Financial/Payroll Analyst

Payroll Title: Financial Services Analyst 2

Job Code: 004627

Job Open Date: 11/7/2024

Application Review Begins: 11/25/2024; open until filled

Department Code (Name): PHYS (PHYSICS DEPT)

Percentage of Time: 100%

Union Code (Name): CX (Clerical)

Employee Class (Appointment Type): Staff (Career)

FLSA Status: Non-Exempt

Classified Indicator Description (Personnel Program): PSS

Pay Rate/Range: The budgeted salary range that the University reasonably expects to pay for this position is $29.00/hour to $34.00/hour. Salary offers are determined based on final candidate qualifications and experience; the budget for the position; and the application of fair, equitable, and consistent pay practices at the University. The full salary range for this position is $28.07/hour to $48.28/hour.

Work Location: Broida Hall - 3019

Working Days and Hours: Mon-Fri; 8am-5pm

Benefits Eligibility: Full Benefits

Type of Remote or Hybrid Work Arrangement, if applicable: Hybrid (Both UC & Non-UC locations)

Special Instructions:

For full consideration, please include a resume and a cover letter as part of your application.

Department Marketing Statement:

The Physics Department is widely regarded as one of the premier physics departments in the world. UCSB's Physics faculty include two Nobel Laureates, 16 memberships of the National Academies, and a host of award winning faculty. UCSB's relatively small Physics Department is now ranked among the top 10 graduate programs in the Nation. The complexity of the Department is represented by the provision of a broad set of support services: administrative, student affairs, extramural grant administration, staff support for instructional lecture and laboratory courses, outreach activities, computing services, a machine shop that supports student and faculty research, and a storeroom and purchasing staff that serve many campus departments. To learn more about our department, visit: www.physics.ucsb.edu.

Benefits of Belonging

Working at UC means being part of this vibrant institution that shines a light on what is possible. People make UC great, and UC recognizes your contributions by making this a great place to work. Excellent retirement and health are just one of the rewards. Learn more about the benefits of working at UC

Brief Summary of Job Duties:

Under general supervision, the Financial Analyst is responsible for interpreting and implementing new and frequently changing campus and federal policies and procedures in regard to employment and payroll administration. Utilizes a solid understanding of UC academic and staff HR concepts and policies to provide guidance to employees, supervisors, and department administration. As a member of the Physics payroll/personnel team, is jointly responsible for the analyses and resolution of a wide variety of human resources issues of moderate scope and complexity. This position is directly responsible for initiating ladder faculty sabbatical and buy-out requests as well as all summer salary and other additional compensation and managing these transactions in UCPath and GUS. Is fully responsible for hiring and payroll activities for Unit 18, Academic Coordinators and Teaching Associates, as well as additional academic and staff titles as needed. Collaborates with and provides back-up support to the other members of the payroll team.

Required Qualifications:

• Bachelor's degree in related area and / or equivalent experience / training.
• 1-3 years of working experience with finance policies, practices, and systems.
• Less than 1 year of experience administering payroll.
• Less than 1 year of experience analyzing and interpreting policy.
• Less than 1 year of experience maintaining confidential information and exercising good judgment.
• Ability to interpret and apply campus and system-wide policies and procedures which govern academic HR.
• Analytical skills to conduct analysis and develop recommendations to PIs and unit management.
• Strong interpersonal skills, excellent service orientation and critical thinking skills.
• Demonstrated organization, time management, and proactive problem solving skills.
• Ability to work independently, prioritize effectively, and manage multiple competing deadlines.

Preferred Qualifications:

• 1-3 years experience with UC academic personnel activity.
• Thorough understanding of processing requirements involving extensive pre-planning, data racking, organization, and process management.
• Solid understanding of campus systems including UC Path, KRONOS, Gateway, DataWarehouse, GUS and General Ledger.
• Ability to train others in accurate payroll procedures.
• Intermediate knowledge and understanding of internal control practices and their impact on protecting University resources.

Special Conditions of Employment:

• This is a Career position with an end date as it is funded on soft money and is expected to be for one year from the start date with the possibility of extension. The position will be reviewed on an annual basis for extension.
• UCSB is a Tobacco-Free environment
• Satisfactory conviction history background check.

Job Functions and Percentages of Time:

• 70% Personnel/ Payroll Administration/Onboarding - As a member of the payroll/personnel team, jointly responsible for all payroll activities in the Department of Physics. This position's primary focus is on payroll administration associated with Ladder Faculty, Unit 18 Lecturers, Academic Coordinators, Teaching Associates, and other academic and staff titles as needed. Payroll includes preparation and analysis of monthly and biweekly payroll as well as all summer salary, new ladder faculty hires, ladder faculty terminations, retirements, and faculty leave actions including buyouts and sabbaticals in UCPath and GUS. Creates payroll rosters, performs UCPath entry, GUS entry/projections, back-up documentation e-filing, and sets up new appointments in Kronos Timekeeping for relevant titles. Via UCPath's WFA (workforce administration) portal, manages employees' lifecycle, coordinating, overseeing, and auditing all personnel payroll transactions for assigned titles. Initiates Salary Cost Transfers and missed pay actions for relevant titles as required. Independently manages and coordinates annual additional compensation for faculty summer salary payouts. In consultation with financial manager and contracts/grants personnel, communicates to PIs the allowability and availability of summer salary funding. Responsible for intake of summer salary requests, performing calculations to ensure the adherence to additional compensation limits. Projects the compensation in GUS. Monitors payments within the campus payroll system to ensure timely and accurate payments. Demonstrates a high degree of confidentiality, sensitivity, and diplomacy in providing payroll support and analysis. Ensures departmental compliance with internal, campus, state, and federal employment practices. Possesses thorough knowledge of policies (unrepresented employees), and union agreements relevant to staff employees.

• 25% Financial Analysis/ Training - Provides financial analysis, oversight, and advice to PIs and administrators in the payroll/personnel management of multiple titles. Works with Human Resources, Academic Personnel, BFS, and UCPath Center to address hiring issues/problems with payroll. Utilizing comprehensive knowledge of payroll administration, UC accounting procedures and UCPath navigation -- and in collaboration with team members -- analyzes and resolves complex payroll issues in the department across multiple titles, at times requiring extensive research and analysis to identify the root of the problem and move forward to a resolution. Creates and manages templates for tracking and analyzing data as needed. Provides one-on-one training to new faculty as needed in regard to requesting summer salary and general summer salary guidelines. Responsible for accurate monthly payroll reconciliation for selected titles. Utilizing GUS and balancing to the Payroll and General Ledger, independently responsible for inputting, tracking, and identifying potential errors in regard to salary and benefit projects for all assigned employment titles. Uses available tools, including GUS, Data Warehouse, and COGNOS reports to develop and provide PIs with personnel summary reports to meet individual needs. In particular, regularly tracks and monitors the hours toward career status for limited employees.

• 5% Miscellaneous - Participates in regular team meetings. Provides back-up support to team members during periods of absence. Attends campus trainings and refresher courses to maintain current knowledge of UC academic and staff payroll procedures.

UC Vaccination Programs Policy:

As a condition of employment, you will be required to comply with the University of California Policy on Vaccinations Programs.

As a condition of Physical Presence at a Location or in a University Program, all Covered Individuals* must participate in any applicable Vaccination Program by providing proof that they are Up-to-Date with any required Vaccines or submitting a request for Exception in a Mandate Program or properly declining vaccination in an Opt-Out Program no later than the Compliance Date (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
* University of California Policy on Vaccinations - With Interim Revisions - https://policy.ucop.edu/doc/5000695/VaccinationProgramsPolicy

*Covered Individuals: A Covered Individual includes anyone designated as Personnel or Students 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.

Equal Opportunity/Affirmative Action Statement:

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.

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