General Information
| Job Description | FINANCIAL SVC ANL 2 | Working Title | Financial and Administrative Analyst |
|---|---|---|---|
| Job Code | 004627 | Grade | 19 |
| Department Name | Early Academic Outreach Prog. - D01170 | Department Head | Alicia Hernandez |
| Supervisor | Frances Calvin | Effective Date |
Position(s) Directly Supervised
| Job Code | Title | FTE |
|---|
Generic Scope
| Professional who applies acquired job skills, policies, and procedures to complete substantive assignments/projects/tasks of moderate scope and complexity; exercises judgment within defined guidelines and practices to determine appropriate action. |
Custom Scope
| Uses professional financial services concepts. Applies organization policies and procedures to resolve a variety of moderately complicated issues. Works on financial services problems of moderate scope where analysis of situations or data requires a review of a variety of factors. |
Department Custom Scope
| As part of the Academic Preparation Programs (APP) team, the Finance and Administrative Services Coordinator will provide primary support to the Early Academic Outreach Program (EAOP) and report to the EAOP Director. Additionally, the Finance and Administrative Services Coordinator provides support to other programs in APP and the Executive Director of Educational and Community Outreach Programs. Specifically, the incumbent is responsible for coordinating a variety of financial and administrative analysis services. Participates in long range planning activities, including fiscal planning, contract and grant agency compliance regarding budget, personnel action items, event management and inventory control. Responsible for coordinating fiscal and budgetary processes, including general ledger analysis and trending, budget preparation, analysis and reports, salary savings analysis and reporting, personnel action items to include reviewing and advising management on policy and procedures, and fiscal closing activities. Maintains appropriate internal controls for fiscal and budgetary transactions to include monitoring/resolving discrepancies and transferring of funds/expenses to appropriate funds within designated timelines. **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, if applicable, 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. |
Education & Experience Requirements
Education Requirements
| Degree | Requirement |
|---|---|
| Bachelor's degree in related area and/or equivalent experience/training. | Required |
Experience Requirements
| Experience | Requirement |
|---|---|
| 2 - 4 years of related experience. | Required |
| Experience independently researching issues and facilitating problem resolution | Required |
| Experience using UCR financial systems and applications. | Preferred |
| Experience using automated payroll systems | Preferred |
License Requirements
Certification Requirements
| Certification | Requirement |
|---|
Educational Condition Requirements
| Condition | Requirement |
|---|
Key Responsibilities
| Description | % Time |
|---|---|
| Applies professional financial and accounting concepts to independently perform analyses of moderately complex financial services such as researching discrepancies and tax implications and compliance with external regulations and internal policies. | 20 |
| Assists with ensuring that financial processing functions which may include accounts payable, accounts receivable, purchasing, recharge billing, travel/entertainment, gift accounting, cashiering and collections are performed with accuracy and that daily operations run smoothly. | 10 |
| Participates in planning, organizing and staffing larger or more complex events, including being assigned responsibility for a specific event segment such as parking/transportation, catering, et cetera. | 10 |
| Personnel management to include researching, interpreting, processing and advising on UC/UCR polices and procedures related to payroll, human resources, family medical leave, worker's compensation, performance management, merits, and leave without pay (LWOP). | 10 |
| Provides transactional support for the APP team, processing activity in eBuy, ePay, web recharges, and other UCR financial systems | 10 |
| Under general supervision, researches and gathers information from a variety of sources; prepares and summarizes information and reports relative to new services, regulatory compliance issues and/or vendor selection and support activities. | 5 |
| Prepares reports and analyses to include summaries of financial transactions, evaluation of current and proposed services, etc. for management review and decision-making. | 5 |
| Functions as a resource to support staff on issues such as researching financial discrepancies, escalated customer service problems and vendor concerns. | 5 |
| Conducts or assists with researching, developing and implementing new and changing business processes. | 5 |
| Assesses and recommends changes to maintain compliance with federal and state requirements and internal financial/audit policies. | 5 |
| Participates in audits of internal records and processes and prepares recommendations for changes as needed. Ensures that the appropriate internal controls are addressed, maintained and strengthened to protect University resources. | 5 |
| Documents processes and procedures for financial activities. | 5 |
| Reviews, processes, and approves standardized financial data and transactions. Effectively addresses difficult and complex customer inquiries. | 5 |
Knowledge, Skills & Abilities
| Knowledge/Skill/Ability | Requirement |
|---|---|
| Intermediate knowledge and understanding of internal control practices and their impact on protecting University resources. | Required |
| Strong knowledge of financial data management and reporting systems. | Required |
| Skills to provide coaching and mentoring to support staff. | Required |
| Ability to function effectively as a member of a team. | Required |
| Strong interpersonal skills, analytical skills, service orientation, active listening, critical thinking, attention to detail, ability to multi-task in a high volume environment, organizational skills, effective verbal and written communication skills, sound judgment and decision making. | Required |
| Ability to adapt to changing priorities. | Required |
| Proficiency in the use of spreadsheet and database software. | Required |
| Working knowledge of financial processes, policies and procedures. | Required |
| Knowledge of budget planning, preparation, and administration. Present and defend budget concerns persuasively, and prepare detailed budget reports | Required |
| Knowledge of accounting principles and procedures including ability to understand fund accounting. | Required |
| Knowledge of personnel management concepts and ability to maintain confidentiality at all times, and employ tact, and diplomacy. | Required |
| Ability to establish and maintain positive, professional working relationships, and work as part of a team to achieve departmental goals and objectives. | Required |
| Ability to organize work, establish priorities, and meet deadlines | Required |
| Ability to display initiative and remain flexible in a fast-paced and changing environment. | Required |
| Knowledge of UC policies and procedures related to finance, purchasing, payroll, personnel, human resources, travel, and entertainment. | Preferred |
| Working knowledge of federal and state contract and grant agency requirements to include experience interpreting regulations and guidelines. | Preferred |
Special Requirements & Conditions
| Special Condition | Requirement |
|---|---|
| Must pass a background check. | Required |
| Overtime | Required |
| Shift Work (hours outside standard Mon-Fri 8AM-5PM work hours) | Required |
Other Special Requirements & Conditions
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Level of Supervision Received
| Supervision |
Environment
Working Environment
| Campus |
Other Requirements
Items Used
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Physical Requirements
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Mental Requirements
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Environmental Requirements
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Critical Position
| Is Critical Position: Yes |