Senate and Financial Analyst

Position Number: 40031386

Payroll Title: Project and Policy Analyst 4

Job Code: 007399

Job Open Date: 3/17/25

Application Review Begins: 4/1/25; open until filled

Department Code (Name): ASEN (ACADEMIC SENATE)

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 $88,900 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: Girvetz Hall - 1227

Working Days and Hours: M-F; 8:00 AM - 5:00 PM

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:

The Academic Senate represents the faculty in the shared governance of the institution. The University of California Academic Senate is one of the most highly developed and influential faculty governments in any university. It is the voice of the faculty; the one organization through which the faculty can express its views on an issue. The University has developed a dual-track system of authority and responsibility which presumes that faculty members are best qualified to chart the University's educational course, while administrators are most competent to direct its finances and organization. In practice, these domains are overlapping and interdependent. To function successfully together, faculty and administrators depend upon a high degree of consultation, trust, mutual respect, and a tradition of collegiality. The services of Academic Senate Analysts are also crucial to the success of this endeavor.

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:

The Senate and Financial Analyst, under the direction of the Executive Director, administers all financial activities for the Academic Senate. Processes monthly review and reconciliation of ledgers, providing timely reporting, identifying, and initiating corrective actions, and ensuring compliance with University, Federal, and State accounting policies and procedures on all transactions. Collaborates with the Director to implement financial systems and procedures; monitors budgets; analyzes spending patterns; prepares cost analyses and projects expenses. In collaboration with management, establishes best practices for procurement, payroll, record retention, and accounts payable functions. Funds administered include state operating funds and grants. Additionally, serves as the advisor to the Council on Research and Instructional Resources and its standing committees. Provides direction, analytical support, and interpretation of policy and procedures for the chair and members of assigned councils and committees; serves as institutional memory; drafts, edits, and independently writes reports, minutes, and correspondence. Manages and coordinates all administrative and financial aspects of the Faculty Research Grants program.

Required Qualifications:

• Bachelor's Degree in related area and / or equivalent experience / training.
• 4-6 years of work experience in higher education.
• 4-6 years of progressively responsible experience in financial analysis, budgeting, and reporting or equivalent combination of education and experience.
• Advanced analytical/problem solving skills.
• Excellent verbal and written communication skills.
• Ability to analyze and accurately prepare documents, reports, and correspondence.
• Ability to operate personal computer with an advanced understanding of application software; ability to learn office and university-specific software and web applications.

Preferred Qualifications:

• Master's Degree or equivalent experience and/or training.
• Knowledge of research and/or library operations, teaching and instructional resources, and information technology at the campus level.
• Advanced knowledge of applicable policy analysis techniques.
• Ability to analyze, organize, and prioritize work when meeting multiple deadlines.
• Excellent interpersonal skills. Ability to establish and maintain effective working relationships with diverse populations of administrators, faculty, and staff.
• Ability to use discretion and maintain confidentiality.

Special Conditions of Employment:

• Satisfactory conviction 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:

• 35% Financial Analyst - 1) Provides financial analysis and oversight of operational, programming, and research funds for the Academic Senate. 2) Utilizes knowledge of accounting principles, fund and cost center accounting, budget analyses, and accounting systems to monitor, analyze and report financial activities for department funds. 3) Reconciles general and payroll ledgers, researches, analyses and maintains accuracy of information in financial tracking system, retains financial documentation in the cloud, and ensures compliance with University, Federal, and State accounting policies and procedures on all transactions, ensures the department is audit-ready at all times. 4) In collaboration with management, establishes best practices for procurement, payroll, record retention, and accounts payable functions. 5) Makes adjustments to budgets as the need arises; researches and proposes solutions to problems that arise and initiates fund transfer or expense transfer adjustments as necessary, ensuring all transfers are in compliance with university policies. 6) Provides monthly reporting on all financial accounts to the Director. 7) Uses analysis of historical expenses and projected expenses to set up annual budgets and advise Chair and Director of spending patterns. 8) Manages the department's transition to Oracle Financials Cloud as part of the Financial Management Modernization Project. 9) Analyzes existing financial and accounting procedures and systems and makes recommendations to streamline/increase efficiency and implements as necessary. 10) Serves as the primary payroll preparer for the department's staff; Projects and reconciles payroll and benefits; Ensures all employment documents are completed and processed in a timely manner. 11) Responsible for time reporting, timecard reconciliation, and corrective payroll actions; Stays current with changes in payroll rules, regulations, and processes; Attends training sessions and meetings as needed. 12) Serves as the primary buyer for the department, responsible for online entry of purchase requisitions through Gateway, ensuring accuracy and completeness of all data and required approvals, maintains knowledge of procurement policies and procedures, advises staff on all aspects of purchasing policies and requirements. 13) Acts as a Delegate in the Concur system to process and review travel, entertainment, and business expense reimbursements.
  
• 45% Council/Committee Analyst - The Council on Research and Instructional Resources (CRIR) awards faculty research grants and is advisory to the administration and Senate chair in the areas of research, the Library, teaching and instructional resources, and information technology. CRIR reviews, revises and establishes policy and procedures concerning these areas. Working independently, the Senate Analyst: 1) Determines and implements procedures and actions needed to promote council and committee effectiveness, in consultation with the Chairs and Senate director. 2) Interprets and ensures adherence to University, campus, and Senate policies pertaining to all aspects of council and committee activities. 3) Briefs and advises Chairs and members on council and committee business. 4) Researches areas of council/committee interest, provides relevant data and reference materials, and suggests options for moving forward. 5) Assists with or facilitates implementation of council/committee recommendations and policy decisions. 6) Keeps accurate records of meetings and related activities and follows up on action items in a timely manner. 7) Drafts, edits, or independently writes correspondence; prepares annual reports for Chair and member review. 8) Manages meeting schedules and prepares/disseminates meeting materials; uses interactive web-based program to manage meetings, workflow, and archival of committee responses. 9) Periodically reviews relevant policy and procedure documents and recommends updates/revisions. 10) Acts as liaison with the Office of Research, Library, Letters and Science Information Technology, Instructional Development, and other relevant campus units. 11) Advises faculty representatives and monitors the activities of all systemwide counterpart committees, e.g., UC Research Policy, UC Academic Computing and Communications; UC Library and Scholarly Communication. 12) Provides analysis and functional support as needed by the Senate Chair and Director in relation to council and committee matters.
  
• 20% Faculty Grants Administrator/Analyst - 1) Administers the Faculty Research Grants Program; independently coordinates the award process, making necessary inquiries and informing applicants of results; in collaboration with the Senate budget analyst, monitors 150-350 departmental faculty research accounts; Administers departmental requests for grant funds to carryforward to following fiscal year; Performs periodic spending audits on a departmental basis. 2) Provides general oversight of the Faculty Travel Grants program; Serves as backup reviewer or approver of faculty travel vouchers. 3) Advises managers of academic departments regarding the use and management of Senate faculty grant funds; Assists faculty and staff with problems pertaining to Senate research grants or related departmental research accounts; 4) Oversees the processing of online applications and maintains corresponding databases of all applicants and recipients of research grants; Generates reports and maintains accurate records of all transactions. 5) Prepares the call for proposals for each faculty grant program, establishes deadlines, and administers the call process. 6) Maintains Council and Faculty Grant Program web pages. 7) Regularly updates and ensures accuracy of faculty grant databases.

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 - 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.

Reasonable Accommodations:

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Privacy Notification Statement:

Privacy Notification Statement and Notice of Availability of the UCSB Annual Security & Fire Safety Report Disclosures; https://www.jobs.ucsb.edu/#privacy

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