Job Details
NCEAS Financial and Personnel Analyst
NCEAS Financial and Personnel Analyst
University of California Santa Barbara
Job Posting Details
Position Number: 40074301
Payroll Title: FINANCIAL SVC ANL 2 CX (004754)
Job Code: 004754
Job Open Date: 03/13/2025
Application Review Begins: 03/28/2025
Department Code (Name): NCEA (CENTER ECOLOGICAL ANALYSIS)
Percentage of Time: 100
Union Code (Name): CX - Clerical/Admin
Employee Class (Appointment Type): Staff: Career
FLSA Status: Non-Exempt
Classified Indicator Description (Personnel Program): PSS
Salary Grade: 144
Pay Rate/Range: The budgeted salary range that the University reasonably expects to pay for this position is $28.07 to $31.00/hr. 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 $28.07 to $48.28/hr.
Work Location: 1021 Anacapa Street Santa Barbara, CA 93101
Working Days and Hours: M-F 8 am - 5 pm
Benefits Eligibility: Full Benefits
Type of Remote or Hybrid Work Arrangement, if applicable: Hybrid schedule available after successful completion of the probationary period.
For full consideration, please include a resume and a cover letter as part of your application.
Department Marketing Statement:
Established in 1995, the National Center for Ecological Analysis and Synthesis (NCEAS) is a research center of the University of California, Santa Barbara and was the first national synthesis center of its kind. There is broad acknowledgement that NCEAS has significantly altered the way ecological science is conducted, towards being more collaborative, open, integrative, relevant, and technologically informed. Different from the scientific tradition of solitary lab or fieldwork, NCEAS fosters collaborative synthesis research - assembling interdisciplinary teams to distill existing data, ideas, theories, or methods drawn from many sources, across multiple fields of inquiry, to accelerate the generation of new scientific knowledge at a broad scale. NCEAS is located in downtown Santa Barbara in a beautiful city filled with activities -- downtown, on the beaches, and in the mountains. NCEAS is committed to improving diversity, equity, and inclusion (DEI) in science. We value diversity in expertise, backgrounds, needs and experiences, and aim to see diversity reflected among our residents and visitors. We are committed to providing a safe, productive, and welcoming environment for everyone in our community.
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 the direction of the Business Officer, is responsible for the daily management of the Centers financial matters. Areas of responsibility include: on-boarding of all new employees, Academic Personnel Processes, UCPath and Kronos processing for all staff and academic employees; accurate leave reporting; purchasing through both Gateway and administrative Flexcards; payment processing for entertainment expenses, monthly space rent; and form 5 expenditures. Under the direction of the Business Officer, reconciles payroll ledger, and identifies and corrects errors; runs quarterly payroll reports and payroll projections.
Required Qualifications:
- Experience with Microsoft Excel and Word
- Experience with GUS, working knowledge of UC Path, Data Warehouse and other campus financial systems
- Excellent communication skills and the ability to perform in a deadline driven environment.
- Detail oriented with high degree of accuracy in all duties.
Preferred Qualifications:
- Working knowledge of Gateway including submitting various types of service/consultant contracts
Special Conditions of Employment:
- Satisfactory criminal history background check
- UCSB is a Tobacco-Free environment
Misconduct Disclosure Requirement:
As a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; received notice of any allegation or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.
"Misconduct" means any violation of the policies or laws governing conduct at the applicant's previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, as defined by the employer. For reference, below are UC's policies addressing some forms of misconduct:
UC Sexual Violence and Sexual Harassment Policy
UC Anti-Discrimination Policy
Abusive Conduct in the Workplace
Job Functions and Percentages of Time:
- 40% Payroll / Onboarding - Processes paperwork for all new employees ensuring they have been completed accurately and thoroughly. Works with BFS Payroll staff/Academic Personnel and/or UCPath Center to correct any errors. Acts as NCEAS departmental Benefits Representative and communicates updated policies and procedures to staff as needed. Maintains familiarity with UC personnel policies as well as policies unique to NCEAS' evolving programmatic mission. Responsible for all aspects of UCPath payroll and GUS shadow system for all academic and career staff positions including keeping accurate records in GUS of all UCPath employees and job funding and ensuring all employees are paid accurately and appropriately each month. Works closely with the Business Officer in calculating and making any necessary adjustments, and interfaces with the University Accounting Office and UCPath Center to resolve problems when they arise. Analyzes and reports all employees leave,and ensures all leave is accurately reported across multiple funding sources. Analyzes, and prepares all Effort Reporting and distributes and monitors all reports to various PI's and staff to ensure correct and timely reporting. Processes visa requests through the Office of Internal Students and Scholars. Back-up for Business Officer in posting open staff positions in TAM (Talent Acquisition Manager).
- 30% Financial - Reconciles monthly payroll ledger. Reviews and analyzes payroll reports (available to Principal Investigators (PI's) via online GUS web access), noting areas of concern. Assures that reports are reconciled with the general ledger (GLO). Initiates actions to process necessary adjustments within University guidelines. Works with Business Officer to prepare quarterly payroll projection spreadsheets for PIs. Creates invoicing for revenue contracts and processes deposits. Utilizes the Data Warehouse and On-line General Ledger for information retrieval. Processes Expense & Fund transfers via ESPRESSO: Transfer of Expense (TOE) Transfer of Funds (TOF). Back-up to Contracts and Grants Analyst in reconciling the monthly general ledger.
- 15% Academic Personnel - Coordinates the process for recruitment and hiring of postdocs and all academic positions including securing all necessary documents, processing and submission of all necessary paperwork and posting job openings on UC Recruit. Identifies appropriate funding for hires at NCEAS and works closely with MSO in meeting employment policy requirements. Tracks appointments and prepares re-appointments as necessary for both postdoctoral and academic appointees. Works closely with MSO and Director annually on any merit/promotions due that cycle by preparing, compiling and submitting all necessary paperwork the various due dates. This includes identifying eligible employees, securing all needed documentation, preparing needed requests for letters and preparing the packet and submitting to Academic Personnel for review. Maintains knowledge of Staff Personnel, Academic Personnel and Graduate Division and Represented Titles policies regarding employment.
- 5% Purchasing - Oversees the purchasing functions for the department. Advises academics and staff on all aspects of purchasing policies and requirements. Coordinates and monitors department ordering and receiving of supplies. Assures accuracy and completeness of all data and required approvals. Communicates with vendors on supply and equipment items, annual service agreements and special orders. Independently prepares reimbursement payments, purchase orders and entertainment requests ensuring expenses are allowable and charged to correct funds and projects. Responsible for all administrative purchases made through Gateway. Ensures that funds are available and purchase is appropriate for funds being charged and passes onto Business Office for final approval. Reviews and makes final approval for all Gateway purchases processed by computing department to ensure fund availability and appropriateness. Processes all incoming invoices, analyzes for correct charges, and releases to purchasing for payment. Processes contract requests for various projects including requesting vendor set-up, entering contract and necessary forms as needed, confirming funding source and appropriateness and passing onto the Business Officer for final approval and release to Purchasing.
- 5% Flexcard Holder/Allocator - As the administrative Flexcard holder for NCEAS, is responsible for all reoccurring monthly charges. Analyzes and allocates all administrative Flexcard purchases, verifies that computing Flexcard holder has correctly allocated computing purchases, ensures all necessary paperwork is in place for all Flexcard transactions, and gathers and submits all paperwork requested in quarterly Flexcard audits.
- 5% Miscellaneous - Maintains a desk manual and ensures that policy and procedure manuals are up to date Back up for Contracts and Grants position when s/he is out. Other duties as assigned.
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:
*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.
Reasonable Accommodations:
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 katherine.abad@hr.ucsb.edu. This contact information is for accommodation requests only and cannot be used to inquire about the status of applications.
Privacy Notification Statement
Privacy Notification Statement and Notice of Availability of the UCSB Annual Security & Fire Safety Report Disclosures
Application Status: If you would like to check the status of your application, please log into the Candidate Gateway where you applied and click on 'my activities'.
To apply, please visit: https://careerspub.universityofcalifornia.edu/psc/ucsb/EMPLOYEE/HRMS/c/HRS_HRAM_FL.HRS_CG_SEARCH_FL.GBL?Page=HRS_APP_JBPST_FL&JobOpeningId=76968&PostingSeq=1&SiteId=31&languageCd=ENG&FOCUS=Applicant
Copyright 2024 Jobelephant.com Inc. All rights reserved.
Posted by the FREE value-added recruitment advertising agency
jeid-2a360aac6dea234a8c11fad17e26cbea