Req No.: 2014-0146
Location: UCI Campus - Irvine
Under general direction of the Chief Administrator Officer (CAO), the Financial Analyst's (FA) Primary duties involve decision making support to the CAO and Chair, with responsibilities including compliance with University and Department policies and procedures. The FA provides recommendations and training for revision and development of departmental policies related to Accounting and Business Office procedures. Duties encompass Dermatology's academic, clinical SOS 11, clinical research, and teaching divisions. This position collaborates with the department managers, professional staff and faculty. Acts as liaison to the SOM Dean's Office, utilizing independent judgment and outstanding organizational skills. Interfaces with SOM Dean's office Finance unit for resolution of financial issues. The FA is responsible for the completion of annual department budget and fiscal closing.
Incumbent is responsible for all financial department funds including Professional Fee revenue, Foundation and Various Donor funds. The FA is responsible for the business operations of the department including the areas of accounting, payroll, facilities management, faculty compensation, purchasing, disbursements, and equipment inventory management.
Salary: Hourly $22.22-$29.00
Work Schedule: 8-5, M-F
Final candidate subject to background check.
As a federal contractor, UC Irvine is required to use E-Verify to confirm the work status of individuals assigned to perform substantial work under certain federal contracts/subcontracts.
Please attach your resume.
View Job Description for the position requirements.
Job Essential Function 1
Percent of Time: 35%
ANALYSIS AND REPORTING
Prepare, document and maintain highly complex financial and operational analyses of multiple funds. Analyses include, but are not limited to, gathering and summarizing relevant data into meaningful structure, reviewing University policies and procedures, reviewing past practices, consulting other administrative offices, and offering interpretation of policies with recommendations to achieve a desired outcome.
Recommend strategies and policy/procedural changes for problem resolution, provide long-range financial forecasting and makes recommendations to insure funds solvency.
Responsible for proper financial data and records maintenance for accounting and auditing purposes consistent with University and college policy and procedures.
Project expenses and when appropriate, revenues to assure that funds will not overdraft.
Analyze accounts and project needs for support. Report to faculty and CAO with strategies to maximize resource utilization.
Research issues and formulate strategies to avoid compliance issues.
Develop policies and procedures to assure grant and contract compliance and budgetary controls.
Create and maintain database of accounts.
Independently responsible for the day to day financial management of contract and grant awards for Principal Investigators in the department of Dermatology. These responsibilities include:
1) collecting and summarizing relevant data into monthly reports;
2) provide long-range financial forecasting;
3) recommend strategies for problem resolution and rebudgeting ensuring fund solvency;
4) oversee proper financial data and records maintenance for accounting and auditing purposes consistent with Federal, University and SOM policy and procedures;
5) work with Principal Investigator, Sponsored Projects, and Accounting personnel to set up sponsored projects, submit all required reports, and close out projects.
Job Essential Function 2
Percent of Time: 25%
Develop document and maintain internal accounting systems to accommodate specific revenues and expenses.
Analyze usage of funds and submit online journals to correct revenue or expense in compliance with University policy.
Ensure that all transactions comply with the University Accounting standards.
Prepare or direct the preparation of on-line payroll correcting entries as the result of salary funding changes.
Coordinate the funding changes with faculty and staff to assure adequate documentation for audit and Cost Accounting Standards purposes.
Ensure proper financial data and records are maintained for accounting and auditing purposes and are consistent with University and Campus policy and procedure and Cost Accounting Standards. Conduct periodic internal audits to insure appropriate processes are being followed and make recommendations in deficient areas.
Job Essential Function 3
Percent of Time: 20%
FINANCIAL MANAGEMENT OF PROFESSIONAL FEE REVENUE AND DONOR FUNDS
Independently responsible for the daily/weekly/monthly monitoring and reconciliation of all department accounts.
Monthly reconciliation of deposits and/or debits to the department balance sheet from various sources insuring immediate resolution to any discrepancies.
Responsible for clearing balance sheet on a monthly basis transferring funds to appropriate revenue accounts determining if revenue is assessable or non assessable and insuring proper assessments are taken.
Responsible for the monthly transfer of funds from revenue accounts to appropriate expense accounts to insure solvency within accounts.
Monitors accounts and consults with Administrator and Faculty to make recommendations or provide alternative solutions when problems exist within accounts.
Reconciles all expenses to monthly payroll and general ledgers insuring appropriateness and accuracy of all charges with immediate correction to discrepancies and/or follow up until resolved. Maintains backup detail for all expenses for audit purposes.
Responsible for timely review and approval of all PALcard transactions
Responsible for reconciliation and monitoring of SOM foundation funds for the department.
Process all gifts to the department insuring that SOM Foundation and Gift Administration policies are followed.
Utilizes various reports to determine professional fee income to be paid as HSZ to clinical faculty. Independently maintains spreadsheet of monthly professional fee revenue which itemizes all assessments (PDA, Deans Tax, Dept) and expense items to be deducted prior to disbursement of collections to physician
Consults with FACULTY and administrator to discuss allocation of HNN and HSZ components of faculty salaries and helps determine available funds for annual salary negotiations.
Prepares annual faculty salary calculation worksheets and makes changes as necessary throughout the year due to fund changes, closing of contract, new awards, etc.
Responsible for the annual fiscal closing process. Insures that all accounts conform to fiscal close guidelines and adheres strictly to closing deadlines
Compiles data and assist in the creation and the completion of the annual department budget.Assures completeness and accuracy.
Job Essential Function 4
Percent of Time: 20%
OTHER DUTIES/SPECIAL PROJECTS
Monthly time reporting for faculty and staff. Reconciliation of accrual and usage of time on monthly timesheets for staff. Reporting of faculty vacation.
Compiles Data for Annual State of the Department Report.
Represents the department on work groups and committees as assigned
Performs special projects as requested by Department Chair and Administrator .
Independently initiates internal audit and compliance procedures to ensure that the department is compliant with CAS and UC policies and procedures.
Conducts periodic internal audits to insure that appropriate processes are being followed and makes recommendations in deficient areas. Ensures that proper data and records are maintained for auditing purposes and are consistent with University and Campus policy and procedure
Provides policy and procedure interpretation and assistance to faculty and staff concerning difficult administrative, financial and budgetary analysis issues.
SKILLS, KNOWLEDGE AND ABILITIES:
3 to 5 years of relevant job experience with a BA/BS or equivalent experience.
Ability to work independently, control own schedule, and project and demonstrate leadership.
Experience in interpreting and summarizing complex financial information and narrative reports pertaining to such topics as budget development, fiscal planning, reconciliation and academic and staff compensation.
Ability to represent the department in a highly professional manner required.
Demonstrated experience to exercise discretion and confidentiality of financial data and personnel matters and handle sensitive issues with tact and diplomacy.
Strong interpersonal skills and ability to handle stressful situations.
Experience in monitoring and reconciling Professional Fee Billing revenue accounts (PBG)
Advanced application knowledge of Microsoft Excel, Microsoft Word, and Outlook.
Experience with DATA Warehouse report generation.
Ability to identify problems, compile data, have knowledge of where to go within the organization for needed information and ability to judge what information should be passed on to different levels of management.
Excellent analytical and communication skills, both verbal and written to independently compose sensitive correspondence for department administration pertaining to personnel or financial issues.
Working knowledge of University policy and procedures as related to accounting, and academic/staff personnel.
Working knowledge of University forms and on-line accounting, purchasing, payroll.
Knowledge of University purchasing and PALcard procedures.
Knowledge of University Equipment Management System.
Knowledge of Data Warehouse.
Minimum of 5-10 years experience working with UC financial system.
Knowledge of Dermatology terminology
College level course work in Business Administration and Management
Below are general guidelines on the position's physical, mental, and environmental working conditions.
In accordance with applicable state and federal law, UCI provides reasonable accommodations for applicants with disabilities upon request. For more information, please contact Human Resources at (949) 824-5210.
Crawl: Not Applicable
Handle Objects: Constantly
Reach Above Shoulder Level: Occasionally
Use Fine Finger Movements: Constantly
Carry/Lift Loads up to 25 Pounds: Constantly
Carry/Lift loads between 25-50 lbs: Occasionally
Carry/Lift Loads over 50 Pounds: Occasionally
Perform Calculations: Constantly
Communicate Orally: Constantly
Reason and Analyze: Constantly
Chemical/Biological Agent: Not Applicable
Construction Activities: Not Applicable
Contact with Water/Liquids: Occasionally
Drive Motorized Equipment: Not Applicable
Confined Spaces: Occasionally
Elevated Work Location: Not Applicable
Radioactive Materials: Not Applicable
Temperature Variations: Frequently
Gas System: Not Applicable
Other Working Conditions:
Must be willing to work occasional evenings or weekends.