Deputy Athletic Director for Business Operations/CFO - 50678

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Payroll Title: FINANCIAL SVC ANL 3 (004628)
Working Title: Deputy Athletic Director for Business Operations/CFO
UC Job Code: 004628
Job Open Date: 3/24/23
Application Review Begins: 4/11/23
Department Name: ATHL (ATHLETICS)
Percentage of Time: 100
Union Code: 99
Classified Indicator: PSS
FLSA Status: Exempt
Salary Grade: Grade 21
Hiring/Budgeted Salary Range: The budgeted salary that the University reasonably expects to pay for this position is $100,000 annually.

Full Salary Range:  $67,200 - $119,600/yr. *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 - 2205C
Working Days and Hours: Mon - Friday 8 am - 5 pm and as needed
Benefits Eligibility: Full
Eligible for Remote or Hybrid Work: Yes
Type of Remote or Hybrid Work Arrangement: 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
 

The Deputy Athletics Director for Business Operations/CFO reports to the Director of Athletics for all business and finance matters. Requires analysis and independent judgment in problem solving. Responsible for coordination and administrative aspects of the Athletics Business Office. Assigned management responsibility for the following Athletic Department operating units: finance, accounting, personnel, yearly NCAA audits and Equity in Athletics Disclosure Act reports, assisting in the overall operations of the department's budget. Serves as liaison between staff, coaches, the department and other campus departments by resolving various inquiries, requests, and complaints. Represents the department and director at meetings periodically with the campus administrators, coaches, staff, and other university departments. Responsible for all payroll, personnel, and general office management. Makes decisions based on determination of procedures, selection of methods and implementations of policies. Has signature authority over all department accounts. Must be knowledgeable of, and comply with, NCAA, Big West Conference and University rules, policies and regulations applicable to the performance of this position.

Required Qualifications

• Bachelor's Degree in related area and/or equivalent experience/training. 
• 4-6 years relevant experience. 
• Demonstrated knowledge of financial processes, policies and procedures and financial data management and reporting systems.
• Strong proficiency in the use of spreadsheet and database software.
• Strong interpersonal skills, service orientation, and effective verbal and written communication skills.
• Strong organizational skills, attention to detail, and ability to multi-task in a high volume environment.
• Strong critical thinking, analytical and decision making skills.
• Exercises sound independent judgment.
• Ability to develop original ideas to solve problems.
• Ability to function effectively as a member of a team.
• Ability to adapt to changing priorities.
• Ability to gain thorough knowledge and understanding of internal control practices and their impact on protecting University resources.
• Leadership skills to provide guidance, coaching and mentoring to professional and support staff.

 

Preferred Qualifications

• Knowledge of UCSB campus systems, such as Gateway, GUS, UC Path, and Espresso applications (Transfer of Expense, Transfer of Funds, etc).

 

Conditions of Employment

• CANRA (U13): Mandated Child Abuse Reporter
• Clery Act (U15): Campus Security Authority
• Driver’s License (U08): Must maintain valid CA DL, a clean DMV record and enrollment in DMV Pull-Notice Program
• Must be able to work nights, weekends, and holidays as needed and travel to away competitions.
• Satisfactory criminal history background check
• UCSB is a Tobacco-Free environment

Job Functions/Percentage of Time/Duties

 

50% BUDGET & FINANCIAL MANAGEMENT

• Responsible for and oversight of all aspects of Intercollegiate Athletics Business office. Assists the Director of Athletics in the preparation and operation of the department's total budget. Researches and analyzes historical data and summarizes the information for budget purposes. Prepares various internal reports, records, and data with analysis and recommendations. Projects future fiscal activity based on calculations, analysis, and summation of expenditures. Reviews and evaluates account management procedures by analysis of departmental accounting expediency. Identifies and interprets applications of UC/departmental policies and recommends a plan of action to resolve any problems. Independently monitors financial activities. Reconciles revenues, expenditures, liens, and detail documentation to the general ledger. Originates monthly budget reports and meets with management staff to review. Responsible for all aspects of fiscal closing in a timely manner. Executes electronic fund transfers, expense transfers and financial journals. Creates closing financial reports and cost center summaries. Operates independently, with work being reviewed only in terms of meeting over-all goals and objectives, and provides critical thinking, problem solving and decision making skills. Holds signature authority over all department income and expense accounts. Approves requisitions and financial disbursements including vendor payments, reimbursements, and payroll. Has full understanding of the Staffing List Detail Report, General Ledgers and Transfer of Funds. Prepares, revises, and analyzes regular and special financial reports, information and data. Independently responsible for the development of a variety of unique statistical and analytical reports and audits submitted to the Big West Conference and NCAA regarding compliance to Conference rules and regulations. Interfaces with auditors during in-house and annual NCAA audits, provides requested information, and explains business office policies and procedures. Responses require investigation of administrative and sport specific revenues and expenditures, recruiting expenditures, contractual relationships, gifts and complimentary benefits, race demographics, salaries, gender compliance, number and amounts of athletic scholarships and grants, TV/Radio contracts, and use of Academic-Enhancement monies. Accuracy of responses affects the amount and timeliness of department's revenue stream. The annual prorated income from the NCAA is approximately $300,000. Exercises a high degree of autonomy in trouble shooting, resolving errors and omissions in all reports.

45% HUMAN RESOURCE MANAGEMENT

• Manages and oversees all staffing and personnel matters. Coaches (Contracts) Personnel: Manages and oversees all coaching personnel matters totaling approximately 45 head and assistant coaches. Works closely with the Director of Athletics in supervising the recruiting process from the inception to the final contract signing. Determines appointment type, length, pay schedule and benefit eligibility using multiple funding sources and varying FTE percentages. Staff personnel: Responsible for the fiscal management of administrative staff, management staff, ushers, ticket takers, ticket sellers, marketing, sponsorship staff, asst. trainers and sport information interns. Ensures that all personnel/payroll functions and time reporting conform to UCSB, AFSME, and Federal regulations. Responsible for coaches' contracts, career and limited appointments, and student assistants. Requires analysis of a variety of unique personnel situations related to Athletics. Requires the ability to resolve related problems for complex staffing needs of the department. Provides consultation and advice to the Director of Athletics regarding coaches/staff personnel policies and when necessary recommends an alternate course of action. Makes hiring practice recommendations to Athletic Director and coaches to ensure the department's hiring practices are in accordance with Human Resources policies and procedures. Advises and directs the Athletic Director or hiring supervisor with evaluation of duties, drafting, and updates of job descriptions, and recruitments. Participates in interviews & evaluation of prospective candidates. Responsible for coordinating the review process, merits and retirements. Remains up-to-date on NCAA and Big West Conference policies, regulations, and compliance as it relates to this position. Determines the need for Transfer of Funds and adjustments to the open provision database to sustain balanced budget allocations. Accurately modifies complex department Staffing Provisions. Complexity stems from the necessity of manual transactions for 45 coaches and is affected by their FTE percentages, varying contract lengths, merit adjustments, and distributions in multiple accounts and funds. Makes necessary transfers of funds for both temporary and permanent budget adjustments as required. Responsible for coordinating the review process, merits and retirements. Responsible for all calculations of merits for approximately 80 coaches and staff that must stay within the control point percentages. Responsible for determining Incentive Awards for Staff and administering the awards. Responsible for all calculations of furlough/salary reductions and temporary layoff agreements for approximately 80 coaches and staff. Audits attendance records for accuracy and reconciles to monthly Leave Accrual Reports. Ensures compliance with Personnel policies.

 

5% OTHER

• Serves as department data Security Administrator. Other duties as assigned by Director of Athletics.

 

Vaccinations Programs – Including SARS-COV-2 (COVID-19)

As a condition of employment, you will be required to comply with the University of California Policy on Vaccinations Programs – With Interim Amendments.  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 Amendments https://policy.ucop.edu/doc/5000695/V...
• August 5, 2021 California Department of Public Health (CDPH) Order (Heath Care Worker Vaccine Requirement) https://www.cdph.ca.gov/Programs/CID/...

* Covered Individuals: A Covered Individual includes anyone designated as Personnel, Students, or Trainees 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 and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law. 

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 and Notice of Availability of the UCSB Annual Security Report Disclosures

 

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