Payroll Title: FINANCIAL SVC ANL 2
Job Code: 4627
Job Open Date: 12/2/21
Application Review Begins: 01/03/22
Department Code-Name: CNSI - California Nano Systems Institute
Percentage of Time: 100%
Collective Bargaining Unit (CBU): 99 Non-represented
Grade Type/Grade: PSS / 19
FLSA Exemption Status: Non-Exempt
Work Location: Elings Hall, Room 3448
Pay Rate/Range: Depending upon experience. Pay range starts at $24.62/hr.
Days/Hours: Monday-Friday, 8:00am-5:00pm
Benefits Eligibility: Full Benefits
Department Overview The California NanoSystems Institute (CNSI), is one of four UC-based California Institutes for Science and Innovation (Cal ISI). CNSI's mission is to create an inclusive, collaborative, closely-integrated, and strongly interactive environment that will foster innovation in nanosystems research, educate the next generation of diverse leaders in science and engineering, and bring scientific and technological innovation into the economy and society. To spur basic discovery and translation, CNSI has developed world-class infrastructure and a range of synergistic platforms that facilitate interdisciplinary team science, provide critical research capabilities and create an environment for entrepreneurship, outreach and workforce training. The CNSI oversees the management of a large portfolio of extramurally and intramurally funded research projects, including the $25M UCSB NSF Quantum Foundry and $23.7M NSF BioPACIFIC Materials Innovation Platform (MIP). The CNSI provides broad support of UC Santa Barbara’s research enterprise through numerous shared multi-user research laboratories and facilities, the Center for Scientific Computing (CSC), the Center for Science and Engineering Partnerships (CSEP), a Technology Incubator, multiple grant and fellowship programs plus other special initiatives. To learn more about our institute, please visit: www.cnsi.ucsb.edu
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Brief Summary of Job Duties
Under the general direction of the CNSI Assistant Director and Financial Manager, the CNSI Financial and Administrative Analyst performs a wide range of duties including, but not limited to: financial and administrative management; account reconciliation; supplemental and back-up for Purchasing, Shipping/Receiving and Gifts Processing; and other duties as assigned.
Required Qualifications
Bachelor's degree or equivalent combination of education and work experience. Demonstrated strong communication skills and ability to convey complex information obtained from multiple sources both verbally and in writing. Ability to multi-task and meet strict deadlines while maintaining a high level of accuracy. Professionalism, initiative, flexibility and analytical skills are necessary. Proficiency in administrative office computer software programs.
Preferred Qualifications
Demonstrated skill in financial planning, analysis, and budgeting, with proven skills to interpret and apply complex university, state and federal regulations as they pertain to research administration.
Special Conditions of Employment
Satisfactory conviction history background check. UCSB is a Tobacco-Free environment. Special Instructions
For full consideration, please include a resume and a cover letter as part of your application.
Job Functions/Percentage of Time/Duties
70% Financial Management
Responsible for reconciliation of general ledgers, maintaining accuracy of information recorded in the accounting system, researching, analyzing and reconciling financial data. Ensures that principal investigators and administrative staff adhere to agency rules governing the appropriateness of expenditures on various forms of funding. Gathers supporting documentation for general ledger entries for all accounts on a monthly basis. Verifies that the charges are allowable and applicable to the funding source. Ensures personnel projections are properly updated in department account shadow system. Identifies financial transaction discrepancies and errors on general ledgers and resolves related issues with PIs and applicable staff members. Prepares transfers of non-payroll expense and coordinates payroll expense transfers as required. Evaluates cumulative and projected purchases, recharge costs, and salary expenditures to perform budget projections for accounts. Creates and distributes of monthly account reports. Prepares other reports as requested. Verifies that all related documentation is in order and audit requirements are met.
15% Program Administration
Manages the administrative aspects of the CNSI Technology Incubator Program including, but not limited to processing approved program applications, lease processing, rental income administration, monitoring program eligibility, monthly general ledger reconciliation, reporting and expenditure forecasting and onboarding new companies and their employees. Gathers and submits Request for Contract including required documentation to the central administration to request the issuance of a contract. Ensures request is compliant with campus, UC, State and Federal policies.
15% Supplemental and Back-Up Support
Purchasing:
Acts as Purchasing Coordinator in his/her absence and provides supplemental support as needed. Depending upon workload requirements, may assist in the following: purchasing, equipment management, and report distribution. Distributes department's mail upon request.
Shipping and Receiving:
Coordinates the sending and receiving of items for department. Verifies and keeps records on incoming and outgoing shipments and prepares items for shipment: Compares identifying information and counts, weighs, or measures items of incoming and outgoing shipments to verify information against bills of lading, invoices, orders, or other records. Notifies purchaser(s) when orders arrive. Documents the status of such notifications. Arranges the short-term storage needs for oversized, temperature-sensitive, and/or hazardous materials. Determines method of shipment, utilizing knowledge of shipping procedures, and rates. Examines outgoing shipments to ensure shipments meet specifications. Maintains inventory of shipping materials and supplies. Coordinates the return of damaged or defective goods to appropriate vendors.
Gifts Processing
Processes the receipt of gift and required forms. Coordinates submission of recipient conflict of interest. Drafts gift acknowledgement letters, etc.
Maintains accurate records for all functions performed. Other duties as assigned.
Pandemic Statement
The University of California is vigilantly monitoring and acting in accordance with all applicable public health directives related to COVID-19. 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. New University of California employees must (a) provide proof of receiving at least one dose of a COVID-19 Vaccine no later than 14 calendar days after their first date of employment and provide proof of Full Vaccination no later than eight weeks after their first date of employment; or (b) if applicable, submit a request for Exception or Deferral no later than 14 calendar days after their first date of employment. (Capitalized terms in this paragraph are defined in the policy.) Federal, state, or local public health directives may impose additional requirements.
For more information, please visit:
UC Santa Barbara COVID-19 Information: https://www.ucsb.edu/COVID-19-information UC SARS-CoV-2 (COVID -19) Vaccination Program Policy: https://policy.ucop.edu/doc/5000695/SARS-CoV-2_Covid-19Covered Individuals: A Covered Individual includes anyone designated as Personnel, Students, or Trainees under this Policy who physically access a University Facility or Program in connection with their employment, appointment, or education/training. A person accessing a Healthcare Location as a patient, or an art, athletics, entertainment, or other publicly accessible venue at a Location as a member of the public, is not a Covered Individual.
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