Finance Specialist - Cal Performances (004722) - 47455
University of California Berkeley
Location: Berkeley, California
Internal Number: 3776656
Finance Specialist - Cal Performances (004722) - 47455
At the University of California, Berkeley, we are committed to creating a community that fosters equity of experience and opportunity, and ensures that students, faculty, and staff of all backgrounds feel safe, welcome and included. Our culture of openness, freedom and belonging make it a special place for students, faculty and staff.
The University of California, Berkeley, is one of the world's leading institutions of higher education, distinguished by its combination of internationally recognized academic and research excellence; the transformative opportunity it provides to a large and diverse student body; its public mission and commitment to equity and social justice; and its roots in the California experience, animated by such values as innovation, questioning the status quo, and respect for the environment and nature. Since its founding in 1868, Berkeley has fueled a perpetual renaissance, generating unparalleled intellectual, economic and social value in California, the United States and the world.
We are looking for equity-minded applicants who represent the full diversity of California and who demonstrate a sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds present in our community. When you join the team at Berkeley, you can expect to be part of an inclusive, innovative and equity-focused community that approaches higher education as a matter of social justice that requires broad collaboration among faculty, staff, students and community partners. In deciding whether to apply for a position at Berkeley, you are strongly encouraged to consider whether your values align with our Guiding Values and Principles, our Principles of Community, and our Strategic Plan.
At UC Berkeley, we believe that learning is a fundamental part of working, and our goal is for everyone on the Berkeley campus to feel supported and equipped to realize their full potential. We actively support this by providing all of our staff employees with at least 80 hours (10 days) of paid time per year to engage in professional development activities. To find out more about how you can grow your career at UC Berkeley, visit grow.berkeley.edu.
Cal Performances presents and produces outstanding artists from the Bay Area, the United States, and around the world in performances and community programs which promote excellence, innovation, diversity, education, and community involvement, with the fundamental belief that the arts are vital to our society locally, nationally, and internationally. In support of these goals, Cal Performances is committed to maintaining top-quality programs and facilities for our artists, audiences, the University and community.
Student Musical Activities (SMA) has been an integral part of Cal Performances since 1987. For over one hundred years, the various units that comprise SMA (The Cal Marching Band, The UC Jazz Ensembles, and the UC Choral Ensembles) have served the University through the many contributions of its student members. This organization offers its students many extra-curricular opportunities ranging from performance to musical instruction and training, as well as experience in student leadership and arts administration.
The Finance Department of Cal Performances and Student Musical Activities is responsible for fiscal management and budgetary oversight for these two organizations, representing a combined annual operating budget of over $20 million. Funds are derived from a variety of sources, including earned income, individual and corporate gifts and grants, federal, state and local grants, endowment income and a variety of university-based funding sources. The finance department provides key financial and analytical support for Cal Performances departments, including fine arts programming, education and community programs, public relations, publications, development, marketing, box office, operations, facilities, information systems, human resources and administration.
This position is a key member of the Finance Department for Cal Performances and Student Musical Activities and is primarily responsible for procurement and payment processing for the departments. In this capacity, the incumbent acts as a first line resource for department managers regarding university purchasing, travel & entertainment, professional services contracts, risk management and insurance, and real estate policy and procedures. The incumbent also assists with key reconciliation/financial control and related activities, and will assist to the Finance Manager with budget, quarterly forecasts, and monthly reports and analysis as required.
Application Review Date
The First Review Date for this job is: January 18, 2023.
*Denotes essential functions
Procurement & Payment Processing
Specific duties include:
*Provide full procurement and payment processing services including preparing/processing requests for purchase orders (LVPO, blanket, business contract, membership, entertainment, and general reimbursement), requisitions, procurement card transactions, interoffice charges, travel voucher reimbursements, student awards, invoice approval/voucher payment processing and lien closure requests in a timely and efficient manner consistent with University and department policies and procedures.
*Work closely with department managers, staff, external vendors, and central campus support units to ensure that requested goods and services are received timely in order to meet critical event-driven timelines.
*In conjunction with other Finance department staff, develop and maintain Finance Department Procedures Manual, with particular emphasis on documentation of financial controls. Develop and deliver department training to department managers regarding University purchasing policy and departmental procedures.
*Responsible for execution of back end financial controls for Cal Performances. Independently review and reconcile the following key accounts on a monthly basis:
BFS income accounts v. Cal Performance's ticketing/donor management system;
Pending gift accounts for Cal Performances and Student Musical Activities;
Journal transfers from UC Berkeley Foundation;
BFS ledger activity for payroll related expenditures;
Interoffice charges by recharge vendor;
Postage stamp inventory; and
Other accounts identified as high risk by the Finance Manager.
*For each of the above, research key discrepancies as appropriate and report any identified control weaknesses to the Finance Manager.
*Manages Cal Performances and Student Musical Activities department-specific BFS ledger codes. These codes are used internally to track event profitability (Chartfield 1) and provide functional income and expense detail (Chartfield 2) unique to a performing arts organization.
Budget, Forecast & Reporting Assistance
*Assist the Finance Manager with development of Cal Performances and Student Musical Activities annual operating budgets and quarterly forecasts and assisting managers with Cal Answers and other reports as needed to manage budgets and costs.
*Assist with implementation of a new management reporting process.
*Provide back-up coverage for the other Finance Department job duties in the case of vacations, illnesses, leaves, vacant positions, or during peak transaction volume periods such as month end, fiscal year end or when multiple events are scheduled in Cal Performances venues.
Demonstrated working knowledge of or ability to gain knowledge of fund accounting policies and procedures or equivalent work experience in a non-profit or public sector work environment or equivalent education;
Demonstrated working knowledge of financial applications. Working knowledge of common financial applications. Demonstrated skills with office productivity software applications, including Microsoft Office and Google G-Suite applications;
Demonstrated working knowledge of or ability to gain knowledge of specific campus requirements for professional services and consultant agreements, vendor purchasing contracts, insurance requirements, and transportation service contracts;
Ability to gain knowledge of current customer relations and quality service techniques, including negotiation, persuasion and strong communications skills is required in order to interact successfully with arts-focused department managers and staff, external vendors, and central campus support staff; Ability to perform research regarding best practices of similarly situated organizations (both within the Berkeley campus, other UC campuses, and other major university art presenting organizations) and analyze/recommend changes to existing processes;
Ability to develop and deliver brief training sessions for staff and managers regarding campus financial and administrative systems procedures and internal Cal Performances and Student Musical Activities-specific processes;
Accuracy and careful attention to detail in a high volume, interrupt-driven environment is required. Ability to perform multiple assignments simultaneously, prioritizing tasks with competing deadlines, and under minimal supervision;
Initiative and ability to work independently and as part of the Cal Performances Finance Team to achieve overall University and organizational objectives;
Analytical, investigative and problem-solving skills to collect data/information, analyze and interpret, and prepare conclusions and recommendations;
Prior exposure to or willingness to learn about budgeting/forecasting techniques;
Excellent interpersonal and oral and written communication skills;
Experience, appreciation, or familiarity with artists and art forms strongly preferred;
Occasional overtime required.
Salary & Benefits
For information on the comprehensive benefits package offered by the University, please visit this UCOP link.
Under California law, the University of California, Berkeley is required to provide a reasonable estimate of the compensation range for this role and should not offer a salary outside of the range posted in this job announcement. This range takes into account the wide range of factors that are considered in making compensation decisions including but not limited to experience, skills, knowledge, abilities, education, licensure and certifications, analysis of internal equity, and other business and organizational needs. It is not typical for an individual to be offered a salary at or near the top of the range for a position. Salary offers are determined based on final candidate qualifications and experience.
The budgeted salary or hourly range that the University reasonably expects to pay for this position is from STEP 1 $27.19/hour to STEP 15 $37.26/hour. This is a non-exempt position and is eligible for overtime.
How to Apply
To apply, please submit your resume and cover letter.
Conviction History Background
This is a designated position requiring fingerprinting and a background check due to the nature of the job responsibilities. Berkeley does hire people with conviction histories and reviews information received in the context of the job responsibilities. The University reserves the right to make employment contingent upon successful completion of the background check.
Equal Employment Opportunity
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, or protected veteran status. For more information about your rights as an applicant see the EEOC poster.
For the complete University of California nondiscrimination and affirmative action policy see the UC policy.
The University of California was chartered in 1868 and its flagship campus - envisioned as a "City of Learning" - was established at Berkeley, on San Francisco Bay. Today the world's premier public university and a wellspring of innovation, UC Berkeley occupies a 1,232 acre campus with a sylvan 178-acre central core. From this home its academic community makes key contributions to the economic and social well-being of the Bay Area, California, and the nation.