Associate Business Manager for Intercollegiate Athletics

Job Details

Payroll Title: FINANCIAL SVC ANL 2 (004627)
Working Title: Associate Business Manager for Intercollegiate Athletics
UC Job Code: 004627
Position ID: 40075922
Job Open Date: 2/6/23
Application Review Begins: 2/24/23
Department Name: ATHL (ATHLETICS)
Percentage of Time: 100%
Union Code: 99 - Non-Represented
Classified Indicator: PSS
FLSA Status: Non-Exempt
Salary Grade: Grade 19
Hiring/Budgeted Salary Range: $31.61/hr ($66,002 annually).

Salary offers are determined based on final candidate qualifications and experience; the budget for the position; and application of fair, equitable and consistent pay practices at the University. The full salary range for this position is $27.35/hr ($57,100 annually) to $46.50/hr ($97,100 annually). The budgeted salary or hourly range that the University reasonably expects to pay for this position is $31.61/hr ($66,002 annually).

Work Location: Intercollegiate Athletics - 2205 C
Working Days and Hours: Monday - Friday, 8 am - 5 pm
Benefits Eligibility: Full Benefits
Eligible for Remote or Hybrid Work: Yes
Type of Remote or Hybrid Work Arrangement: Hybrid (Both UC & Non-UC locations)

Department Marketing Statement

UC Santa Barbara is located on the Pacific Ocean, ranks among the top-10 public universities in the nation and is a member of the prestigious Association of American Universities. The UCSB Athletics Department includes 20 Intercollegiate sports teams and 450 student-athletes that compete for championships in the Big West Conference and at the NCAA Division 1 level. The Gauchos have won a record 10 Big West Conference Commissioner's Cups representing the league's all-sports champion.

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

This position is responsible for complex financial and payroll analysis and processing for the Intercollegiate Athletics Department. Assists the Associate Athletics Director for Business Operations in overall operation of the department's $21M budget. Acts for the Associate Athletic Director in his/her absence and has signature authority over all department accounts. Under the direction of the Associate Athletic Director prepares required documentation for NCAA audits and other annual reports. Responsible for management of department expenditure and revenue accounts, including review and reporting. Serve as liaison between staff, coaches, the department and other campus departments by resolving various inquiries and requests. Represents the department and Associate Athletic Director at meetings periodically with the campus administrators, coaches, staff, and other university departments. Responsible for overseeing the financial component of Student-Athlete scholarships. Serves as Department Approver for various transactions, including Travel, Flexcard, Gateway and others. Must be able to make decisions based on determination of procedures, selection of methods and implementations of policies. Must be knowledgeable of, and comply with, NCAA, Big West, Gold Coast, Mountain Pacific Sports Federation Conferences and University rules, policies and regulations applicable to the performance of this position.

Required Qualifications

• Sound judgement and decision making skills.
• Excellent written and verbal communicator at all levels
• Ability to multi-task.
• Advanced MS Excel knowledge.
• Problem solving and analytical skills.
• Ability to quickly assess and annotate financial data
• Strong organizational skills.
• Advanced knowledge of the organization's operational and financial transactions and systems.
• Ability to understand internal control practices and their impact on protecting University resources.
• Prior experience in using databases such as Hyperion, Power BI, Filemaker or Access.
• Expert skills using common desktop / web applications.
• Ability to function effectively as a member of a team.
• Ability to use discretion and maintain confidentiality.
• Knowledge of accounting principles.
• Ability to prepare, review and consolidate annual budgets and outlooks
• Ability to work under tight and shifting deadlines in a fast paced environment.
• Ability to exercise independent judgement

Education

• High School Diploma
• Bachelor's Degree in Accounting or related area or equivalent experience/training.

Work Experience

• 4-6 years working in higher education or in a non-profit, fund accounting environment.
• 4-6 years experience creating, monitoring, and analyzing budgets and preparing related ongoing reports (monthly, quarterly).

Preferred Qualifications

• Proficiency in campus systems including GUS, UC Path, Online GL, Data Warehouse, Gateway and Gateway Management Console, Espresso, Concur and Excel.
• 1-3 years of demonstrated experience with and knowledge of UCSB campus systems such as GUS, Concur, Transfer of Funds, Transfers of Expenses and Gateway.
• 4-6 years Demonstrated experience of understanding and interpreting campus policies and procedures and applying them to complex situations.
• Experience working in a collegiate athletic setting.

Conditions of Employment

• Satisfactory completion of a criminal history background check
• Mandated Child Abuse Reporter
• Campus Security Authority
• Must maintain valid CA DL, a clean DMV record and enrollment in DMV Pull-Notice Program
• UCSB is a Tobacco-Free environment

Job Functions/Percentage of Time/Duties

40% Budget and Financial Management

• Assist the Associate Athletics Director for Business Operations in the preparation and administration of the department's total budget of over $21 million.
• Research and analyze historical data and summarize the information for budget purposes.
• Prepare various internal reports, records, and data with analysis and recommendations.
• Project future fiscal activity based on calculations, analysis, and summarization of expenditures.
• Identify and interpret applications of UC/departmental policies and recommend a plan of action to resolve any problems.
• Responsible for Sport and Administrative accounts, including independently monitoring financial activities, and ensuring reconciliation of revenues, expenditures, liens, and detail documentation to the general ledger. Utilizes the department financial system "GUS" to setup projects, review, reconcile and report financial activity. Provides monthly budget reports and reviews with staff as appropriate. Independently researches and resolves issues on all accounts.
• Responsible for all aspects of fiscal closing, including creating electronic fund transfers, expense transfers and financial journals. Create closing financial reports and cost center summaries.
• Prepares, revises, and analyzes regular and special financial reports, information and data.
• Reviews and analyzes camp revenue and expenses to determine net income.
• Reviews and analyzes grant in aid for student-athlete scholarships, recommending appropriate fund source and processing appropriate transfers as needed. * Interacts closely with the UCSB Foundation, Institutional Advancement and Business & Financial Services to facilitate proper receipt and use of funds.
• Utilizes various campus tools, such as the Data Warehouse, Hyperion and Power BI for budget analysis, review, and reporting.

35% Department Approver/ Reviewer

• This position has signature authority for all department income and expense accounts. Serves as a Department Reviewer and Approver as needed for a variety of financial transactions and processes, including but not limited to, Travel, Entertainment, Flexcard, Gateway, UC Path, financial transfers, journals, and others. Utilizes extensive knowledge of campus policies and procedures to evaluate appropriateness and consistency with policy of various transactions for approval and compliance. Provides guidance and training to department staff as needed. Ensures administrative staff properly prepare paperwork and follow UC policy and procedures.

10% Human Resources

• Primary reviewer and approver of all time reported in Kronos after careful review of supporting documentation. Utilizes knowledge of campus time reporting system (Kronos) and Human Resources system (UC Path) to approve payments. Requires extensive knowledge of campus labor contracts and policies to ensure appropriate payments to all department employees. Creates and analyzes ad-hoc payroll reports as needed for review and to provide data for a variety of reports.

10% Audit/ Reporting

• Responsible for the development of a variety of unique statistical and analytical reports as required by the Big West Conference and NCAA. Coordinates with other campus departments as needed to obtain information required for preparation of reports. Must exercise high degree of autonomy in trouble shooting, resolving errors and omissions in all reports. Interface with auditors during annual NCAA audits, provide requested information, and explain business office policies and procedures. Responses require the incumbent to identify both administrative and sport specific revenues and expenditures, recruiting expenditures, contractual relationships, gifts and complimentary benefits, demographics, salaries, gender compliance, number and amounts of athletic scholarships and grants, TV/Radio contracts, and use of NCAA funding. The accuracy of incumbent's responses affects the amount and timeliness of department's revenue stream. The annual income from the NCAA is approximately $400,000. Responds to campus and flexcard audits and provides information as appropriate.

5% Other

• Maintains department change funds for Ticket Office and Marketing. Remain up-to-date on NCAA and Big West Conference policies, regulations, and compliance as it relates to this position. Other duties as assigned.

Vaccinations Programs - Including SARS-COV-2 (COVID-19)

Vaccination Program

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

https://policy.ucop.edu/doc/5000695/VaccinationProgramsPolicy

* August 5, 2021 California Department of Public Health (CDPH) Order (Heath Care Worker Vaccine Requirement)

https://www.cdph.ca.gov/Programs/CID/DCDC/Pages/COVID-19/Order-of-the-State-Public-Health-Officer-Health-Care-Worker-Vaccine-Requirement.aspx

* Covered Individuals: A Covered Individual includes anyone designated as Personnel, Students, or Trainees 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 and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law.

Reasonable Accommodations

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