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Analyst Job Description

Overview
WORKING TITLE
  • Financial Analyst
  • PERCENT OF FULL
  • 100
  • DEPARTMENT/PROJECT OVERVIEW
    POSITION OVERVIEW
  • Responsible for projecting, managing, and coordinating student support ($9 million/85+fund sources) for 200+ graduate students. Provide division-level support for tracking student appointments, financial expenditures and data collection and maintenance for several federal and state training grants. Serve as primary financial manager for external student support contracts, including the Salk Agreement. Identify and plan short- and long-range financial support to meet program goals. Serve as financial advisor to faculty, staff and students regarding student support expenditures. Forecast and monitor Student Affairs operating budgets. Serve as supervisor for the TA Coordinator and Financial Assistant.
  • SPECIAL CONDITIONS OF EMPLOYMENT
    EMPLOYEES DIRECTLY SUPERVISED: Name, Payroll Title, Job Description #, Status (career, casual, student), %Time
    EMPLOYEES SUPERVISED THROUGH OTHERS: Name, Payroll Title
    For use only by Department HR Contact
    IS BACKGROUND CHECK REQUIRED
  • Yes
  • IS C.O.I. DISCLOSURE REQUIRED
  • No
  • IS PRE-PLACEMENT PHYSICAL REQUIRED
  • No
  • (Dept only) REQUESTED HEERA
  • All Others, not Confidential
  • (Central HR only) APPROVED HEERA
  • All Others, not Confidential
  • FUNCTIONS WITH CORRESPONDING TASKS
    FUNCTION NAME
    (1.)  FISCAL ANALYSIS/MANAGEMENT
    %TIME
    40%
    ESSENTIAL
    True
    TASKS
    Responsible for the planning, management, and coordination of a complex student support plan totaling $9 million from over 85 fund sources for 200+ graduate students. Performs long-range planning studies of students' support from their first year through a maximum of seven years and determines the ongoing impact on the graduate programís operations.

    Identify and plan (long and short term) financial support needed for graduate and undergraduate programs. Perform continuing analyses to evaluate status of funding and to ensure stable support to accomplish program goals. Design and prepare analytical and planning studies related to student support and Division budgets for Coordinator, Graduate Committee Chair, and Deanís office. Typical analyses include: determining the optimal number of graduate students to admit each year, various financial models of graduate student support alternatives, studies on financial effects of reducing the number of quarters grad students TA, etc.

    Provide in-depth analysis of long-term student support models and participate in the development and implementation of any new models. Monitor and analyze effects of new support policies.

    Forecast and project student support expenditures and Student Affairs operating budgets. Monitor student support expenditures to ensure that no overdrafts are incurred and that funds are expended within the appropriate time frames and according to established guidelines. Make recommendations to Coordinator on availability of funds.

    Interpret and present appropriate graduate student support plans for two Biology programs involving over 100 faculty from the Division, SOM, other UCSD departments, Salk Institute and other local institutes.

    Participate in the planning and management and administration of TA funds for approximately, 300 undergraduate tutors and readers and 110 graduate level teaching assistants for approximately l20 classes each year. Performs long-range planning analyses of TA expenditure policies.

    Negotiate with over 100 different faculty and other (non-Biology) department financial managers to determine the most effective method for students to receive funding from the various sources. Monitor Program funding sources to ensure funds are expended properly according to appropriate guidelines.

    Plan, implement, and evaluate strategies for student support procedures. Participate in the development of policies and procedures needed to ensure the appropriateness of expenditures and best utilization of various fund sources. This involves TA funds, Block Grant monies, approximately 32 Scholarships and NSF Fellowships, research and training grants.

    Track and support faculty graduate student support loan data (totally $100K-$200K annually). Liaison with each affected faculty to ensure they understand the status of their loan and have prepared a payback plan.

    Liaison with the Biology Academic Personnel office to prepare and distribute the individual faculty graduate student support plans for the following year. Collect responses from faculty that indicate their acceptance of the plans, including loan payments.

    Negotiate with the faculty on use of teaching assistant funds and research grant funds over a one to two year commitment. Negotiate with faculty, other departments and institutions (Chemistry, Physics, SIO, Salk, Scripps Clinic, Burnham Institute, SOM, Departments of Math, Philosophy, etc.) on various graduate student funding issues.

    Research, compile and analyze data used to prepare and support the expenditure plan for annual TA funds allocation. Work with Student Affairs Coordinator, Associate Dean for Education, and Chairs of Graduate and Education Committees to develop and implement plan.

    Coordinate with Biology fiscal office to prepare close-out fiscal reports for graduate support funds (Salk, TA, Block Grant). Submit reports to the Student Affairs Coordinator and Biology Business Officer.

    Monitor funds received from the Salk Institute to ensure monies are administered properly and most effectively. Prepare and submit quarterly and annual billings to the Salk Institute for reimbursement of graduate student tuition and fees.

    Interpret and apply Campus, OGSR, Divisional, and federal guidelines for administering student financial support.

    Investigate any potential fiscal problems and research as necessary to achieve solutions.

    Serve as the Student Affairs primary contact person regarding fiscal matters for Federal Funding offices, University-wide Offices, Biology and Campus Payroll, Biology Accounting, training grant PI's, Extramural Funds, OGSR and Provosts' offices.
    FUNCTION NAME
    (2.)  ADVISING - FISCAL
    %TIME
    20%
    ESSENTIAL
    True
    TASKS
    Answer questions regarding graduate student support, undergraduate paid TAships, employment, taxation, etc. and provide assistance with related problems.

    Advise students as to their source of support, their salary and/or stipend payment schedules, and their financial responsibilities regarding fee payments, payback agreements, health insurance, etc.

    Advise faculty regarding any special payment or funding arrangements. Advise Student Affairs Coordinator and Graduate Committee Chair on feasibility of faculty requests for exceptions to policy. Maintain accurate records of all Special funding arrangements.

    Advise students and Graduate Awards Committee on availability of financial sources, fellowship awards, etc. Assist in search for and maintain records documenting special funding opportunities.

    Research and resolve paycheck problems for graduate and undergraduate students. Obtain funds for students with emergency situations.

    Counsel students regarding failure to follow proper procedures.
    FUNCTION NAME
    (3.)  TRAINING GRANT ADMINISTRATION
    %TIME
    20%
    ESSENTIAL
    True
    TASKS
    Research, compile, and analyze data used to support funding proposals. draft proposals to OGSR and the PRC regarding Block Grant and TA funds. Analyze proposed compensation agreements with the Salk Institute and propose/draft contract changes.

    Coordinate (with staff from Salt Institute, Physics, Chemistry, Neurosciences, Pathology, Philosophy, Bioengineering, etc,) training grant appointments (3+ training grants, 40+ training grant slots), student employment, student support summaries, and financial authorization forms.

    Make recommendations for selecting students for NIH Training Grants, GAANN Fellowships, California Foundation Fellowships, and other awards, keeping in mind all the various rules and regulations and how these changes will effect the student support area as a whole.

    Coordinate the submission of proposals for new NIH Training Grants and the renewal of continuing grants. Provide data to PIs for NIH training grant renewals and initial applications such as analytical reports on past students' academic qualifications, the length of appointment on the grant, etc. Research this information, querying it from various databases, and finally putting it in concise report-type form.
    FUNCTION NAME
    (4.)  ADMINISTRATIVE
    %TIME
    15%
    ESSENTIAL
    True
    TASKS
    Participate in the development of long range plans regarding organizational structures, policies, procedures, and goals related to the Student Affairs Office. Suggest, write, and develop policies as requested.

    Provide work direction to the Administrative Assistant III and any assigned student Assistants:
    a. Participate in recruitment, hiring decisions, development of job descriptions.
    b. Draft performance appraisals, write and participate in evaluations with employees, etc.
    c. Recommend merit, SPA and ESI recommendations for staff and draft supporting justifications.
    d. Identify the need for, and conduct required counseling of employees.

    Ensure the Division adheres to all aspects of the UCSD/UAW Academic Student Employees Collective Bargaining Agreement.

    Participate in the selection process for permanent staff.

    Participate, if requested, in the performance appraisal of other student affairs staff.

    Prepare cost accounting records for the Graduate Program Retreat. Collect payments and provide cost reports to Biology fiscal office.

    Draft correspondence and research and write statistical or informational reports for Coordinator and Graduate Committee Chair and/or Division Dean as required.

    Coordinate with undergraduate affairs staff the hiring of undergraduate and graduate TA's, tutors and readers for the purpose of undergraduate instruction.

    Participate and cross-train in admissions, recruitment and graduate program advising duties as requested.

    Prepare employment/graduate status certification forms for graduate students.
    FUNCTION NAME
    (5.)  COMPUTER
    %TIME
    5%
    ESSENTIAL
    True
    TASKS
    Ensure staff training and development of procedures for computer applications as required. Provide day-to-day support for staff.

    Coordinate areas of the data conversion process involving transfer of data from INGRES to SYBASE and from the use of manual spreadsheets to computer data structures.

    Analyze various functions of Graduate Student Affairs, determine which could be computerized, and make suggestions to the Student Affairs Coordinator.

    Train staff members in SYBASE applications and conversion specifics, use of Excel spreadsheet, Microsoft Word, and other software.

    Develop basic queries using standard tools to to extract reports from Divisional and campus databases. Identify requirements for new data structures and work with computer support group to design appropriate database structures and new reports to more effectively present data. Supervise data entry and accuracy/completeness of database.

    Test, design, and modify various databases and utility software.

    Set up and develop databases for files relating to graduate student support using various software packages. Develop software applications to insure more effective financial reporting. Design and adjust reporting methods.

    Maintain hard copy filing systems and computerized funding histories for all financial support of students.
    KNOWLEDGE, SKILLS, AND ABILITIES
    RELATED FUNCS: DESCRIBE KNOWLEDGE, SKILL, ABILITY: IMPORTANCE LVL:
      Proven ability to compile, interpret, and analyze data utilizing multiple resources and references (including other University offices and departments), and present data effectively. Demonstrated ability to learn, interpret and apply complex rules and regulations. Required
      Strong analytical skills utilizing statistical and qualitative data analysis to identify problems and develop innovative recommendations without benefit of precedent. Required
      Skill to identify the most appropriate sources of data for management decision-making.

    Bachelors degree in business, finance, accounting, or related field, or equivalent combination of education and work experience.
    Required
      Demonstrated knowledge and experience in advanced accounting practices, including cost accounting and expenditures reporting, short- and long-range financial forecasting, financial modeling, audit concepts, and multiple cost centers to manage complex accounting systems and data. Required
      Skill to analyze large quantities of financial data, extract pertinent data, compile, analyze, and present data effectively, and ability to prepare accurate financial reports. Required
      Demonstrated experience and skill to work independently without supervision; strong leadership, organization, planning, and management practice skills. Required
      Strong problem-solving, negotiation, and decision-making skills. Required
      Skill to prepare budgets, analyze spending patterns and communicate budget concerns to the appropriate person. Required
      Demonstrated skill and knowledge to effectively provide work direction to staff including delegation and reassignment of tasks, monitoring production and quality of work, setting performance standards, evaluation, assessing individual capabilities and workloads, corrective action, etc. Required
      Demonstrated experience and skill to teach/train staff in all aspects of job duties/responsibilities Required
      Knowledge of Divisional accounting system and records, NIH training grant appointment rules and regulations, and applicable tax laws. Preferred
      Knowledge of UCSD, Federal, and private funding regulations (NIH, NSF, ACS, Howard Hughes Foundation, Powell Foundation, etc.) Preferred
      Ability to develop and implement appropriate and creative solutions.
    Demonstrated skill to meet multiple deadlines and deal with interruptions and changing priorities; good concentration skills. Demonstrated skill to prioritize and organize workload.
    Required
      Strong written communication skills. Ability to adapt writing style as needed. Ability to write concisely, persuasively and in summary form. Required
      Ability to maintain the confidentiality required by law for student grades, financial information, etc. as well as confidentiality of Division business, etc. Required
      Good interpersonal skills, including a cheerful, cooperative personality, to effectively communicate with a diverse population.
    Required
      General knowledge of the administrative organizational structure of OGSR, Accounting, Payroll, the UCSD college system and the Division of Biology.
    Knowledge of UC and Division of Biology policy and procedures relating to students affairs.
    Preferred
      Demonstrated ability to understand abstract concepts and computer logic. Ability to identify accounting applications for computerization with the total system goals in mind.
    Possess knowledge of computer hardware and software and the ability to test and modify as appropriate to meet management information needs.
    Required
      Demonstrated experience and competency with Windows OS and a variety of software including system and networking software, Microsoft Office suite, email and a variety of web-based programs and browsers, with the willingness and ability to update and increase skills as needed to meet the goals of the unit and the division. Required
      Knowledge of and experience in using computer spreadsheet programs for forecasting and report preparation. Knowledge of various relational database software. Required
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