Assistant Athletic Director, Business Operations

EXPIRED

Job Posting Details

Payroll Title: FINANCIAL SVC ANL 3

Job Code: 4628

Job Open Date: 08/07/2024

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Job Posting Details

Payroll Title: FINANCIAL SVC ANL 3

Job Code: 4628

Job Open Date: 08/07/2024

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Application Review Begins: 08/22/2024

Department Code (Name): ATHL (ATHLETICS)

Percentage of Time: 100%

Union Code (Name): 99

Employee Class (Appointment Type): Staff: Career

FLSA Status: Exempt

Classified Indicator Description (Personnel Program): PSS

Salary Grade: Grade 21

Hiring/Budgeted Salary or Hourly Range: The budgeted salary range that the University reasonably expects to pay for this position is $70,000/year.

Full Salary Range: The full salary range for this position is $69,500.00 to $123,500/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.

Work Location: Intercollegiate Athletics - 2205 C

Working Days and Hours: Monday - Friday, 8 am - 5 pm

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:
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:
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 Chief Financial Officer in his/her absence and has signature authority over all department accounts. Under the direction of the Chief Financial Officer 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 Chief Financial Officer 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.

Qualifications:

Bachelor's degree in related area and / or equivalent experience / training
1-3 years Working in higher education or in a non-profit using Concur travel management system and Gateway Required and
1-3 years Experience creating, monitoring, and analyzing budgets Required and
1-3 years Working knowledge of Microsoft Office, Peoplesoft, and Oracle Financials Cloud and Oracle Enterprise Planning and Budget software Preferred
1-3 years Demonstrated experience of understanding and interpreting campus policies and procedures and applying them to complex situations. Preferred
1-3 years Experience working in a collegiate athletic setting, preferably within a sport team Preferred

Special Conditions of Employment:

Mandated reporting requirements of Child Abuse
UCSB Campus Security Authority under Clery Act
Maintain a valid CA driver’s license, a clean DMV record and enrollment in the DMV Employer Pull-Notice Program
Satisfactory criminal history background check
UCSB is a Tobacco-Free environment
Must pass a background check.

Job Functions and Percentages of Time:
40% Budget/ Financial Management/Reporting - • Oversee full-time business office staff as assigned • Assist 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. Provides monthly budget reports and reviews with staff as appropriate. Independently researches and resolves issues on all accounts. • Assist with 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.

40% Department Approver/ Reviewer - • 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.

5% 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. Use 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.

Policy on Vaccination Programs

As a condition of employment, you will be required to comply with the University of CaliforniaPolicyon Vaccinations Programs – With Interim Revisions.

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/

* 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.

Reasonable Accommodations:

The University of California endeavors to make https://jobs.ucsb.edu accessible to any and all users. If you would like to contact us regarding the accessibility of our website or need assistance completing the application process, please contact Katherine Abad in Human Resources at 805-893-4664 or email katherine.abad@hr.ucsb.edu. This contact information is for accommodation requests only and cannot be used to inquire about the status of applications.

Privacy Notification Statement

Privacy Notification Statement and Notice of Availability of the UCSB Annual Security Report Disclosures

Application Status: If you would like to check the status of your application, please log into the Candidate Gateway where you applied and click on 'my activities'.

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