Divisional Accounting Supervisor

The selected candidate has the option to work a hybrid work schedule, with a minimum of 3 days on the UCSC main campus required. If a hybrid work schedule is confirmed, the selected candidate must be able to work successfully from a home/remote office and be able to fulfill the requirements of the UCSC telecommuting agreement.

HOW TO APPLY

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INITIAL REVIEW DATE (IRD)

Application materials submitted by 11:59 pm on the IRD will be routed to the hiring unit for consideration. Materials submitted after the IRD will ONLY be forwarded at the request of the hiring unit. To ensure your application is routed for consideration, submit your materials before 11:59 p.m. on the IRD.  Talent Acquisition cannot accept application materials outside of the jobs portal, and is unable to update submitted applications on an applicant's behalf, or forward communications to the hiring units. For more information about the IRD and the applicant review process, view this link .

The IRD for this job is: 04-02-2024

ABOUT UC SANTA CRUZ

UC Santa Cruz is a public university like no other in California, combining the experience of a small, liberal arts college with the depth and rigor of a major research university. It's known as an unconventional place where innovation and experimentation is part of the campus's DNA. That playful, bold spirit still thrives today, all on a campus renowned as among the most beautiful in the world.

DEPARTMENT OVERVIEW

The Division of Physical and Biological Sciences provides general science education for all UCSC undergraduates, educates undergraduate science and engineering majors, and maintains research and graduate programs of national and international stature. The Division is comprised of departments and programs of study, organized research units and research centers, instructional and research programs to attract and retain a diverse population of students, and a variety of support programs and facilities.

In 2023, Physical and Biological Sciences' annual permanent budget is approximately $49 million, $8.7M in instructional support allocations, and $2.7 million in gifts and other revenue. In 2022, faculty, programs, and research units were awarded $85M in extramural funding.

As a part of the Divisional Business Office, the Divisional Accounting Office supports the division's academic, research, and service mission by providing fiscal control and critical fiscal business functions. In 2023, the team managed $78M of a total of $166M in expenditures.

In Divisional Accounting, we value teamwork and strive to provide high-quality financial management support for divisional operations and we are dedicated to fostering a diverse, equitable and inclusive environment for our faculty, staff and students.

More information can be found at https://science.ucsc.edu/

JOB SUMMARY

Reporting to the Divisional Finance Director, the Divisional Accounting Supervisor is a member of the Divisional Accounting Office and assists the Finance Director to oversee core divisional business functions, including financial management, accounting control, fiscal planning, analysis, and reporting. The Accounting Supervisor liaises with the campus Financial Affairs and Budget Analysis and Planning offices for guidance to ensure compliance with relevant accounting and budgetary policy. The Accounting Supervisor provides financial guidance on policy and procedures to departments and units within the Division and staff in other divisional Business Office units.

The Accounting Supervisor provides financial administration and analysis supporting the $8M divisional instructional support budget, and the operations of a limited number of divisional units and the Natural Reserves.  

The Accounting Supervisor also supervises a staff of financial analysts to ensure optimal financial operations that support successful outcomes with the divisional mission, prioritizing both compliance and efficiency at all levels of the organization.

APPOINTMENT INFORMATION

Budgeted Salary: $110,000 - $120,000/year.  Salary commensurate with skills, qualifications and experience.
Under California law, the University of California, Santa Cruz is required to post a reasonable estimate of the compensation for this role. The salary shown above is the budgeted amount the University reasonably expects to pay and the salary extended should not exceed this posted amount.

Benefits Level Eligibility: Full benefits

Schedule Information:

• Full-time, Fixed
• Percentage of Time: 100%, 40 Hours per Week
• Days of the Week: Mon-Fri
• Shift Includes: Day

Employee Classification: Career appointment 

Job End Date: None

Work Location: UC Santa Cruz Main Campus

Union Representation: Non-Represented

Job Code Classification: 007123 (FINANCIAL ANL SUPV 2)

Travel: Never or Rarely

JOB DUTIES

25% - Fiscal Control

• Ensure effective system of internal controls, including adequately trained staff, effective business practices, and appropriate separation of duties. Make recommendations to the Finance Director on maintaining and strengthening internal controls to protect University resources.
• Lead staff in performing tasks for accounts receivable activity to ensure proper handling, timely processing, and appropriate financial controls are followed.
• Maintain in-depth, current operational knowledge of financial practices, procedures, and policy. Communicate pertinent financial procedures and policy guidance to divisional leadership and staff.
• Serve as signature authority for standard level event/entertainment approval and on all financial and purchasing transactions.
• Manage annual process for proposal and reporting of recharge rates, course fees, and miscellaneous fees.
• Serve as financial liaison for division and central offices for inquiries regarding campus policies and procedures.

25% - Fiscal Administration

• Provide ongoing budgetary monitoring for the Natural Reserves and the Seymour Center, divisional recharge units, and divisional Instructional Support and Facilities budgets. Conduct first-level review of budgets and expenditures; identify potential unit funding shortfalls and surpluses; recommend appropriate reallocation to optimize use of funds. Conduct post audit reviews of exceptional transactions to ensure proper authorization and policy compliance.
• Review and approve reimbursements, requisitions, and other expenses including payroll. Oversee processing of recharges to meet monthly fiscal and annual closing deadlines. Consult and analyze appropriate guidelines to ensure compliance with University policy and procedures and appropriateness of fund source; ensure compliance with Federal and University regulations in determining recharge rates.
• Review financial reports to identify incorrectly coded transactions and errors. Research discrepancies and identify mechanisms for resolution.
• Review and approve advanced financial transactions. Enter and review/approve funding information in the payroll system. Prepare and enter transfers of budget and transfers of expense, including interlocation transfers. Maintain documentation supporting transfers to provide audit trail.
• Complete tasks for the annual fiscal close of accounts according to University guidelines and requirements. Maintain historical accounting records for audit purposes.
• Monitor purchasing card expenditures and respond to evidence of fraud or any misuse of purchasing cards as needed. Act as liaison with the campus Financial Affairs office to help resolve purchasing card policy/procedure compliance issues.

25% - Supervision

• Manage, train, and motivate team of financial analysts.
• Instill strong customer service ethics in team operations and implement conflict negotiation and diplomacy skills to ensure smooth operations among team members and relationships with faculty and staff internal and external to the division. Sets a high operating standard for a respectful and functional work environment, including supporting diversity, equity and inclusion and ensuring that the UC Santa Cruz Principles of Community are adhered to.
• In coordination with the Divisional Finance Director, arrange schedules, monitor workflow, delegate assignments and implement changes in workload, duties and responsibilities as deemed necessary.
• Conduct performance evaluations and feedback, provide professional development opportunities.

20% - Fiscal Analysis

• Provide assistance in fiscal decision-making by providing data and analysis. Assist with budgetary and expenditure forecasts, identifying potential shortfalls and increased expenses. Provide monthly, quarterly, and ad hoc reports and research. Identify issues and recommend alternative solutions. Provide advice on methodologies to optimize use of resources.
• Liaise between supported unit personnel, the Divisional Finance Director, and the Office of Budget Analysis and Planning to provide information pertinent to impacts on unit budgets when budget adjustments are made or proposed. Provide options for implementing funding changes, including analysis of impacts on staffing and operational needs, and recommend changes to minimize impact of cuts or optimize use of additional resources.
• Support analyzes to determine viability of recharge rate changes. Verify appropriateness of use of proposed recharge fees for consistency with divisional guidelines and compliance with campus and University regulations.
• Provide analytical support and complete special projects as assigned. Determine appropriate sources of data and information. Analyze data, advise and recommend action as appropriate.

5% - Efficiency and Business Process Improvements

• Update existing and draft new divisional fiscal procedures and effectively communicate with colleagues. Liaise with units to glean feedback on issues with existing processes and reports; seek feedback from customers on improvements to measure success of improvement with the goal of successful outcomes.
• Evaluate business processes, tasks, and financial reporting for improvement, including identifying problem areas and tasks with potential for automation. Engage in improvement planning, testing and providing feedback on improvements.
• Provide training in the use of lnfoView generated reports for budgetary review. Provide training in the use of the campus recharge system.
• Actively cultivate and maintain skills in divisional resources accounting and financial management. Participate in training opportunities, seminars and conferences as appropriate.

REQUIRED QUALIFICATIONS

• Advanced degree in related area and / or equivalent experience and / or training.
• Substantial experience in analysis and interpretation of financial and business policies, practices, and procedures, including demonstrated experience in cost analysis and audit procedures and accurately administering large budgets with multiple fund sources.
• Substantial experience in the use of financial transactional systems and database query tools (such as Business Objects). Demonstrated proficiency in accessing, organizing, and translating information from large and complex databases.
• Supervisory experience with the ability to manage and motivate a multi-employee office, fostering teamwork and formulating and instituting practices and processes to achieve maximum efficiency. Flexibility and the ability to lead staff successfully through organizational change and crises.
• Extensive knowledge of finance policies, practices, and systems; budgeting and reporting techniques; accounting and bookkeeping.
• Thorough knowledge and understanding of internal control practices and their impact on protecting University resources.
• Demonstrated critical thinking and analytical skills.
• Demonstrated interpersonal skills and ability to work effectively across the organization at all levels.
• Demonstrated verbal communication skills including the ability to summarize issues, conduct training programs, and facilitate meetings with customers.
• Demonstrated written communication skills including the ability to summarize issues and produce reports.
• Proven ability to discern priorities, stay on task, and work with both exacting budgetary details and broad financial implications.
• Demonstrated ability to exercise flexibility, initiative, sound judgment and discretion in handling confidential information.
• Demonstrated ability to work well independently.
• Demonstrated ability to work well collaboratively.

PREFERRED QUALIFICATIONS

• Advanced knowledge of higher education planning, budgeting and fund accounting principles, financial policies and detailed knowledge of corresponding UC and campus procedures.
• Knowledge of campus Information Systems (FIS, FMW, Infoview/Business Objects, CruzBuy) as well as extensive knowledge and experience of standard financial management and database reporting tools.

SPECIAL CONDITIONS OF EMPLOYMENT

• Selected candidate will be required to pass a pre-employment criminal history background check.
• Ability to work long periods of time at a computer with or without accommodation.
• The selected candidate has the option to work a hybrid work schedule. If a hybrid work schedule is confirmed, the selected candidate must be able to work successfully from a home/remote office and be able to fulfill the requirements of the UCSC telecommuting agreement.
• Selected candidate will be required to complete training within established time frames as directed including UC compliance training.
• The University of California has implemented a Vaccination Policy covering all employees. Employees, including new hires, are required to comply with any applicable policies relating to the University of California vaccine program.

SAFETY STATEMENT

All UCSC employees must understand and follow job safety procedures, attend required health and safety training, proactively promote safety at work, and promptly report actual and potential accidents and injuries.

EEO/AA

The University of California is an Equal Employment 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. UC Santa Cruz is committed to excellence through diversity and strives to establish a climate that welcomes, celebrates, and promotes respect for the contributions of all students and employees.