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Financial Support Analyst – Santa Barbara, CA

As a key member of the Graduate Division, the Financial Support Analyst participates in the central administration of Graduate Student Financial Support across both fellowship and employment based fee remission programs. The Analyst develops and manages reporting for the administration of central fellowship funds, performs complex technical analysis and calculations to help generate campus resource allocations, develops and maintains the Division’s budget for student support in both current year and multi-year contexts, and performs account reconciliation and fiscal close functions. The Analyst also performs fiscal and financial system audit and compliance functions for both graduate fellowship and employment based fee remission functions.

Minimum Requirements

Requires ability to work both independently and within a team environment. Ability to perform financial and policy analysis. Requires understanding of accounting principles. Requires strong attention to detail, high degree of accuracy and follow through. Strong communication skills. Experience analyzing and reporting on large data sets. Proficient with MS Office and database applications. Demonstrated timely completion of assignments

Desirable Requirements

Exprience with basic SQL. Experience with financial reconciliation and audit principles. Experience with budgeting.

Special Conditions of Employment

A little help? Go to Driver’s License Requirements or Background Check Guidelines

Satisfactory criminal history background check

Other Special Conditions of Employment

Other Recruitment Notes

Optional Applicant Documents

Other Document (1)

Other Document (2)

Other Document (3)

Required Applicant Documents

Resume

Cover Letter

Job Description

FLSA Exemption Status

A little help? Go to Exempt vs. Non-Exempt Employees

Exempt

CBU (Collective Bargaining Unit)

99 – Non-Represented (PPSM)

ERC (Employee Relations Code)

E

Grade Type

PSS

Grade Type

Finance

Grade Type

Financial Services

Grade Type

Experienced

Grade Type

P3

Grade

21

End Date for Other Appointment Type (e.g., Contract or 18-month Career)

Provision Number

Type of Supervision Received

A little help? Go to Degree of Supervision

Direction

Knowledge, Skills and Abilities

Physical Requirements

Continuously=Activity occurs > 66%

Frequently=Activity occurs 33% to 66%

Occasionally=Activity occurs < 33%
Not Applicable=Activity does not exist

Stand

FREQ.

Walk

FREQ.

Sit

CONTIN.

Bend

FREQ.

Crouch/Squat

OCCAS.

Kneel/Crawl

OCCAS.

Climb

OCCAS.

Reach above shoulder level

OCCAS.

Use keyboard/mouse

CONTIN.

Hand Activities: Fine dexterity

CONTIN.

Hand Activities: Hand twisting

OCCAS.

Hand Activities: Simple grasping

CONTIN.

Hand Activities: Power grasping

CONTIN.

Other (please specify activity)

Frequency of Other Activity

No Response

Lifting Activities: Light lifting (< 20 lbs)

OCCAS.

Lifting Activities: Moderate lifting (20-50 lbs)

OCCAS.

Lifting Activities: Heavy lifting (>50 lbs)

N/A

Push/Pull Activities: Light pushing/pulling (< 20 lbs of force)

OCCAS.

Push/Pull Activities: Moderate pushing/pulling (20-50 lbs of force)

OCCAS.

Push/Pull Activities: Heavy pushing/pulling (>50 lbs of force)

N/A

Mental Requirements

Read/Comprehend

CONTIN.

Write

CONTIN.

Perform Calculations

CONTIN.

Communicate Orally

CONTIN.

Reason and Analyze

CONTIN.

Other (please specify activity)

Frequency of Other Activity

No Response

Environmental Requirements

Is exposed to excessive noise

N/A

Is around moving machinery

N/A

Is exposed to marked changes in temperature and/or humidity

N/A

Is exposed to dust

OCCAS.

Is exposed to fumes

N/A

Is exposed to gases

N/A

Is exposed to radiation

N/A

Is exposed to microwave

OCCAS.

Drives motorized equipment

N/A

Works in confined quarters

CONTIN.

Other (please specify activity)

Frequency of Other Activity

No Response

Job Duties

Total Percentage of Duties: 100

5

Records

Order of

Imp

Essen

Duty

%

Freq.

Function

Duties

1

Yes

30

Daily

Financial & Data Analysis

Develops and manages reporting for the analysis, budgeting, long and short term projections, and documentation of fellowship funds by program, fund source and support type. Develops reports to evaluate effectiveness of financial support programs in promoting campus and division goals, including fostering student time-to-degree. Includes analysis on student persistency and attrition. Participates in program analysis and planning.

Provides detailed financial support analyses of both fellowship and fee remission accounts to the Director of Student Financial Support and the Graduate Dean. Analyzes and reports on over $31 million in annual fellowship commitments. Analyzes and reports on over $30 million in the annual fee remission benefit-of-employment administered by the division.

Performs comprehensive ongoing analysis of funding and key academic quality indicators, contributing to the Division’s institutional research objectives. Works with Division’s Institutional Research Analyst, providing guidance and domain expertise in support of the Analyst’s needs. Develop ad hoc reports as necessary.

Assesses and provides recommendation on multi-year student fee estimates that serve as the basis for millions of dollars of financial commitments to students, and for graduate student fee costs published by the Office of Research for campus sponsored project budget preparation.

2

Yes

25

Daily

Resource Management

Performs complex technical analysis and calculations that lead to graduate student resource allocations for over 45 academic departments, including for the division’s block grant, regents in the disciplines, international doctoral recruitment and Graduate Dean discretionary fellowship programs. Provides these allocations to the Dean and Director for approval. Performs calculations leading to allocated nominations and awards for central recruitment and continuing student competitions. Manages carryforward of all centrally allocated department resources, including the division’s match to extramural grants program.

Develops and maintains the Divisions student support multi-year fellowship budget including existing and projected program costs, and current year financial allocation documentation. Performs necessary fund transfers, and ensures accurate appropriation of extramural, central, gift and endowment budget allocations for all central graduate student support accounts.

Establishes, implements, and maintains annual and multi-year fellowship commitments system. Tracks the department’s committed liabilities to realized expenses, providing recommendation on cash flow risks and fund management.

Coordinates cost share requests made to the Graduate Dean for student support. Provides guidance to requesting departments and communicates outcomes.

3

Yes

25

Weekly

Compliance and Audit Functions

In collaboration with the Director of Financial Support, manages processes for ensuring Graduate Division’s compliance with audit requirements, including SAS 112, for fellowship and fee remission accounts. Documents unit internal controls in compliance with regulatory, systemwide and university requirements. Assists the Director in responding to Auditor requests, including the cultivation of audit documentation. Recommends, initiates, and adjusts procedures to ensure internal controls according to University policy, audit recommendations and applicable granting agency regulations. Audits unit’s use of restricted funds sources, ensuring appropriate controls and audit documentation demonstrating compliance.

Audits a wide range of student financial system and web portal configurations established by graduate division financial unit staff to ensure the proper aid administration and disbursement, impacting the joint operations between the Graduate Division and Office of Financial Aid and Scholars. Includes the auditing of budgets configured in the production system totaling nearly $100 million at any one time for configured years. Supports auditing of student financial system to assess system effectiveness. Works with the business systems team to evaluate solutions.

In collaboration with the Graduate Division Employment unit, develops and implements data collection in monitoring campus wide compliance with graduate student academic appointment requirements. Reviews Assistant Director of Academic Appointment’s financial journals. Verifies quarterly campus account reconciliation pertaining to Grad Student fee remission.

4

Yes

15

Monthly

Account Reconciliation and Fiscal Close

Performs monthly reconciliation of fellowship and fee remission accounts, comparing Graduate Division’s shadow systems to general ledger and to financial aid data. Utilizes advanced query techniques and creates data reports, including account reconciliation reports for Director review. Reconciles balance sheet for stipend reversals and processes adjusting journals. Takes corrective action within department systems or the General Ledger as approved by the Director. Provides details to the Fellowship and Employment sections of Graduate Division.

Monitors and performs year-end close functions including participation in the development of carryforward requests for Financial Support Accounts. Oversees monthly ledger and processing of transfer of funds.

5

Yes

5

Weekly

Other Duties

Produces documentation related to unit business processes and supports unit training objectives. Provides support to Fellowship section during peak time periods. Assists the Fellowship section conduct Recruitment and Continuing Student fellowship competitions.

May be required to perform special projects and other duties as assigned.

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