Initial Review Date (IRD) The Initial Review Date (IRD) for this job is: 9/16/2020
UC Santa Cruz staff jobs are posted until filled. Application materials submitted by 11:59 pm on the IRD will be routed to the hiring unit for consideration. NOTE: Materials submitted after the IRD will be forwarded only at the request of the hiring unit. Submit your materials before the IRD to ensure consideration by the hiring unit.
Dept Marketing Statement BSOE has an annual operating budget of $28 million, over 100 faculty, and over 100 instructional and research staff. Extramural contracts and grants totaled about $35 million. BSOE is also pursuing growth in revenues from gifts to support selected research and instruction endeavors and is launching new graduate degree programs in the Silicon Valley with anticipated revenues from Professional Degree Supplemental Tuition (PDST). In addition, BSOE has an endowment totaling close to $14 million.
The Director of Finance is responsible for managing all these resources and is the chief fiscal advisor to BSOE executive leadership, serving as a member of the school's senior management team. The incumbent has regular interaction within BSOE with the Dean, Associate Deans, Assistant Dean, Department Chairs, Institutes and Center Directors, and Department Managers. The incumbent also has regular interaction with senior staff and selected executives within the campus administration, and is expected to participate in campus committees and special task forces representing BSOE, while functioning as the primary liaison with the campus administration on all BSOE financial and business matters.
Reporting to the Assistant Dean of BSOE, the Director of Finance is responsible for directing a wide range of financial and administrative operations, activities and services in support of Baskin School of Engineering's (BSOE) academic priorities.
The BSOE Director of Finance will plan and manage a variety of resources from multiple sources. The Director will ensure consistency, reliability and integrity in fiscal and business processes coupled with elasticity and flexibility in operational structures and resource utilization. BSOE is constantly facing challenges to absorb programmatic growth by stretching and integrating resources, and the Director plays an essential role in identifying creative approaches to facilitate this process and minimize conflicts between new and established practices. This includes navigating a complex set of competing demands within existing regulatory and procedural constraints; a process requiring close interaction and communication with campus and system offices. Working with the Dean and Assistant Dean, the Director of Finance will develop financial overviews of expenditures and operational forecasts.
Involves developing, interpreting and implementing financial concepts for financial planning, resource planning (dollars), and control of organizational budget. May analyze and prepare recommendations for financial plans, including annual resource allocations, future requirements, and operating forecasts.
Pay, Benefits, & Work Schedule Salary Information: Starting Salary Range: $89,000 - $130,000/annually. Salary commensurate with qualifications and experience.
No. of Positions: 1
Benefits Level Eligibility: This position is eligible for Full benefits
Schedule Information: Full-time, Fixed Percentage of Time: 100% Average Hours Per Week: 40 Days of the Week: Mon-Fri Shift Includes: Day
Employee Classification: This is a Career appointment
Job End Date: None
Work Location: UC Santa Cruz main campus
Union Representation: None
Job Duties 70% Extramural Funding Financial Administration: Leads the division-wide Research Expenditure analysis and reporting initiative on behalf of financial and divisional research staff. Certifies and disseminates the report to external bodies such as ASEE and U.S. News & World Report. Analyzes extramural funding financial support and core funding financial support; consults on fiscal issues during proposal development at pre-award stage; oversees data analysis and compilation for external surveys, including research expenditures and personnel data.
Academic Budget Development and Analysis: Collaborates on academic FTE planning, including start-up for new faculty, retention of faculty, or new program initiatives; Temporary Academic Staffing (TAS) budget development and reconciliation; and recommends special financial allocations and adjustments.
Operating Budget Development and Analysis: Advises the Dean and the Assistant Dean on financial matters. Implements budgetary models and allocation strategies for all operating units in BSOE. Develops academic support service budgets linked to academic priorities from funding sources. Working with departments and service units, develops annual budget review and allocation processes. Manages unallocated reserves and annual budgetary adjustments in core resources due to increases or decreases in revenues.
Professional Degree Supplemental Tuition (PDST)/Recharge/Course Materials Management: Leads the annual Recharge, Miscellaneous Fee, and Course Fee audit and reconciliation process for the division. Certifies and presents recommendations to Planning & Budget stakeholders. Provides technical leadership in developing and managing specialized budgets for PDST, Recharge Activities, and Course Materials Fees. Validates compliance with campus and system policies and procedures, including adherence to annual deadlines for submission of modifications to existing tuition, recharges, or fees.
Financial Reporting and Expenditure Tracking: Leads the divisional Fiscal Close operation. Oversees recordkeeping and cost center management. Provides essential reporting projections at various levels, including school-wide, department/institute/center, or PI/faculty. Ensures appropriate distribution of costs and implementation of necessary expenditure controls.
Gift/Endowment Fund Management: Collaborates with Development Office and University Relations on fund expenditure and reporting of gift and endowment funds; monitors growing use of gift resources and identifies costs related to gift fund management; and integrates gift and endowment yields into overall resource planning.
15% Program Development and New Initiatives: Assists in Resource Planning by developing cost parameters and assessing regulatory constraints for potential new programs and initiatives for BSOE, including long-term projections of resources needed to sustain activities.
Strategic Academic Planning: Collaborates with the Dean, Assistant Dean, and other senior staff on the annual FTE and Resource Call. Advises senior leadership in periodic revisions to BSOE strategic academic plan in response to anticipated program growth and changes in opportunities and/or directions for research and teaching. Recommends financial resource solutions to accommodate program expansion or changes.
Curriculum and Leave Planning (CLP): Approves and certifies department Temporary Academic Staffing (TAS) budgets and recommends changes to Department Chairs and the Dean. Assists with annual review of curriculum and leave plans submitted by departments. Reconciles central campus Teaching Assistant (TA) allocations with TAS budgets. Verifies funding levels for proposed actions.
Silicon Valley Programs: Leads the establishment of initial budget estimates for proposed academic endeavors in Silicon Valley. Reviews marketing demand studies. Develops proposals for campus resources and possible supplemental fees and tuition. Helps manage resources for approved programs.
Research Institutes and Centers: Leads the establishment of initial budget estimates for proposed new research institutes and centers within existing campus policies and practices. Helps manage resources for approved institutes and centers.
Instructional Initiatives: Establishes initial budget estimates for new instructional initiatives using traditional or alternative resources, such as corporate sponsored student projects. Helps manage resources for approved instructional activities. Supervises activities associated with creating, maintaining, and reporting on the operational and capital budgets and budget processes, academic and staff budgeted FTE, the performance of financial planning (including problem definition, forecasting, data collection, development of alternative solutions), the performance of human resources FTE planning (position management, staffing forecasting, data collection), development of policy or action recommendations in the areas of budget, finance and human resource planning, and report preparation.
10% Business Operations and Processes: Oversees transactions in campus financial systems, including payroll, purchasing, etc. Maintains proper delegations, approvals and financial controls. Interprets and applies policies and procedures to ensure compliance. Seeks and obtains exceptions as warranted.
Liaison with Campus: Serves as primary spokesperson and problem solver on financial matters with various campus administrative offices. Represents BSOE on campus committees and special task forces. Advocate for changes in policies, procedures and practices that benefit BSOE and simplifies administrative workload.
Training and Data Security: Oversees necessary training of staff throughout BSOE on financial and administrative matters. Limits access to financial information related to workload and job duties. Works with Information Technology Services (ITS) staff to implement and ensure fiscal data integrity and security. Coordinates essential interface with data access and use for support staff in other units.
5% Supervision: Directly supervises two to three Financial Analysts (1, 2 or 3), and four to five Research Administrators (1, 2, 3, or supervisory)
Advanced degree in related area and/or equivalent experience/training.
Comprehensive knowledge of finance and budget policies, practices and systems; budgeting and reporting techniques; fund accounting; human resource planning; accounting and bookkeeping and financial forecasting.
Ability to effectively communicate verbally and in writing.
Interpersonal skills and ability to work effectively across the organization at all levels; ability to interact with diverse populations.
Client services oriented; good listening, critical thinking, and analytical skills.
Ability to multi-task.
Knowledge and understanding of internal control practices and their impact on protecting University resources.
To ensure review of application materials by the hiring unit, they must be submitted on or before the initial review date (IRD) via the Staff Employment Opportunities web site; https://jobs.ucsc.edu. A computer is available at the UC Santa Cruz Staff Human Resources Office located at Scotts Valley Center. The Scotts Valley Center is located at 100 Enterprise Way, Suite E100, Scotts Valley, CA 95066. To learn more or to request disability accommodations, call 831-459-2009. Hearing impaired are encouraged to use the California Relay Service at 800-735-2922. UC Santa Cruz is an Equal Opportunity Employer.
The University of California 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. 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.
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