Assistant Director, Business and Financial Planning, Auxiliary Services

Working Title: Assistant Director, Business and Financial Planning, Auxiliary Services

Position Number: 41168699

Payroll Title: FINANCIAL SVC SUPV 2

Job Code: 4631

Job Open Date: 5/8/2025

Application Review Begins: 5/23/25

Department Code (Name): HDAE (HOUSING,DINING&AUX ENTERPRISES)

Percentage of Time: 100%

Union Code (Name): 99 Non-represented

Employee Class (Appointment Type): Staff: Career

FLSA Status: Exempt

Salary Grade: PSS/23

Pay Rate/Range: The budgeted salary range that the University reasonably expects to pay for this position is $85,400 to $120,000/year. 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 $85,400 to $156,800/year.

Work Location: TPS-895

Working Days and Hours: M-F, 8:00-5:00

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:

Housing, Dining & Auxiliary Enterprises houses 10,000 students, faculty and family residents on campus, provides support services for 9,300 students residing in the communities adjacent to the campus, serves 21,000 customers daily in its retail and board dining programs, manages the UCSB Campus Store and University Center, hosts 150,000 guests annually for conferences and meetings, manages a major events center (Events Center), and oversees the administration of transportation, parking and fleet services. Additional responsibilities in the HDAE portfolio include Information Technology Services (ITS), and The Club & Guest House. HDAE employs over 600 full-time employees and 1,800 student employees. HDAE maintains a physical plant of more than 3 million square feet of buildings and 250 acres of grounds and landscaping. Auxiliary Enterprises consists of the following departments: Campus Store, Club & Guest House, Conference & Hospitality Services, Events Center, Transportation & Parking Services and the University Center.

Benefits of Belonging

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Brief Summary of Job Duties:

Responsible for the specialized financial management of the Housing, Dining & Auxiliary Enterprises (HDAE) Auxiliary Services team through the guidance and coordinated achievements of direct and non-direct reports. Establishes objectives and work plans and delegation of assignments including managing budgets, reconciliations, financial statements, forecasting, and annual reports. In consultation with the HDAE CFO and the Sr Executive Director of Auxiliary Services, establishes department goals and objectives while managing the accountability and stewardship of human, financial, and physical resources in compliance with departmental, UC and governmental goals and objectives. Ensures subordinate staff members adhere to defined internal controls. This key position reports directly to the Sr Executive Director, Auxiliary Services. Works on issues of diverse scope where information analysis requires evaluating multiple factors, including understanding current business trends. Follows processes and policies in selecting methods and techniques for obtaining solutions. Proactively assesses risk to establish systems and procedures to protect organizational assets. Provides direct input for short- and long-term strategic planning.

Required Qualifications:

• Bachelor's Degree in related area and/or equivalent experience/training
• 4-6 years experience developing budgets and financial forecasts
• 4-6 years experience with accounting and financial procedures
• 1-3 years Supervisory experience
• Advanced knowledge of financial transactions and financial systems, as well as related policy, accounting and regulatory compliance requirements.
• 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.
• Thorough knowledge and understanding of internal control practices and their impact on protecting University resources.
• Ability to manage changing priorities, and manage staff time and efforts accordingly.
• Thorough knowledge of financial processes, policies and procedures.
• Thorough knowledge of financial data management and reporting systems.
• Strong proficiency in the use of spreadsheet and database software.
• Leadership skills to provide guidance, coaching and mentoring to professional and support staff.

Preferred Qualifications:

• 4-6 years Experience with UC's accounting, purchasing, travel and entertainment policies
• 4-6 years Experience with UCSB's online systems, such as UC Path, KRONOS, Gateway, Data Warehouse, online GL, Concur, GMC, TOE and TOF

Special Conditions of Employment:

• Satisfactory criminal history background check
• UCSB is a Tobacco-Free environment

Misconduct Disclosure Requirement:

As a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; received notice of any allegation or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

"Misconduct" means any violation of the policies or laws governing conduct at the applicant's previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, as defined by the employer. For reference, below are UC's policies addressing some forms of misconduct:

UC Sexual Violence and Sexual Harassment Policy

UC Anti-Discrimination Policy

Abusive Conduct in the Workplace

Job Functions and Percentages of Time:

Financial Management, Operations & Analysis - 30%

In collaboration with the Sr Executive Director of Auxiliary Services, is responsible for administering all financial affairs for Auxiliary Services. Provides regular budget monitoring and projections. Projects and monitors variance reports within the Auxiliary Services units, different funding sources, including but not limited to operating & capital budgets. In collaboration with the Transportation & Parking Services Director and TPS Financial Analyst, develops an Income & Recharge proposal annually to recover expenses associated with the fleet program. Collaborating with individual unit directors, develops rate proposals for products and services to ensure program goals are met and the financial viability of self-funded operations. Advises the Sr Executive Director and HDAE CFO of necessary financial adjustments to ensure funds are appropriately allocated and administered; develops short- and long-term financial plans in response to Auxiliary Services goals and objectives. Identifies and performs analytical studies on budget-related issues to develop solutions. Evaluates effectiveness of solutions, developing alternatives as necessary. Provides regular budget reports and projections to unit directors, HDAE CFO, and the Sr Executive Director as well as other reports as requested for review and to assist in meeting Auxiliary Services goals. Provides guidance and training to Auxiliary Services staff on financial matters. Establish proper accounting procedures and practices and monitor compliance by all units. Supervises the administration of purchasing, travel, recharge, and general office procedures. Works with unit directors to establish MOUs for space and services across Auxiliary Services. Ensures all balance sheet accounts are reconciled monthly and transactions are correct and accurate. Manages fiscal closing process. Responsible for budgetary analysis and control of all Auxiliary Services units. Holds signature authorization and approves financial transactions. Maintains and approves staffing with authorized salary actions.

Leadership & Supervision - 30%

Directly supervises four career staff employees and indirectly supervises two employees responsible for providing financial support and administration to three distinctly separate and complex auxiliary units. The units include Transportation & Parking Services, University Center and Events Center Administration, and The Club & Guest House. Responsible for analysis of staffing requirements, job duties, recruitment, training, hiring/termination, performance evaluations, merit recommendations, disciplinary action and professional development. Provides leadership to financial staff in Conference & Hospitality Services and the Campus Store with financial support and administration responsibilities. Maintains a motivated and balanced staff environment, which fosters personal and professional growth, activity and enthusiasm for meeting the objectives of the auxiliary services team. Provides leadership and training in job duties, open communication, conflict resolution and clarity of information regarding expectations for staff performance. Promotes professional collaboration and teamwork, monitors priorities and workload and delegates requests and responsibilities to streamline processes and improve efficiency. Evaluates staff morale and effectiveness, workload/resource issues and fiscal soundness.

Financial Administration - 20%

Works in close collaboration with the HDAE CFO and the Auxiliary Services unit directors to ensure smooth and efficient operation of Auxiliary Services in day-to-day activities as well as participates in long-range planning, HDAE-wide decision-making and policy implementation plans. Provides day-to-day management and budgetary oversight. Serves as primary person responsible for budget oversight, monitoring, reporting, and planning. Directs and supervises financial and administrative activities for Auxiliary Services. Provides leadership for sustaining a service orientation with operational excellence in a collaborative environment. Consults with the HDAE CFO and the Sr Executive Director of Auxiliary Services on all high-level aspects of operations. Responsible for a range of management functions necessary for the fulfillment of campus missions. In collaboration with the HDAE CFO and the Sr Executive Director of Auxiliary Services, assesses the impact of new policies and makes recommendations, independently resolves the issue or proposes a course of action. Uses considerable judgment and tact in dealing with all university constituents. Conducts analyses of all functional areas to ensure effective and efficient operations.

Analysis & Policy Interpretation and Development -20%

In coordination with the HDAE CFO, the Sr Executive Director of Auxiliary Services, and unit directors, acts as an Auxiliary Services authority on issues pertaining to Auxiliary Services, campus and system-wide policies and procedures and serves as primary liaison between Auxiliary Services and campus offices when questions and/or conflicts arise. Maintains broad knowledge of university policies, procedures and current interpretations for effective implementation of campus missions. Assesses the effects of changes in policies and procedures on Auxiliary Services operations and implements appropriate modifications as required. Provides counsel to unit directors, as well as oversight and leadership to financial staff in the area of policy interpretation and implementation. Assists in accomplishing necessary actions by suggesting various approaches and solutions, and promotes open communication on any university-related topic.

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 - https://policy.ucop.edu/doc/5000695/VaccinationProgramsPolic

*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 Employment Opportunity:

The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected status under state or federal law.

Reasonable Accommodations:

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