Financial and Operations Analyst at University Enterprises, Inc. in Sacramento, California

Job Description:

Financial and Operations Analyst

Sponsored Programs Administration

REQUISITION #587645860

University Enterprises, Inc. (UEI) at Sacramento State is seeking a Financial and Operations Analyst for Sponsored Programs Administration. As Sacramento State’s non-profit business auxiliary, UEI creates and manages programs and services that enhance the University’s educational mission. The SPA office through its Post-Award Administration team supports the research and sponsored activity efforts of Sacramento State faculty and staff through the administration of grants and contracts funded by the federal and state government as well as private foundations and other organizations. The Post-Award team provides services such as account and financial management, expenditure processing, budget management, compliance and audit oversight, and serves as a liaison with funding agencies and various university and UEI offices.

RATE OF PAY: $4,491 - $6,737 per month

BENEFITS: UEI offers an excellent benefits package that includes:

• Participation in CalPERS Retirement Program
• Paid Vacation Time – starting at 6.66 hours accrued/month
• Paid Sick Time – 8 hours accrued/month
• Paid Holidays – 14 paid holidays per year including paid time off the week between Christmas Day and New Year’s Day as the CSUS campus is closed
• Excellent medical benefits – 100% employer-paid medical & dental for employee-only coverage and low cost for family coverage
• Educational Assistance Program for employees and/or dependents
• Child care subsidy
• Following the successful completion of a 6-month probationary period, work from home for up to two days per week depending on the position and with supervisor approval
• View a comprehensive list of all of the benefits at https://simplebooklet.com/benefitsataglance.

FILING DEADLINE: This position closes to new applicants on Monday, January 20, 2025. Your application will be reviewed after this date.

APPLY ONLINE: To be considered, all applicants must apply through the UEI website at https://secure6.saashr.com/ta/6158859.careers?ShowJob=587645860. Applicants who apply outside of this link will not be considered.

CONDITIONS OF EMPLOYMENT:

This is a full-time, non-exempt (eligible for overtime pay), benefited position that is covered under the California Public Employees’ Retirement System. Continued employment in this position is dependent upon the mutual consent of University Enterprises and the employee, and either University Enterprises or the employee can, at any time, terminate the employment relationship at will, with or without cause.

The selected candidate must furnish proof of eligibility to work in the United States. University Enterprises, Inc. is not a sponsoring agency (i.e. H-1B Visa).

It is strongly recommended that all University Enterprises, Inc. employees follow COVID-19 vaccine recommendations adopted by the U.S. Centers for Disease Control and Prevention (CDC) and the California Department of Public Health (CDPH) applicable to their age, medical condition, and other relevant indications.

MINIMUM QUALIFICATIONS

1. Bachelor’s degree in business, MIS, or public administration, or related field or equivalent combination of education and/or work experience.
2. Demonstrated experience applying accounting procedures and practices to the analysis of accounting problems; analyzing and interpreting accounting and statistical data; preparing clear, accurate financial reports; and utilizing problem solving techniques in finding solutions to complex accounting problems or trends or patterns in research activity data.
3. Experience with data entry as well as managing, reconciling, analyzing, and reporting of data including drafting, editing, and producing documents, reports, analyses, etc.
4. Demonstrated ability to utilize electronic databases to conduct research, analyze and compile information.
5. Ability to effectively work independently, and collaboratively with diverse groups of students, staff, and faculty.
6. Demonstrated ability to take initiative, make independent decisions, exercise sound judgment, and utilize diplomacy (e.g., in confidential matters).
7. Strong organization, planning, and multi-tasking skills with the ability to adjust to frequently changing priorities.
8. Excellent written and oral communication skills with excellent command of the English language including grammar, spelling, and punctuation. Ability to proofread and edit for grammar, format, and style consistency.
9. Extensive experience using standard office software packages such as the programs in the Microsoft Office Professional Suite., Ability to manage website content including planning, creating, implementing, monitoring, and updating.
10. Demonstrated professional experience in a customer service position within an office or other administrative environment.
11. Must be fingerprinted and pass a background check. Must continue to meet the established standards.

PREFERRED QUALIFICATIONS

1. Experience with business intelligence software such as Cognos.
2. Advanced experience with data analysis software and tools such as Excel PivotTable and Power Query.
3. Knowledge of higher education and/or the research administration field.

PHYSICAL REQUIREMENTS

With or without a reasonable accommodation: Sit for extended periods; frequently stand and walk; manual dexterity and eye-hand coordination; corrected hearing and vision to normal range; verbal communication; use of office equipment including computers, telephones, calculators, copiers, printers, scanners, fax machines, and lift or move boxes weighing up to 50 pounds.

WORKING CONDITIONS

Work is performed in an office environment; continuous contact with staff, students, campus community, the public, and other agencies.

DUTIES AND RESPONSIBILITIES

The Sponsored Programs Administration (SPA) Financial and Operations Analyst (Analyst) performs duties primarily in support of the post-award administration unit and provides general administrative support for the entire department. This is a critical, blended position which requires the incumbent to perform a broad range of duties and to utilize an array of business, technical, and organizational tools, processes and perspectives requiring a high level of confidentiality. The Analyst has administrative duties as part of their portfolio, but a significant part of the position is aided by understanding the context of those duties and those of the teams.

The Analyst is responsible for the data entry and management of grant and contract award-related documents and data, including tracking logs and grants management (GM) database entry and data verification, as well as ensuring a smooth transition of awards from the Offices of Research Administration, Innovation, and Economic Development (ORIED) (pre- award) to SPA (post-award). The Analyst frequently audits the financial system, Finance Enterprise (FE), for proper account set up in the general ledger (GL) and reconciles information between the GL and GM. The Analyst is responsible for the collection and analysis of system data for performance reporting.

The Analyst maintains the SPA websites, assists with coordinating outreach and development activities initiated by the Director and Associate Director, and manages the materials, logistics, communications, web presence and assessment components of promotional/informational documents and multiple events per year.

In addition, the Analyst performs a central role in general department administration including assistance with front desk coverage, clerical tasks, and other office support.

The position reports directly to and receives general supervision from the Senior Financial and Operations Analyst. The position may receive work direction from the Associate Director or Director.

The specific duties and responsibilities are as follows:

1. Coordinates receipt of grant awards and fully executed contract documents; updates status in Grants Management; ensures administrator receives required documents for account administration; prepares notification and congratulatory correspondence to PI, chair, and dean as appropriate. Acts as a liaison with pre- and post-award staff, including follow-up on documents required for account establishment.
2. Maintains, analyzes, and enters information into tracking systems for grant and contract awards and supporting records. Manages and performs entry of award data into the FE grant management system, ensures accuracy of the data, and the organization and retention of files in electronic and physical systems.
3. Analyzes and interprets financial and statistical data, applies various calculations and formulas to analyze and interpret the data, performs complex calculations for activities such as annual billing rate calculations, presents data and findings for executive team review of the current and future status of institutional research activities.
4. Solicits, develops, and runs standard and ad hoc proposal and award reports to meet specific data needs; analyzes and reconciles reported data to ensure accuracy; recommends new reports for development and coordinates with SPA Senior Financial and Operations Analyst as needed.
5. Compiles, edits, and formats quarterly listings of grant and contract expenditure and indirect cost activity for dissemination; prepares additional employment report for distribution per schedule; provides other reporting as requested.
6. Performs reporting and/or analysis of financial information and other data on a monthly, quarterly, or year- over-year basis. Coordinates reporting with various internal and external departments as needed.
7. Assists with quarter and year-end activities and audit requests by requesting or gathering data and documentation.
8. Assists with periodic monitoring and review of general ledger and grant management data for accuracy and consistency, generates various financial reports including year over year and quarter over quarter trends and analysis, and assists in preparation of Financial Statement Schedules.
9. Working closely with the Senior Financial and Operations Analysts, assists with periodic and annual audits, including gathering documentation, uploading the documentation to the various collection sites.
10. Facilitates and/or prepares project department information for processing such as vacation accruals, release time, cost share, faculty agreements, and various tasks in UEIWorkforce.
11. Formulates recurring journal entries for posting monthly and/or quarterly accounting transactions such as billing rate recovery; creates special billing and report files for monthly invoicing.
12. Attends weekly and monthly meetings with stakeholders.
13. Assists the Senior Financial and Operations Analyst with the implementation of new technologies including research, testing, and/or design of software packages and hardware for various departmental operations. Assists in performing tests of application software including creating data, tables, and files necessary to complete the approved test plan.
14. In coordination with the Senior Financial and Operations Analyst, compiles, edits, and formats updates to text, graphics, images, and files on departmental websites. Maintains all SPA forms, documents, data, resources, and materials posted on the site.
15. In coordination with Marketing Services and Information Technology as needed, creates new webpages and enhancements as requested. Regularly reviews site for currentness, updates, revisions, corrections, and gaps in information.
16. Manages the document imaging system including preparing, scanning, and uploading documents; performing audits of system documents, labeling, and protocols; and troubleshooting and maintaining the document imaging system to ensure functionality. Follows and applies electronic imaging retention per policy.
17. Screens telephone calls and receives visitors in a backup capacity. Determines the nature of the call and whether the call can be handled independently or must be referred. Provides general information and assistance to department student assistants.
18. Performs clerical functions such as typing, word processing, taking and transcribing minutes, data entry, establishing and maintaining office files, and related tasks to facilitate the general operations of SPA.
19. Assists Administrative Support Coordinator, as needed, with routine office duties related to things such as supplies, events, mail, and equipment.
20. Performs other job-related duties as assigned.

 

Note: This position vacancy is with University Enterprises Inc., an auxiliary organization of California State University, Sacramento. This is not a University position; the incumbent will be an employee of University Enterprises. University Enterprises operates commercial enterprises on the California State University, Sacramento campus; it is responsible for grant and contract management and fiscal services for University research and sponsored programs and provides fiscal services to University related agencies and activities. University Enterprises is a non-profit corporation governed by a board of directors in conformance with the appropriate State of California codes and policy directives of the Board of Trustees and the campus administration.

University Enterprises is an equal opportunity employer and is committed to an active nondiscrimination program. It is the stated policy of University Enterprises that all employees and applicants shall receive equal consideration and treatment. All recruitment, hiring, placement, and promotions will be on a basis of qualifications of the individual for the position being filled, regardless of race, color, religion, ancestry, national origin, age (over 40 years), sex, sexual orientation, marital status, medical condition (diagnosis or history of cancer)*, citizenship, veteran status, or physical or mental disability. Any persons who feel that they have been discriminated against in connection with an application for employment should contact University Enterprises' Director of Human Resources at (916) 278-7003. *As defined in Section 12926(F), Government Code 12990.

***AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER***

In compliance with the Jeanne Clery Disclosure of Campus Security Police and Campus Crime Statistics Act, California State University, Sacramento has made crime reporting statistics available on-line at www.csus.edu/police/cleryact.htm. Print copies are available in the CSUS library and by request from the CSUS Office of Public Safety and the Office of the Vice President for Student Affairs.

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