Deputy Athletic Director for Business Operations/CFO - 63554

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Payroll Title: FINANCIAL SVC MGR 1 (000218)

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Job Posting Details | | |

Payroll Title: FINANCIAL SVC MGR 1 (000218)

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Job Code: 0218

Job Open Date: 1/12/24

Application Review Begins: 1/30/24

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): MSP

Salary Grade: Grade 24

Hiring/Budgeted Salary or Hourly Range: The budgeted salary range that the University reasonably expects to pay for this position is $100,000 to $130,000/year.

Full Salary Range: The full salary range for this position is $91,300 to $170,700/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 - 2205C

Working Days and Hours : Mon - Friday 8 am - 5 pm and as needed

Benefits Eligibility: (e.g., Full Benefits, Mid-Level Benefits, Core Benefits): 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:

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 all 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.

Qualifications:
Note to Hiring Manager: Use the following list of qualifications to create your REQUIRED and/or PREFERRED qualifications below.

Required Qualifications:

• Bachelor's degree in related area and / or equivalent experience / training
• 4-6 years work experience in higher education.
• 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.
• 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.
• Demonstrated knowledge of fund accounting.

Preferred

• 10+ years work experience in higher education as an administrator.
• 4-6 years work experience in Human Resources in areas such as recruitment, employment contracts, with a general understanding of labor law.

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

Job Functions and Percentages of Time:

50% BUDGET & FINANCIAL MANAGEMENT

• Responsible for and oversight of all aspects of the Intercollegiate Athletics Business Office. Supervises the administration for activities related to purchasing, human resources, travel, and general office procedures. Advises the Director of Athletics in the preparation and operation of the department's budget. Operates independently, with work being reviewed only in terms of meeting overall goals and objectives, and provides critical thinking, problem solving and decision making skills.
• Provide strategic direction and short/long-range planning on ICA's financial, business operations, HR, and IT services. Develop and implement process improvements to ensure efficient use of resources. Engage in campus-wide initiatives to foster partnerships and collaborations in support of ICA's strategic priorities.
• Assists in developing and instituting administrative policies, best practices, and initiatives. Identifies operational issues and as appropriate, independently resolves the issue or proposes a course of action.
• 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. Independently monitors financial activities. Establishes and monitors proper accounting procedures and practices for compliance with all state funds, gifts and donations. Establishes and monitors uniform electronic financial record keeping systems and policies. Holds signature authorization and approves transactions. Allocates funds according to established guidelines.
• Oversees reconciliation of revenues, expenditures, liens, and detail documentation to the general ledger. Prepares, revises, and analyzes regular and special financial reports, information and data and meets with management staff to review.
• Maintains expert level knowledge of evolving policies, procedures and requirements of the NCAA and the Big West Conference. 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.
• Responsible for all aspects of fiscal closing in a timely manner. Approves electronic fund transfers, expense transfers and financial journals. Creates closing financial reports and related summary reports.
• Approves requisitions and financial disbursements including vendor payments, reimbursements, and payroll. Has full understanding of the campus systems needed to operate in a department.
• Oversees all non-conference game agreements and team travel hotel agreements. Coordinates approvals, tracks completion, and ensures all agreements abide by University standards and policies. Must have thorough understanding of University travel and entertainment policies.
• NCAA Audit: 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

• Staff Supervision: Directly supervises 4 career employees and other temporary or limited appointment employees as needed. Responsible for all aspects of personnel management, including recruitments, job descriptions, classification reviews, performance evaluations and disciplinary actions.
• Manages and oversees all staffing and personnel matters for the Intercollegiate Athletic department – approximately 116 career, contract, and limited appointment staff employees and approximately 200 student employees.
• Coaches (Contracts) Personnel: Manages and oversees all coaching personnel matters totaling approximately 75 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.
• 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. Coordinates with Labor Relations as needed for complex Human Resource matters.
• 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.
• Campus Staffing Process: Manages the department Staffing List and 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 75 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 and/or salary increase programs for 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 coaches and staff.
• Maintains a broad understanding of NCAA, Big West Conference, and University personnel policies and procedures, regulations, and compliance as it relates to this position.

5% DSA / IT Coordination

• Serves as department Data Security Administrator (DSA). Must have thorough understanding of internal controls and understanding of separation of duties to ensure proper assignment of roles and responsibilities.
• Provides oversight of IT issues and works with campus IT staff to resolve issues. Coordinates with campus IT staff for issues involving campus wifi, cameras, and infrastructure as it relates to department facilities and projects. Plans for ICA investment and maintenance of information technology, establishing lifecycles of equipment, budgetary planning and inventory.

UC Vaccination Programs Policy – With Interim Revisions

As a condition of employment, you will be required to comply with theUniversity of CaliforniaPolicyon Vaccination 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 Amendmentshttps://policy.ucop.edu/doc/5000695/V...

*Note: The Policy on Vaccination Programs – With Interim Revisions was updated effective August 16, 2023. A systemwide review of this policy will take place in Fall 2023 with an expected issuance/effective date in early 2024.

** 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 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.

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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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