Payroll Title: Financial Services Supervisor 2
Job Code: 4631
Job Open Date: 9/22/21
Application Review Begins: 10/7/21
Department Code-Name: GSED
Percentage of Time: 100%
Collective Bargaining Unit (CBU): 99
Grade Type/Grade: 23
FLSA Exemption Status: Exempt
Work Location: EDUC 4101
Pay Rate/Range: Minimum starting salary: $87,750/year
Benefits Eligibility: Full Benefits
Department Marketing Statement
The Gevirtz Graduate School of Education at UC Santa Barbara is home to faculty, students, and staff who all care deeply about developing themselves and others as leaders in educational and psychological research, practice, and leadership. We are committed to increasing access to excellent opportunities for the diverse children, families, and citizens of California. Our local and regional partnerships have attracted national and international attention. Visit our website at http://education.ucsb.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
Under general direction from the Dean and Assistant Dean within the Gevirtz Graduate School of Education (GGSE), responsible for a full range of management functions encompassing finance, employment and payroll, gifts, and compliance. Works as part of the senior management team to develop and implement operating policies and procedures as they relate to overall GGSE goals and objectives, interprets policy for Department Chairs / Directors, faculty and staff. Serves as liaison to other campus academic and administrative units. Provides direct input for short- and long-term strategic planning. #LI-KA1
Bachelor’s degree in related area and / or equivalent experience / training.
Minimum of 1 year of supervisory experience.
Administrative experience working in a higher education setting.
Ability to work effectively with all levels of the University community.
Professional orientation and strong leadership skills.
Excellent technical and analytical abilities, initiative, problem-solving ability, and judgment.
Capacity to organize and handle a wide range of responsibilities.
Excellent verbal and written communication skills.
Thorough knowledge and understanding of University personnel, financial, and purchasing policies.
Thorough knowledge and understanding of internal control practices and their impact on protecting University resources.
Solid understanding of financial and resource planning concepts as well as how to control organizational budgeting.
Advanced knowledge of financial transactions and financial systems.
Knowledge of Fund Accounting principles and practices, budgeting and reporting techniques, accounting, and bookkeeping.
Ability to conduct thorough budget oversight, monitor complex financials, and produce regular financial reports.
Ability to prepare and present financial data to management.
Strong computer application program skills (Microsoft Suite, Google Web Applications, Box, etc.)
Experience with UCSB financial and procurement systems (Espresso applications, Data Warehouse, Gateway, FlexCard, etc.)
Experience with UCSB personnel and payroll data systems (UCPath, OACIS, AP Folio, UC Recruit, etc.)
Special Conditions of Employment
Satisfactory conviction history background check.
UCSB is a Tobacco-Free environment.
For full consideration, please include a resume and a cover letter as part of your application.
Job Functions/Percentage of Time/Duties
ADMINISTRATIVE MANAGEMENT ANALYSIS AND PLANNING/40%
Serves as a member of the GGSE senior management team, which is comprised of the Assistant Dean, Finance and Administration Manager, and Student and Academic Affairs Manager. Works in close collaboration with other members of the senior management team to ensure smooth and efficient operation of GGSE in day-to-day activities as well as participates in long-range planning, school-wide decision-making and policy implementation plans.
MANAGEMENT SUPPORT: Provides day-to-day management and budgetary oversight. Serves as primary person responsible for budget oversight, monitoring, reporting, and planning. Directs and supervises financial and administrative activities for GGSE. Provides leadership for sustaining a service orientation with operational excellence in a collaborative environment. Consults with the Dean and senior management team on all high-level aspects of School operations. Responsible for a range of management functions necessary for the fulfillment of campus academic and research missions. In collaboration with Assistant Dean and Student and Academic Affairs Manager assesses the impact of new policies, researches problems and makes recommendations or as appropriate, independently resolves the issue or proposes a course of action. Uses considerable judgment and tact in dealing with all university constituents. Conducts analyses of all functional areas to ensure effective and efficient operations.
POLICY IMPLEMENTATION & INTERPRETATION: In coordination with Assistant Dean and Student and Academic Affairs Manager acts as a GGSE authority on issues pertaining to School, campus and system-wide policies and procedures and
serves as primary liaison between GGSE and campus offices when questions and/or conflicts arise. Maintains broad knowledge of university policies, procedures and current interpretations for effective implementation of campus academic and research missions. Assesses the effects of changes in policies and procedures on School operations and implements appropriate modifications as required. Provides counsel to Department Chairs/Directors, as well as oversight and leadership to faculty and staff in the area of policy interpretation and implementation. Assists in accomplishing necessary actions by suggesting various approaches and solutions, and promotes open communication on any university-related topic.
DEPARTMENT OPERATIONS & BUDGET/FINANCIAL MGMT/30%
In collaboration with the Assistant Dean, responsible for the administration of all financial affairs for GGSE – a combination of extramural, temporary and permanent funds. Provides regular budget monitoring and projections and prepares annual budget reports. Projects and monitors expenditures within the School and Departments operating budgets in addition to recharge and income accounts, extramural contracts and grants, various gift and endowment funds, instructional computing funds, provision account and a variety of one-time allocations. Advises Dean, Assistant Dean, and Department Chairs/Directors of financial adjustments as necessary to ensure that funds are properly allocated and administered; develops short- and long-term financial plans in response to School goals and objectives. Identifies and performs analytical studies on budget-related issues to develop solutions. Evaluates effectiveness of solutions, developing alternatives as necessary. Advises Dean with regard to matching fund commitments and cost sharing for contracts and grants. Allocates funds according to established guidelines. Provides regular budget reports and projections to the senior management team and Department Chairs/Directors as well as other reports as requested for review and to assist in meeting School goals. Provides guidance and training to Department Program Office staff on financial matters. Advises and provides guidance to the Contracts and Grants Manager on budgeting strategies, funding issues, and compliance.
Establishes proper accounting procedures and practices and monitors for compliance by all units. Supervises the administration of activities related to purchasing, employment, travel, recharge and general office procedures. Consults and coordinates with Institutional Advancement and Development Officers on gifts and endowments; advises Development Officers and Dean on financial options and consequences for structuring gifts and endowments; helps develop budgets for major fund-raising proposals. Manages all gift funds and ensures that gifts are deposited into correct funds and that expenditures follow terms and conditions of gift agreements to maintain appropriate stewardship of donor funds. Works with faculty to establish service and academic contracts and MOUs, and routes them through Business & Financial Services for completion. Works with central offices to troubleshoot problems and situations without precedent. Ensures all accounts are reconciled on a monthly basis and all charges, credits and other transactions are correct and accurate. Working with the Assistant Dean, establishes requirements and goals for the development and enhancement of financial systems.
Manages fiscal closing process. Responsible for budgetary analysis and control of all GGSE accounts. Holds signature authorization and approves financial transactions. Maintains reconciliation and integrity of the permanent budget and approved staffing with authorized salary actions and expenditures.
STAFF PERSONNEL: Directly supervises five career staff employees responsible for the following: providing financial support and administration, academic personnel, employment and payroll processing and other program support.
Responsible for analyses of staffing requirements, job duties, recruitment, training, hiring/termination, performance evaluations, merit recommendations, disciplinary action and professional development. In collaboration with Assistant Dean and Student and Academic Affairs Manager maintains an effective and equitable balance within GGSE organization with respect to staff classification levels and monitors changing factors for new staffing needs. Ensures compliance with appropriate campus collective bargaining agreements. Mediates in labor relations and may represent GGSE in grievances. Coordinates with Human Resources, Ombuds Office, and other campus offices on sensitive and confidential staff issues.
Maintains a motivated and balanced staff environment, which fosters personal and professional growth, activity and enthusiasm for meeting the objectives of GGSE. Provides leadership and training in job duties, open communication, conflict
resolution and clarity of information regarding expectations for staff performance. Promotes professional collaboration and teamwork, monitors priorities and workload and delegates requests and responsibilities to streamline processes and improve efficiency. Evaluates staff morale and effectiveness, workload/resource issues and fiscal soundness.
EMPLOYMENT: In collaboration with the Assistant Dean, oversees the establishment of and recruitment for academic, career and limited staff positions, ensuring campus policies are followed and required approvals are in place. Conducts review of all staff, academic and student personnel transactions, including new appointments, changes to appointments and separations. Oversees employment processing, payroll, leave reporting, GSFR entry, family medical (FMLA) and other leaves and visa processing. Ensures that appropriate campus approvals are in place prior to employment and that appointments adhere to applicable staff, student, academic personnel policies as well as collective bargaining contracts. Processes implementation of annual merit programs. Monitors increases for budgetary restrictions and negotiates needed exceptions.
Oversees the establishment of and recruitment for new research and post-doctoral appointments, ensuring campus policies are followed and required approvals are in place. Provides guidance to the Dean, managers, and faculty on development of job descriptions. Manages the annual process for faculty summer compensation, including reviewing for allowability and collaborating with other departments to ensure adherence to campus and federal policies.
The University of California is vigilantly monitoring and acting in accordance with all applicable public health directives related to COVID-19. As a condition of employment, you will be required to comply with the University of California SARS-CoV-2 (COVID-19) Vaccination Program Policy. All Covered Individuals* under the policy must provide proof of Full Vaccination or submit a request for Exception (based on Medical Exemption, Disability, and/or Religious Objection) or Deferral (based on pregnancy) no later than the applicable deadline. For new University of California employees, the applicable deadline is eight weeks after their first date of employment.
For more information, please visit:
UC Santa Barbara COVID-19 Information: https://www.ucsb.edu/COVID-19-information
UC SARS-CoV-2 (COVID -19) Vaccination Program Policy: https://policy.ucop.edu/doc/5000695/SARS-CoV-2_Covid-19
Equal Opportunity/Affirmative Action Statement
The University of California is an Equal Opportunity/Affirmative Action Employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law.
The University of California endeavors to make https://jobs.ucsb.edu accessible to any and all users. If you would like to contact us regarding the accessibility of our website or need assistance completing the application process, please contact Katherine Abad in Human Resources at 805-893-4664 or email firstname.lastname@example.org. This contact information is for accommodation requests only and cannot be used to inquire about the status of applications.
Privacy Notification Statement
The State of California Information Practices Act of 1977 (effective July 1978) requires the University to provide the following information to individuals who are asked to supply information about themselves: Application: The principal purpose for requesting information on the Application is for applicant-tracking purposes and to collect applicant contact information. Affirmative Action and Equal Employment Opportunity Data Form: Information furnished on this form is requested by UCSB’s Affirmative Action Office. The University of California, Santa Barbara is a Federal contractor and, therefore, must comply with Affirmative Action regulations issued pursuant to Executive Order 11246, Federal Revised Order No. 4, Section 503 of the Rehabilitation Act of 1973 and Section 402 of the Vietnam Era Veterans Readjustment Assistance Act of 1974. Furnishing the information on this form is voluntary. There is no penalty for not completing this form. The offices responsible for maintaining the information supplied on this form are the UCSB Human Resources Office and the Affirmative Action Office.
GENERAL DATA PROTECTION REGULATION (GDPR) STATEMENT FOR PERSONS IN THE EUROPEAN ECONOMIC AREA: As part of our commitment to protecting your privacy, the General Data Protection Regulation (GDPR) Privacy Statement (“Privacy Statement”) is designed to provide you, as a person in the European Economic Area, with information regarding the types of personal information that the University of California’s Human Resources departments and offices collect about you. The Privacy Statement can be found at: https://ucnet.universityofcalifornia.edu/gdpr.html.nformation supplied on this form are the UCSB Human Resources Office and the Affirmative Action Office.
Notice of Availability of the UCSB Annual Security Report
The University is committed to providing a safe and secure campus environment for our students, faculty, staff, and visitors. In accordance with the “Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act” (Clery Act), UCSB publishes an Annual Security Report to provide information regarding campus safety and security policies, crime statistics, and resources to current and prospective students and employees. This report includes statistics for the previous three years concerning crimes reported to Campus Security Authorities (CSAs) that occurred on campus, in certain off-campus buildings or property, and on public property adjacent to and accessible from campus. The report also includes campus policies concerning crime prevention, crime reporting, alcohol and drug use, sexual and interpersonal violence, student discipline, and other matters. To access the Annual Security Report, visit www.police.ucsb.edu/asr. A copy of this report may also be requested by contacting the UCSB Police Department (call 805-893-3446 or visit 574 Public Safety Bldg., Santa Barbara, CA 93106 during business hours). To learn more about the Clery Act and CSA duties and reporting requirements, please visit www.police.ucsb.edu/clery-act.
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