#138036 Financial & Business Operations Analyst

DESCRIPTION

DEPARTMENT OVERVIEW:

Enrollment Management (EM) is a multi-unit department within the Office of the Executive Vice Chancellor-Academic Affairs. The department is led by the Associate Vice Chancellor for Enrollment Management (AVC EM), who serves as the Chief Enrollment Officer and Chief Outreach Officer of the University. EM comprises multiple high-profile, core functional units including: the Office of Undergraduate Admissions, Office of the Registrar, Financial Aid & Scholarships Office, Cal-SOAP, Creative Services, Enrollment Analytics, and the Business Office. We work to advance the academic and public service missions of UC San Diego by ensuring equitable access to education and empowering students throughout their educational journeys.

The EM Business Office (EMBO) exists to serve as a support to the Associate Vice Chancellor, unit managers, supervisors, and staff of EM on issues related to financial processing and reporting, payroll, timekeeping, safety, facilities management, and human resources. We follow the policies and guidelines established by the Office of the President, UC San Diego, Academic Affairs, and Enrollment Management. The EMBO strives to provide superior business service by offering information, analysis, and guidance on an advisory level.

POSITION OVERVIEW:

This position serves as the department’s primary fiscal and operations analyst, responsible for managing permanent staffing activity, budget administration, and comprehensive financial oversight across multiple funding sources. The analyst has primary responsibility for cost management and financial analysis of a revenue-generating unit/self-supporting activity, including monitoring, forecasting, and evaluating trends in revenue and expenditures to ensure long-term financial stability.

The role provides strategic support to leadership by analyzing complex data, developing projections, identifying risks, and proposing sound fiscal strategies that align with departmental goals and University policy. Core functions include monthly and annual reporting, reconciliation of salary and non-salary expenses, position funding management, and preparation of journals, adjustments, and cost transfers.

The incumbent oversees the full lifecycle of resource allocations, monitors fund balances and commitments, and prepares financial documentation for both internal and external stakeholders. They independently develop and enhance reporting tools, validate data across multiple campus systems, and produce detailed analyses to support executive decision-making.

In addition to fiscal responsibilities, the position supports a wide range of business operations. This includes serving as P-Card Administrator, Data Security Administrator (DSA), and departmental security officer. The analyst coordinates facility and access systems (WAMS, Total Connect), oversees emergency plans, and maintains internal controls that protect departmental resources.

QUALIFICATIONS

• Proven experience in fiscal/accounting, including fund accounting, with the ability to analyze, summarize, and interpret financial data. Detailed knowledge of accounting systems, policies and procedures including accounting, payroll, disbursements, travel, entertainment and purchasing policies, accounts payable, taxes, discounts, etc,. Experience with fiscal year end closing policies and procedures.

• Ability to gather reasonably retrievable information to organize, and perform basic financial analysis assignments. Demonstrated ability to exercise high level of independent judgment to provide problem solving/ identification, analysis, prioritization and implementation used in highly consequential management and administration decisions.

• Demonstrated ability using spreadsheet and database software for moderately complex financial analysis, fiscal management, and financial reports. Demonstrated expert-level computing skills using spreadsheet, database, and word processing applications to produce complex analyses, reports, and financial models.

• Demonstrated experience and advanced skill working with relational databases such as PeopleSoft, business analytics tools, and Cognos, including designing multi-table data structures, developing complex queries, validating data, and producing accurate, decision-support reports.

• Intermediate knowledge and understanding of internal control practices and their impact on protecting University resources. Knowledge and experience managing multiple financial and funding sources simultaneously, including the ability to track, reconcile, and analyze complex fund structures. Demonstrated ability to prepare detailed financial reports, cost analyses, projections, and ad-hoc summaries that clearly communicate fiscal status, trends, and recommendations to senior leadership for informed decision-making.

• Demonstrated interpersonal skills at all levels within the unit; excellent service orientation and critical thinking skills; and attention to detail. Demonstrated ability using organizational skills to multi-task in a high volume environment. Ability to handle multiple tasks and meet multiple deadlines in a dynamic environment with numerous interruptions. Skill in working efficiently in a high volume environment with frequent interruptions, and fluctuating priorities. Demonstrated ability to adapt to change and work efficiently during peak periods and communicate issues, potential problems, and needs in order to meet deadlines.

• Ability to anticipate and administer new procedures, processes and practices that adapt to a changing environment. Strong, demonstrated experience conducting compliance and procedural reviews. Strong understanding and working knowledge of internal controls, auditable procedures and practices (i.e., fiscal controls, cash controls, high risk transactions, and internal review).

• Demonstrated ability to effectively present information verbally and in writing clearly and concisely. Experience communicating and explaining financial data, reporting outcomes, and fiscal implications to a diverse group of stakeholders, including senior leadership and non-technical audiences. Ability to interact effectively through written correspondence, telephone discussions, meetings, and formal presentations.

• Demonstrated experience developing and delivering training materials, overviews, and guidance to support stakeholder understanding of financial processes, reporting tools, and data interpretation.

• Working knowledge of business operations processes such as building access, facility coordination, safety protocols, and emergency planning.

• Ability to adapt to changing priorities. Ability to draft, interpret, and maintain financial documentation, workflow procedures, and operational guidelines.

• Ability to function as a member of a team. Demonstrated abilities of good leadership, organization, decision-making skills, and management practices to train staff and manage a variety of financial operations. Skill in listening, anticipating and responding to the needs of employees. Demonstrated ability to interact positively and effectively with a range of constituents.

• Demonstrated skill in analyzing, researching, organizing and archiving when presenting facts and data from different media types as requested.

• Proven ability to maintain strict attention to detail, accuracy, clarity, and confidentiality; ability to protect the integrity of secured information, facilities, etc.

• Ability to maintain a professional attitude during interaction with a wide variety of personalities and circumstances.

• Experience using computerized business applications and ability to assess, research, and contribute to development of automated and web-based systems.

• Comprehensive knowledge and demonstrated experience in using administrative software packages and tools including Microsoft Office (specifically: Word, Excel, Access, PowerPoint), Adobe PageMaker, Internet browsers, Microsoft Outlook (or equivalent e-mail software) in a Microsoft Windows environment.

SPECIAL CONDITIONS

• Cover letter strongly encouraged for complete application.

• Occasional overtime and weekends may be required.

• Duties may require direct contact with children (defined as individuals under the age of 18). Completion of the Child Abuse and Neglect Reporting Act (CANRA) form is required.

• Job offer is contingent upon a satisfactory clearance based on background check results.

If employed by the University of California, you will be required to comply with our Policy on Vaccination Programs, which may be amended or revised from time to time. Federal, state, or local public health directives may impose additional requirements.

To foster the best possible working and learning environment, UC San Diego strives to cultivate a rich and diverse environment, inclusive and supportive of all students, faculty, staff and visitors. For more information, please visit UC San Diego Principles of Community.

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.

For the University of California’s Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination

UC San Diego is a smoke and tobacco free environment. Please visit smokefree.ucsd.edu for more information.

Misconduct Disclosure Requirement: As a condition of employment, the final candidate who accepts an 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; or have filed an appeal of a finding of substantiated misconduct with a previous employer.

a. "Misconduct" means any violation of the policies governing employee conduct at the applicant’s previous place of employment, including, but not limited to, violations of policies prohibiting sexual harassment, sexual assault, or other forms of harassment, or discrimination, 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