Business & Financial Analyst III School of Business Administration, Dean s Office

Transcription

1 Business & Financial Analyst III School of Business Administration, Dean s Office Position Purpose Under general supervision of the Executive Assistant Dean/CFAO, manage daily financial processes; maintain fiscal integrity for all School of Business Administration (SoBA) funds; provide support for budget development and monitoring; perform in-depth financial analysis by retrieving data from the campus financial systems, organizing and validating data; prepare comprehensive reports for management including external and internal surveys; and, support SoBA faculty with Contract and Grant pre-award and post-award administration, budgeting, compliance, and reporting. Exercise independent judgment in solving day to day financial and administrative operational problems and in making recommendations concerning department resources, policies, controls and practices. Ensure all SoBA funds are in an auditable/reportable condition. Manage fiscal year close activities. ESSENTIAL FUNCTIONS Budget Analysis and Financial Reporting (50%): Complete monthly comprehensive, customized financial reports including State/University funds allocated to SoBA, MBA Professional Fees Fund, Self-supporting programs, Development funds and UNEX funds. Perform in-depth financial analysis by retrieving data from the campus financial systems, organizing and validating data. Analyze problems, needs, and trends to provide creative solutions to budget problems. Prepare and analyze monthly reports for Program Directors and/or Budget Managers. Generate ad hoc reports if necessary for in-depth analysis. Correct transaction errors as required. Report variances from approved budget and work directly with Program Directors and/or Budget Managers to resolve. Provide final reports and advise the CFAO of concerns/problems with individual budgets. Provide monthly/quarterly reports to each faculty with available balance in initial complement accounts and other research funds. Prepare and analyze monthly reports for Faculty Appointments including Summer Ninths; Lecturer Appointments; TA/Reader Appointments and Staff Appointments to include fiscal year budget to actual with explanation. Prepare and analyze monthly reports for Faculty/Lecturer/TA/Reader Benefits by individual and Staff Benefits by individual to include fiscal year budget to actual and projections as of June 30 th. Respond to management requests for additional data by determining and locating sources for collecting the information and data, analyzing and reviewing it, and providing the information to management in a clearly understandable manner. Assist CFAO in annual budget planning and multi-year projections for revenue & expenditures. Provide detailed history analysis as requested by CFAO.

2 Complete detailed year-end financial reports which accurately reflect and tie to the UCR final financial and payroll systems as of June 30 th, including UCR generated financial reports. Business Operations (35%): Responsible for the application of all University policies and procedures. Exercise independent judgment in solving day-to-day operational needs and in making recommendations concerning school resources, policies, practices, and operations. Anticipate operational problems and develop solutions. Manage daily financial operations for maintenance of accurate records and fiscal integrity for all SoBA funds in compliance with University policies, procedures, Generally Accepted Accounting Principles (GAAP) and UC Audit requirements. Monitor ledgers for verifying appropriations, erroneous charges, and balances to compare with internal departmental records. Initiates corrective action as necessary via non-payroll cost transfers (NCTs) and Budget Establishment/ Adjustments (BEAs). Monitor account records including allocations, revenues, expenditures and balances for all SoBA funds including General Funds, other state funds, extramural funds, gifts and endowments and foundation funds. Reconcile SoBA FAU s monthly for adequate funding of expenditures. Assigns FAUs and reviews school s FAU structure for any updates as needs of the school changes. Annually implement faculty initial complement fund distribution as approved by the Dean. Manage appropriate use of initial complement and other research funds. Review, manage and obtain proper approval for exceptions to policy. Identify problems and resolve and/or recommend corrective actions to CFAO as appropriate. Responsible for quarterly staffing and annual fiscal closing of SoBA funds. Manage collection of data and data analysis for audits to provide to CFAO for discussion and review. Manage the year-end fiscal closing to balance all accounts in a timely manner. Provide excellent customer service to internal & external customers. Sales and Service Activities (5%): Assist with the preparation, review, and approval of proposed rate structure for new and existing sales and service activities. Develop operating budget with focus to assure the appropriateness of the product, the expenditures, and the accuracy of the revenue calculation relative to Campus policy and procedure. Manage the procedure to forward the approved Sales and Service package to Resource Planning and Budget (RP&B) for Campus review and approval, assignment of appropriate FAU, etc. Coordinate all financial activities related to Sales and Service Activities with RP&B. Perform monthly budget review of all sales and service activities. Identify rate problems and propose corrective action. Collect and disseminate data as necessary to ensure compliance with original objectives of the sales activity and allowable costs. Ensure compliance and consistency in application and maintenance of all relevant policies, procedures and articulated practices. Utilize campus systems to generate reports, ensuring integrity of planning parameters and certifying accuracy of data. Administer Contracts & Grants (5%)

3 Pre-Award: Provide administrative support to SoBA s principal investigator(s) in the preparation, coordination and submission of extramural contract and grant proposals. Critically review and apply agency-specific guidelines, University of California policies and procedures, applicable federal policies, and applicable mandates for developing and submitting complex budgets, current and pending support, and all required certifications and assurances. Ensure UC audit requirements are followed. Coordinate proposal submission and approvals with the Office of Sponsored Programs. Serve as liaison with the UCR Office of Audit & Advisory Services and Office of Research. Develop and supervise procedures to ensure adherence to terms and conditions of awards, maintenance of records and monthly reporting of contract and grant activity for principal investigators. Post-Award: Maintain financial management and fiscal integrity for all contracts and grants according to agency specific terms and conditions, University of California policy and procedures, campus Internal Audit and Business and Finance Financial Bulletins. Ensure compliance with Federal OMB circulars (A-21, A-110, A-133) for all awards. Assure compliance with and advise principal investigators on agency annual and final reporting requirements including technical, financial, and cost sharing reports. Use forecasting and other analytical tools to advise management and project managers when re-budgeting is required and assist to prepare the necessary documentation. Responsible for re-budgeting funds while assuring compliance with agency-specific guidelines and UC policies and procedures. This function requires a complete financial analysis of each principal investigator's grant and consultation with the principal investigator on his/her short and/or long range plans. Responsible for forecasting expenses to ensure that all funds are expended by the expiration of the grant without incurring overdrafts. Assure adherence to UC Fiscal Closing Guidelines as well as agency-specific contract and grant guidelines. With PI approval, transfer funds between budget categories and/or between activities as projections change. Other Duties (5%): Back up to the CFAO as required. Participates in Campus/University Committees. Liaison to campus offices as required. Special Project and other duties as assigned. Minimum Requirements Bachelor's Degree with a major in business administration, accounting, finance or closely related field, and four years of experience in administrative analysis and financial reporting; or an equivalent combination of education and experience; Experience in Fund Accounting at a Higher Education Institution, Governmental and/or Not- For-Profit State Agency; Experience in budget planning; allocation of financial resources; applying budget and financial policies;

4 Experience in daily management of financial transactions within a complex financial accounting system. Demonstrated problem solving and decision-making skills and the ablity to be flexible and appreciative of diverse ways of thinking. Extensive experience in preparing and analyzing financial reports using automated accounting systems and spreadsheet software; strong qualitative and quantitative analytical skills; attention to detail; ability to provide innovative ideas in designing financial management reports; skill in exporting/importing data from or to different software applications for data collection and retrieval; experience with maintaining simple or moderately complex databases through data entry, data queries, and database design modifications; and experience with Internet search engines for data gathering purposes; Experience in managing the fiscal year close process and the related internal controls; Experience in Sales & Service for a non-profit enterprise at a Higher Education Institution, Governmental and/or Not-For-Profit State Agency to provide quality services and goods at rates that are reasonable and equitable, including costing out goods/services; budgetary review and adherence to policy. Experience in Contracts & Grants Administration to work with the Principal Investigator on completion of required forms, budget development, pre-award and post-award reporting; compliance to associated regulatory agencies. Experience in developing and monitoring internal controls to promote operational efficiency and effectiveness; to safeguard assets against lose and unauthorized use of disposition; to ensure the validity, accuracy, and reliability of accounting records and financial reports; and to promote adherence to prescribed management policies and procedures. Demonstrated superior communication skills to effectively and professionally communicate using tact and diplomacy with internal and external campus community from culturally diverse backgrounds; demonstrated skill in identifying the correct issues to be communicated, the appropriate audience, the method of communication, and the timing of the communication; skill to independently compose letters, memos, reports, and other written communication materials, for a variety of audiences, using correct spelling, grammar, punctuation, composition, text editing, and proofreading skills; skill in translating observations, finding, and recommendations from analytical studies into a concise and logical written report; and ability to maintain confidentiality at all times; Preferred Requirements Master s degree with a major in business administration, accounting, finance or closely related field, and four years of experience in administrative analysis and financial reporting; or an equivalent combination of education and experience; Progressively experience in accounting and financial reporting at a Higher Education Institution (minimum 2 years); Experience in preparing journal entries, Budget Establishment and Adjustments, Federal Cost Transfers, Non-Payroll Cost Transfers, Post Audit Notification Reviews and ProCard Cost Transfers; Skill and knowledge of UCR systems to include: UCRFS Financial System, UCRFStotals, SuperDope, Human Resource Data Warehouse, etravel, epay, ecaf, Payroll/Personnel system, PAMIS, and other online systems related to this position; Demonstrated knowledge of the University of California's financial and personnel policies and procedures and the ability to interpret them, to include Purchasing, Travel, Entertainment, Accounting, Fund Accounting, Contract & Grants Administration, and Payroll; Knowledge of federal, state, private agency, campus, UC policies, procedures, and practices;

5 Experience in generating financial information for internal and/or external audits. Excellent computer skills using IBM microcomputer, mainframe financial and payroll systems and Microsoft Excel, Word, PowerPoint & Access. To Apply For a detailed position description, required qualifications, and to apply for this position, please visit the UCR Human Resources website at and look for job number UCR is an Equal Opportunity and Affirmative Action Employer with a strong institutional commitment to the achievement of excellence and diversity among its faculty and staff.