campuses and over 50,000 Reciprocity (international) students. UCEAP is committed to promoting excellence through diversity, equity, and inclusiveness. Recognizing that diversity is integral to the University's achievement of academic excellence, UCEAP upholds the principle of equal opportunity for all, adheres to the University of California Diversity Statement, and strives to create an environment that is welcoming for all. UCEAP typically has over 6,000 student participants annually, is active in over 40 countries worldwide, and welcomes about 1,500 Reciprocity students to the University of California. Sustained by strong academic excellence, spirited faculty collaboration, and an interrelated support system, UCEAP produces future global citizens and thought leaders. uceap.universityofcalifornia.edu

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:

Provides direct supervision, along with technical, and supervisory guidance to professionals and skilled technical employees, with responsibility for quantity and quality of work. Serves as an advisor to the Budget and Finance unit and UCEAP. Analyzes and resolves problems, interprets policies, and demonstrates solid subject matter knowledge as an internal consultant. Responsible for developing and executing objectives and goals, as well as defining the process by which to meet goals. Monitors progress of work to achieve short and long-range objectives. Participates in the development and monitoring of policies and procedures for financial data management. Ensures the accuracy, control, and reporting of financial data. Ensures adherence to cash and payment handling policies and procedures. Meets all government reporting and auditing requirements for related financial activities. Ensures that the appropriate internal controls are addressed, maintained, and strengthened to protect University resources. Provides direction to staff according to established policies and management guidance, Recommends changes to policies and practices. Identifies risks and responds accordingly. Provides priority setting and workflow analysis. Supervises staff to ensure accountability and stewardship of department resources (operational, financial, staff) in compliance with UCEAP's goals and objectives. Reporting to the Director of Budget and Finance (Director), the Study Center Finance Manager is responsible for the overall management of the Study Center Finances section of UCEAP's Budget and Finance Unit. Supervises and delegates work to the Financial Analyst and Finance Accountants and assumes all responsibility to lead the financial activities of 24 Study Centers worldwide, in 20 countries, compromising approximately 59% of UCEAP's overall annual budget, in coordination with other supervisors and staff in the organization. Leads and directs section operations including accounting responsibilities, accounts payable duties, general ledger, customer service, Study Center funding activities, Study Center expense report processing, and communications with a variety of section customers. Applies thorough knowledge and understanding of internal control practices and their impact on protecting University resources. Works within a complex accounting environment involving global monetary exchange rates, multiple fund types and cost centers, diverse accounting systems, and considerable financial analysis and reporting. Applies advanced knowledge of financial transactions and financial systems, as well as related policy, accounting, and regulatory compliance requirements, both domestically and abroad. Annually develops and analyzes accounting data and assists with the preparation of 24 Study Center budgets and 358 program budgets for over 5,300 students across the 9 undergraduate UC campuses. Accurately and precisely prepares budgets to meet strategic objectives, designed for successful financial aid packaging; assists the Financial Aid offices across the system to prevent the need for repackaging. Serves as a member of the management team within the Budget and Finance Unit and acts in the absence of the Director in Study Center finance matters as needed. Plans, develops, writes, and coordinates operational schedules and reference manuals. Working with the Director, responsible for policy development and operational effectiveness relating to Study Center finances, including demonstrated ability to screen applications, interview candidates, and either make selection decisions or recommend individuals for hire domestically and abroad.

Required Qualifications:

Bachelor's degree in related area and / or equivalent experience / training.

Four or more years' fiscal management experience.

Four or more years' experience with solving complex accounting issues including work with federally funded contracts and grants.

Four or more years' experience developing budgets and financial forecasts, in addition to accounting and financial procedure, particularly UC's accounting, purchasing, travel and entertainment policies.

Advanced knowledge of financial transactions and financial systems, as well as related policy, accounting and regulatory compliance requirements. including reporting actuals and developing trend analysis with the data obtained from the systems.

Extensive knowledge of finance policies, practices, policies, procedures, systems, budgeting and reporting techniques, accounting, and bookkeeping.

Demonstrated knowledge of accounting principles and practices business math and bookkeeping and ability to apply same to assignments.

Advanced knowledge of financial data management and reporting. Ability to analyze accounts, interpret the significance of financial data and apply sound financial management.

Thorough knowledge and understanding of internal control practices and their impact on protecting University resources.

Sound judgment and solid decision-making, reasoning, and analytical skills; ability to develop original ideas to solve problems.

Ability to work productively in a complex environment with international staff across different time zones and multiple currencies which may require coordinating ad hoc meetings to discuss important issues or provide training.

Demonstrated skills to assimilate, analyze, implement, explain and monitor competing deadlines with multiple interruptions while paying close attention to detail. Ability to work collaboratively.

Excellent organizational skills and ability to produce final results for review with appropriate consultation, minimal supervision, a high degree of accuracy and within deadlines.

Ability to interpret federal policies pertaining to contracts and grants from multiple agencies including DoD, DOE, NSF, as well as private industry contracts.

Strong interpersonal skills, service orientation, ability to multi-task effectively in a varied, high-volume environment, judgment and decision-making, reasoning, ability to develop original ideas to solve problems, and effective verbal and written communication skills.

Skill in writing procedures manuals, reports and correspondence concisely for the intended audience. Advanced knowledge of financial transactions and financial systems, as well as related policy, accounting and regulatory compliance requirements, which may necessitate knowledge of local international financial legal requirements in which UCEAP has study centers and host institutions.

Ability to exercise diplomacy, establish effective working relationships, and maintain a high degree of professionalism in dealing with faculty, management and staff.

Excellent interpersonal skills and ability to consult appropriately and work collaboratively in a team-oriented environment across organizational units and at all organizational levels.

Ability to handle sensitive and confidential information with discretion.

Proficiency with Microsoft Suite with advanced Excel skills, and advanced use of databases and financial reporting software.

Ability to manage changing priorities, and manage staff time and efforts accordingly, with various periods during the year which may require extensive overtime to complete goals and objectives

Ability to manage changing priorities and manage staff time and efforts accordingly.

Excellent judgment, decision-making and supervisory skills to ensure compliance with all legal, contractual, and UC policy requirements.

Demonstrated skill in managing budgets and resources.

Ability to model and positively contribute to a high-performance culture and inclusive workplace.

Leadership skills to provide guidance, coaching, mentoring, and professional development to staff.

Excellent skills in conflict resolution and building collaboration.

Experience defining position roles and requirements, interviewing and selecting new staff and training/onboarding new employees.

Skill in interacting effectively with a strong customer service orientation, with a variety of constituents at UCEAP, UCOP and campus departments throughout the UC system, and external agencies and vendors.

Demonstrated ability to review and improve workflow management. Ability to set and team goals and quality/customer service standards, as well as setting individual performance goals and expectations, engaging and developing employees, coaching for performance and development, recognizing contributions and evaluating performance.

Preferred Qualifications:

Knowledge of financial systems which may include UC systems such as UCPath, Gateway, Data Warehouse, and Espresso.

Four or more years' experience in higher education administering fund accounting.

Knowledge of UC financial processes, policies, and procedures.

Strong background and knowledge of fund accounting in the public sector with an emphasis on extramural accounting.

Special Conditions of Employment:

The UCEAP Systemwide Office is located in Goleta, CA (near the UCSB campus). Type of work arrangement eligibility: Hybrid. On-site presence will be required for leadership and staff meetings, delegation visits, training sessions, etc. The University is unable to pay or reimburse expenses prohibited by University policy, including travel expenses associated with commuting to the designated office.
Satisfactory conviction history background check
UCSB is a Tobacco-Free environment

Job Functions and Percentages of Time:

25% Study Center Finance Oversight and Management - Oversees and directs staff accountants' work on Study Center finances. Represents and is primary contact for the Study Center Finance Unit inside and outside UCEAP for meetings, committees, communications, etc. Reviews and provides analysis of the financial aspects of draft agreements with institutions and third party providers. Oversees disbursement of housing and post allowance payments for Faculty Directors, incorporating exceptions to policy and prorating for living abroad less than one fiscal year as delineated and authorized by Human Resources Director; maintains records of fund transfers made to campuses. Oversees monthly reconciliation of Study Center general ledger accounts. Provides reports from the UCSB general ledger to the Director to assist with budget development. Provides reports from the UCSB general ledger to the director to assist with budget development. Oversees funding methods for each program, including all bank and credit card accounts. Maintains and updates schedule of bank account balances for foreign bank accounts, updating and sending it semiannually to Office of the President. Maintains listing and details of bank wire templates for all Study Center Finance payments to ensure accuracy of appropriations. Maintains operational reserves for Study Centers and provides data for reserve level determinations. Assists with the recruitment of Study Center staff by providing input on job requirements, participating in hiring panels, and/or reviewing applicant qualifications as needed.

20% Supervision of Study Center Finance Staff - Supervises Financial Analyst and Finance Accountant staff in the section. Provides priority setting and workflow analysis. Supervises staff to ensure accountability and stewardship of department resources (operational, financial, staff) in compliance with UCEAP's goals and objectives. Provides direction to staff according to established policies and management guidance. Monitors and evaluates job performance in accord with relevant policies and procedures, including annual evaluation. Reviews and approves vacation requests of individual staff and adjusts schedules to maintain an appropriate level of staffing to serve the section's customers. Plans and oversees staff training, onboarding of new staff, and development activities. Encourages participation in study abroad fairs and professional development opportunities for staff.

20% Organize and Lead Operations - Plans, organizes, and implements the annual calendar of the section, including monthly reporting and accounting processes, quarterly study Center funding, budget preparation, and fiscal close activities. Monitors operations on a weekly, monthly, and quarterly basis against the calendar; makes adjustments as appropriate and coordinates actions with the unit's director and other supervisors and staff as needed. Monitors operations on a weekly, monthly, and quarterly basis against the calendar; makes adjustments as appropriate and coordinates actions with the unit's director and with other supervisors and staff as needed. Monitors productivity and workload of staff and establishes an optimal distribution of program assignments and special projects in the section. Plans, structures, and conducts regular section meetings to address ongoing business, establishing and monitoring follow up actions. Serves as the section's liaison with other entities inside or outside the unit in coordination with the Director. Directs staff in the development and analysis of accounting data. Assists in the preparation, development, and review of the Study Center and student budgets. Develops action plans with the Director to address shortfalls in the reporting or timeliness of Study Center staff in financial reporting deadlines. Participates in meetings of the management team of the Budget and Finance Unit.

15% Study Center Accounts Payable Oversight - Monitors, supervises, reviews and approves the accounts payable transactions related to Study Center operations including: Study Center director overseas travel and relocation; institutional contractual obligations for reciprocity or per capita payments; payments to liaisons; liabilities paid by the Budget & Finance Unit via the UCSB accounts payable/travel system and/or the UC bank wire system. Forwards to the Director for final approval of all transactions paid by bank wire and approves wire payments in the absence of the Director. Oversees and assists with invoicing and accounts receivable functions for cooperative agreements with foreign and domestic partner institutions, and UC administrative partnerships.

10% Operational Efficiencies - Plans and implements actions necessary to resolve audit issues, coordinating with the Director; prepares drafts of requisite audit responses. Reviews section operations and makes recommendations to improve efficiency and effectiveness of procedures and tasks. Gains a thorough knowledge of the UCSB financial system applications utilized by the Study Center section of the Budget & Finance Unit and improve processes to expedite study center expense recording and reports. Monitors Study Center reporting status and provides support to maintain up-to-date Study Center reporting. Coordinates activities with the accountant to ensure accuracy and timeliness of financial journals. Monitors the balance sheet accounts utilized by the Study Center Finance staff and takes necessary actions to reconcile and clear these accounts monthly.

5% Review and Establish Uniform Procedures and Manuals - Develops and implements business procedures for section operations in accordance with sound internal control principles. Trains and monitors staff in established procedures. Develops and maintains a policy and procedure manual used for section staff training and reference. Align Study Center expenditures into the new Common Chart of Accounts for journal uploads to campus. Creates and implements templates and standardized procedures to facilitate routine tasks and to ensure their consistent execution. Respond to inquiries from campus for deliverables.

5% Special Projects - Other duties, special projects or activities on behalf of the unit, as assigned. Participates, with Director and Finance Team, in preparing and presenting faculty and staff orientations. Supervises the periodic update of section information for forms and publications.

UC Vaccination Programs Policy:

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 - https://www.ucsb.edu/COVID-19-information

University of California Policy on Vaccinations - With Interim Revisions - https://policy.ucop.edu/doc/5000695/VaccinationProgramsPolicy

*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: https://policy.ucop.edu/doc/4010393/PPSM-20.
For the University of California's Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination.

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