Study Center Finance Manager

Study Center Finance Manager

University of California Eduaction Abroad Program

Summary of Job Details

Provides direct supervision, along with technical, and supervisory guidance to professionals and skilled technical employees, with responsibility for quantity and quality of work. Serves as an advisor to the Budget and Finance unit and UCEAP. Analyzes and resolves problems, interprets policies, and demonstrates solid subject matter knowledge as an internal consultant. Responsible for developing and executing objectives and goals, as well as defining the process by which to meet goals. Monitors progress of work to achieve short and long-range objectives. Participates in the development and monitoring of policies and procedures for financial data management. Ensures the accuracy, control, and reporting of financial data. Ensures adherence to cash and payment handling policies and procedures. Meets all government reporting and auditing requirements for related financial activities. Ensures that the appropriate internal controls are addressed, maintained, and strengthened to protect University resources. Provides direction to staff according to established policies and management guidance, Recommends changes to policies and practices. Identifies risks and responds accordingly. Provides priority setting and workflow analysis. Supervises staff to ensure accountability and stewardship of department resources (operational, financial, staff) in compliance with UCEAP's goals and objectives.  Reporting to the Director of Budget and Finance (Director), the Study Center Finance Manager is responsible for the overall management of the Study Center Finances section of UCEAP's Budget and Finance Unit. Supervises and delegates work to the Financial Analyst and Finance Accountants and assumes all responsibility to lead the financial activities of 24 Study Centers worldwide, in 20 countries, compromising approximately 59% of UCEAP's overall annual budget, in coordination with other supervisors and staff in the organization. Leads and directs section operations including accounting responsibilities, accounts payable duties, general ledger, customer service, Study Center funding activities, Study Center expense report processing, and communications with a variety of section customers. Applies thorough knowledge and understanding of internal control practices and their impact on protecting University resources. Works within a complex accounting environment involving global monetary exchange rates, multiple fund types and cost centers, diverse accounting systems, and considerable financial analysis and reporting. Applies advanced knowledge of financial transactions and financial systems, as well as related policy, accounting, and regulatory compliance requirements, both domestically and abroad. Annually develops and analyzes accounting data and assists with the preparation of 24 Study Center budgets and 358 program budgets for over 5,300 students across the 9 undergraduate UC campuses. Accurately and precisely prepares budgets to meet strategic objectives, designed for successful financial aid packaging; assists the Financial Aid offices across the system to prevent the need for repackaging. Serves as a member of the management team within the Budget and Finance Unit and acts in the absence of the Director in Study Center finance matters as needed. Plans, develops, writes, and coordinates operational schedules and reference manuals. Working with the Director, responsible for policy development and operational effectiveness relating to Study Center finances, including demonstrated ability to screen applications, interview candidates, and either make selection decisions or recommend individuals for hire domestically and abroad. 

Required Qualifications

Bachelor's degree in related area and / or equivalent experience / training.

Four or more years’ fiscal management experience.

Four or more years’ experience with solving complex accounting issues including work with federally funded contracts and grants. 

Four or more years’ experience developing budgets and financial forecasts, in addition to accounting and financial procedure, particularly UC's accounting, purchasing, travel and entertainment policies.  

Advanced knowledge of financial transactions and financial systems, as well as related policy, accounting and regulatory compliance requirements.  including reporting actuals and developing trend analysis with the data obtained from the systems.

Extensive knowledge of finance policies, practices, policies, procedures, systems, budgeting and reporting techniques, accounting, and bookkeeping.

Demonstrated knowledge of accounting principles and practices business math and bookkeeping and ability to apply same to assignments.

Advanced knowledge of financial data management and reporting. Ability to analyze accounts, interpret the significance of financial data and apply sound financial management.

Thorough knowledge and understanding of internal control practices and their impact on protecting University resources.

Sound judgment and solid decision-making, reasoning, and analytical skills; ability to develop original ideas to solve problems.

Ability to work productively in a complex environment with international staff across different time zones and multiple currencies which may require coordinating ad hoc meetings to discuss important issues or provide training.

Demonstrated skills to assimilate, analyze, implement, explain and monitor competing deadlines with multiple interruptions while paying close attention to detail. Ability to work collaboratively.

Excellent organizational skills and ability to produce final results for review with appropriate consultation, minimal supervision, a high degree of accuracy and within deadlines.

Ability to interpret federal policies pertaining to contracts and grants from multiple agencies including DoD, DOE, NSF, as well as private industry contracts.

Strong interpersonal skills, service orientation, ability to multi-task effectively in a varied, high-volume environment, judgment and decision-making, reasoning, ability to develop original ideas to solve problems, and effective verbal and written communication skills.

Skill in writing procedures manuals, reports and correspondence concisely for the intended audience. Advanced knowledge of financial transactions and financial systems, as well as related policy, accounting and regulatory compliance requirements, which may necessitate knowledge of local international financial legal requirements in which UCEAP has study centers and host institutions.

Ability to exercise diplomacy, establish effective working relationships, and maintain a high degree of professionalism in dealing with faculty, management and staff.

Excellent interpersonal skills and ability to consult appropriately and work collaboratively in a team-oriented environment across organizational units and at all organizational levels.

Ability to handle sensitive and confidential information with discretion.

Proficiency with Microsoft Suite with advanced Excel skills, and advanced use of databases and financial reporting software.

Ability to manage changing priorities, and manage staff time and efforts accordingly, with various periods during the year which may require extensive overtime to complete goals and objectives

Ability to manage changing priorities and manage staff time and efforts accordingly.

Excellent judgment, decision-making and supervisory skills to ensure compliance with all legal, contractual, and UC policy requirements.

Demonstrated skill in managing budgets and resources.

Ability to model and positively contribute to a high-performance culture and inclusive workplace.

Leadership skills to provide guidance, coaching, mentoring, and professional development to staff.

Excellent skills in conflict resolution and building collaboration.

Experience defining position roles and requirements, interviewing and selecting new staff and training/onboarding new employees.

Skill in interacting effectively with a strong customer service orientation, with a variety of constituents at UCEAP, UCOP and campus departments throughout the UC system, and external agencies and vendors.

Demonstrated ability to review and improve workflow management. Ability to set and team goals and quality/customer service standards, as well as setting individual performance goals and expectations, engaging and developing employees, coaching for performance and development, recognizing contributions and evaluating performance.

Special Conditions of Employment

The UCEAP Systemwide Office is located in Goleta, CA (near the UCSB campus). Type of work arrangement eligibility: Hybrid. On-site presence will be required for leadership and staff meetings, delegation visits, training sessions, etc. The University is unable to pay or reimburse expenses prohibited by University policy, including travel expenses associated with commuting to the designated office.

Satisfactory conviction history background check

UCSB is a Tobacco-Free environment.

Days/Hours: Mon-Fri, 8:00am-5:00pm

UC Santa Barbara is an Equal 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.

For the University of California's Affirmative Action Policy, please visit: https://policy.ucop.edu/doc/4010393/PPSM-20.

For the University of California's Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination.

Application review begins 12/5/24

Apply online at https://jobs.ucsb.edu

Job #74446