Temporary Financial Analyst Supervisor - University of California, Irvine

Founded in 1965, UC Irvine is a member of the prestigious Association of American Universities and is ranked among the nation’s top 10 public universities by U.S. News & World Report. The campus has produced five Nobel laureates and is known for its academic achievement, premier research, innovation and anteater mascot. Led by Chancellor Howard Gillman, UC Irvine has more than 36,000 students and offers 224 degree programs. It’s located in one of the world’s safest and most economically vibrant communities and is Orange County’s second-largest employer, contributing $7 billion annually to the local economy and $8 billion statewide.

To learn more about UC Irvine, visit www.uci.edu.

Receives assignments in the form of objectives with goals and the process by which to meet those goals. Responsible for supervising the day-to-day unit activities. Normally directs a section or group of budget / financial / resources analysts. Oversees and participates in the most complex projects and deals directly with major department managers. Provides direction according to established policies and management guidance.

Total Compensation

In addition to the salary range listed below, we offer a wealth of benefits to make working at UCI even more rewarding. These benefits may include medical insurance, sick and vacation time, retirement savings plans, and access to a number of discounts and perks. Please utilize the links listed here to learn more about our compensation practices and benefits.

Pay Rate: $94,400/year

Job Summary:

Under the general direction of the Libraries Director of Finance, the incumbent is responsible for high level financial and administrative management of a $21 million dollar annual operating budget, coordination of the budget planning and allocation process, implementation and maintenance of effective accounting systems and management of financial reporting. Monitor the Libraries permanent budget funds. Assist the Director of Finance administering Library-wide Ledger Reconciliation and Certification processes as well as internal controls. Develop and maintain Business Office standard operating procedures (SOP) and training manuals. Oversee the review of financial transactions for adherence to policy. Supervises the staff and operations for the Libraries business office. Serves as the Libraries financial system subject matter expert. Maintains and updates Libraries financial training and Business Office websites and wiki pages. 

Job Essential Function 1 
Percent of Time: 40% 

BUDGET PLANNING AND FINANCIAL MANAGEMENT -  
In consultation with the Director of Finance, incumbent is responsible for development and maintenance of budget and reporting spreadsheets and databases to ensure financial control of the Libraries annual operating budget. Completes analysis and provides recommendations as necessary. Identifies income and expense trends to assist with the short or long term budget planning. 
Develops effective monthly financial reports for senior management and other Libraries constituents. Analyzes data for integrity and identifies issues or problem areas.  
Prepare Libraries budget projection and oversee the budget and financial management of post-award administration for contracts and grants. 
Act as liaison with the Libraries Development Officer and the Central Advancement Office. Responsible for tracking all gifts, endowments, and agreements for appropriate and timely fund management, distribution, and reporting. Make recommendations, ensuring that all gifts are managed and used appropriately within the guidelines of university policies and individual donor agreements.  
Responsible for interpreting financial policies and procedures and formulating and implementing plans and actions to ensure budget planning and financial management adhere to University guidelines. Research and recommend financial policies and best practices; develop and implement effective business procedures. 

Job Essential Function 2 
Percent of Time: 35% 

FISCAL CONTROL AND ACCOUNTING -  
Responsible for the permanent budget for librarian and staff salary & benefit funds, including review, reconciliation, and analysis of provision changes and salary savings, generating reports for variances and processing funding changes. Review Post Authorization Notification for personnel transactions ensure up-to-date budget planning and financial reports. 
Reviews and approves financial transactions for assigned accounts. Maintains the Libraries financial system hierarchy and chart of account structure. Provide oversight and coordination for data exchange between Libraries financial systems and various central University systems. Works with stakeholders to ensure continuing functionality as new technologies and systems are introduced on campus and in the Libraries. 
Responsible for the oversight, tracking and timely reporting of all sales and services; recharges, revenue generating activities including the annual rate analysis and provides recommendations for updating current rates or establishing rates for new activities.  
Provides oversight of cash handling processes and change funds for the Libraries and ensures compliance with cash handling policies and procedures.  
Performs monthly reconciliation of assigned accounts, general ledgers and detail payroll transaction. 
In consultation with the Director of Finance, administers the ledger reconciliation, certification processes and internal controls at the Libraries. 
Reviews and audits of all financial, budgetary and feeder system transactions for appropriateness, proper justification and documentation for all funding sources to ensure compliance with University and agency policies and procedures and campus objectives regarding audits and dis-allowances.  
Oversees financial management and approval process for travel and professional development fund to ensure compliance with applicable University policies and procedures. Provides regular training to ensure that Libraries employees are aware of policies and procedures for travel and reimbursements. 
Responsible for the annual fiscal closing process. Coordinates and prepares the annual capitalization of Libraries and collections report; and works with department staff to identify applicable expenses. Coordinates efforts with central campus units as applicable. 

Job Essential Function 3 
Percent of Time: 20% 

SUPERVISION AND GENERAL ADMINISTRATIVE LEADERSHIP - 
Supervises two Business Office staff and student worker in the conduct of their duties and workflows. Responsibilities include hiring and training staff on current University, accounting, and Libraries policy and procedures. Set objectives and performance standards, establish work priorities and coordinate assignments. Conduct performance evaluations and ensure staff receive ongoing training and professional development.  
Develops and maintains standard operating procedures (SOP) and ensures the Business Office has complete SOPs to deliver critical tasks. Reviews and updates SOPs regularly.  
Coordinates the work of business office staff to train AUL s, Department Heads and staff who have responsibilities related to budgeting, purchasing, financial information, fiscal transactions, professional development and travel. Ensures managers and staff have access to and information about training in the University s finance systems utilized in meeting their responsibilities.  
Identifies areas of potential streamlining and processing improvements. Makes recommendations to Director of Finance and works with staff to implement changes as appropriate.  
Hosts regular Libraries financial and policy trainings; maintains and updates Business Office wiki pages with current and pertinent policies and procedures. 
Serves as backup DSA for providing or rescinding access to campus systems as needed and completing annual access verification.  
Establishes and maintains a positive atmosphere in which staff members are facilitators and SMEs. Ensures effective coordination and communication with other staff with responsibilities for fiscal oversight, academic and staff personnel, and payroll coordination.  
Serves as a staff leader in the Business Office, manages and empowers team to highest levels of employee engagement, effectively collaborates with employees to identify work goals and provide resources and support, and assists with remedying problems and barriers that impede goal achievement. Mentors Business Office staff to provide high quality customer-oriented services. Uses knowledge and professional experience to improve efficiencies and work outcomes.  
Commits as needed to campus work groups formed to improve processes in the financial arena.  
Serve as backup in the absence of the Director of Finance. 

Job Essential Function 4 
Percent of Time: 5% 

SPECIAL PROJECTS AS ASSIGNED -  
Provide assistance to the Director of Finance and AUL for Administrative Services with performed duties related to special projects and/or other duties as assigned. Projects may be assigned or self-identified.

Requirements:

• Bachelor’s degree and 4 years of experience in financial administration, or an equivalent combination of education and experience.
• Minimum of two years of supervisory experience of career staff and demonstrated skill to define and delegate work, set standards, motivate staff, and enhance department/unit productivity.
• Experience working with financial reporting, complex financial systems, and budget systems in higher education.
• Extensive knowledge and demonstrated skills in complex financial analysis, projections, and the planning and administration of multi-million dollar budgets from multiple funding sources.

Additional Requirements:

• Extensive knowledge of finance policies, practices and systems, budgeting and reporting techniques, accounting and bookkeeping.
• Solid understanding of financial and resource planning concepts as well as how to control organizational budgeting.
• Ability to prepare and present materials to internal and external constituents.
• Extensive knowledge of human resource policies, practices, and planning.
• Demonstrated ability to effectively communicate both verbally and in writing.
• Advanced skills in the use of spreadsheet and database software.
• Demonstrated interpersonal skills and ability to work effectively across the organization at all levels.
• Proven ability to deal with changing priorities and direct the work of others accordingly. Ability to multi-task.
• Demonstrated ability to screen applications, interview candidates, and either make selection decisions or recommend individuals for hire.
• Thorough knowledge and understanding of internal control practices and their impact on protecting University resources.
• Client services oriented; has good listening, communication, critical thinking, and analytical skills.
• Bachelor's degree in related area and / or equivalent experience / training
• A minimum of 5 years of experience In financial administration, or an equivalent combination of education and experience.
• A minimum of 3 years of experience Supervisory experience of career staff and demonstrated skill to define and delegate work, set standards, motivate staff, and enhance productivity.
• A minimum of 3 years of experience Working with financial reporting, complex financial systems, and budget systems in higher education.

Conditions of Employment:

The University of California, Irvine (UCI) seeks to provide a safe and healthy environment for the entire UCI community. As part of this commitment, all applicants who accept an offer of employment must comply with the following conditions of employment:

• Background Check and Live Scan
• Legal Right to work in the United States
• Vaccination Policies
• Smoking and Tobacco Policy
• Drug Free Environment

The following additional conditions may apply, some of which are dependent upon business unit or job specific requirements.

• California Child Abuse and Neglect Reporting Act
• E-Verify
• Pre-Placement Health Evaluation

Details of each policy may be reviewed by visiting the following page - https://hr.uci.edu/new-hire/conditions-of-employment.php

TEMPORARY EMPLOYMENT

This is a temporary employment recruitment reporting to the UCI Temporary Employment Services (TES) Department. Interviewing and hiring is based on internal hiring needs and how well the candidate's experience matches the assignment requirements. Certain temporary assignments may require clearance of a health physical or require a valid California Driver’s License for driving university vehicles.

The majority of our temporary positions are Monday – Friday, 8:00 a.m. – 5:00 p.m. We also have occasional part-time, weekend, and evening hours available, depending on the assignment. Comprehensive benefits options are also available for temporary employees, including paid vacation, holidays, and sick leave.

Please note that we recruit for this position on an on-going basis to build a talent pool of potential candidates. When a position becomes available, we will review applicants at that time. Due to the volume of applications that we receive, only those candidates selected for interviews will be contacted. Thank you for your interest in employment with UCI Temporary Employment Services.

PARKING INFORMATION

All visitors, staff, and students are required to purchase parking permits to park on UCI property. If you plan to commute to work via your personal vehicle, I encourage you to review the parking requirements of your work location and parking rates on the UC Irvine Parking and Transportation website

Closing Statement:

The University of California, Irvine 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.

We are committed to attracting and retaining a diverse workforce along with honoring unique experiences, perspectives, and identities. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable, and welcoming.
UCI provides reasonable accommodations for applicants with disabilities upon request. For more information, please contact Human Resources at (949) 824-0500 or eec@uci.edu.