Department Profile (Specific Information about department/program):
The University of California Education Abroad Program (UCEAP) has served as the UC systemwide international student exchange program since 1962. Serving all ten campuses, UCEAP continues its support of the University of California's mission through academic instruction and exchange relationships around the world. Through study abroad, UCEAP provides the opportunity for students to become international citizens and global thinkers, equipping them with the understanding and skills necessary for success in the global marketplace. For more information, visit eap.ucop.edu
Advertised Range Min (full time equivalent) A little help? Go to Salary Scales
3,515.00
Advertised Range Max (full time equivalent)
3,625.00
Advertised Range Rate Type
Monthly
Other Advertised Salary Range Comments
$3,515 - $3,625/mo.
Percentage of full-time
100
Days
M-F
Hours
8:00 a.m. - 5:00 p.m.
Appointment Type A little help with Contracts? Go to Employment Agreements
2-Career
Limited Appointment End Date A little help? Go to General Information on Limited Appointments
Is this a NEW CAREER position?
No
Summary of Job Duties (Note: This summary will be used for keyword search)
Finance Accountant
Under general supervision of the section supervisor, administers the business of student and study center finances for assigned programs. Performs financial analysis and data processing, initiates advance funding, processes expenditures and manages student and study center accounts and related accounts payable and receivable. Reconciles transactions. Provides analytical and technical support. Has delegated authority to initiate process and review business transactions. Effective verbal and written communication with all parties, both internal and external required. Assists in coordination of fund accounting and fiscal close processes. Identifies issues and troubleshoots unexpected situations where guidelines do not exist. Ensures compliance with UC policy and procedures and applicable external regulations. Assists in design and development of new financial systems database to support study center and student finances. Analyzes work-flow and implements improvements leading to higher quality and efficiency.
Minimum Requirements
Minimum of 2 years experience (or equivalent combination of education and experience) in AP, AR, billing and collections.
Proficiency in MS Office and Excel.
Ability to analyze financial data and apply policies as needed.
Strong business communication and customer service skills.
Desirable Requirements
Skills in QuickBooks or equivalent bookkeeping software
Working experience with fund accounting
Familiarity with large/complex financial management systems
Special Conditions of Employment A little help? Go to Driver's License Requirements or Background Check Guidelines
Satisfactory completion of a fingerprint background check
Other Special Conditions of Employment
Business Location is the UCEAP Systemwide Office located in Goleta, CA.
Optional Applicant Documents
Resume Cover Letter Other Document (1) Other Document (2) Other Document (3)
Required Applicant Documents
Resume
Job Description
FLSA Exemption Status A little help? Go to Exempt vs. Non-Exempt Employees
Non-exempt
CBU (Collective Bargaining Unit)
99
ERC (Employee Relations Code)
E
Grade Type
PSS
Grade
2
End Date for Other Appointment Type (e.g., Contract or 18-month Career)
Provision Number
Type of Supervision Received A little help? Go to Degree of Supervision
General supervision
Physical Requirements Continuously=Activity occurs > 66% Frequently=Activity occurs 33% to 66% Occasionally=Activity occurs < 33% Not Applicable=Activity does not exist
Stand
OCCAS.
Walk
OCCAS.
Sit
CONTIN.
Bend
OCCAS.
Crouch/Squat
N/A
Kneel/Crawl
N/A
Climb
N/A
Reach above shoulder level
OCCAS.
Use keyboard/mouse
CONTIN.
Hand Activities: Fine dexterity
FREQ.
Hand Activities: Hand twisting
FREQ.
Hand Activities: Simple grasping
FREQ.
Hand Activities: Power grasping
N/A
Other (please specify activity)
Frequency of Other Activity
N/A
Lifting Activities: Light lifting (<20 lbs)
OCCAS.
Lifting Activities: Moderate lifting (20-50 lbs)
OCCAS.
Lifting Activities: Heavy lifting (>50 lbs)
N/A
Push/Pull Activities: Light pushing/pulling (<20 lbs of force)
OCCAS.
Push/Pull Activities: Moderate pushing/pulling (20-50 lbs of force)
OCCAS.
Push/Pull Activities: Heavy pushing/pulling (>50 lbs of force)
N/A
Mental Requirements
Read/Comprehend
CONTIN.
Write
FREQ.
Perform Calculations
FREQ.
Communicate Orally
FREQ.
Reason and Analyze
CONTIN.
Other (please specify activity)
Frequency of Other Activity
N/A
Environmental Requirements
Is exposed to excessive noise
N/A
Is around moving machinery
N/A
Is exposed to marked changes in temperature and/or humidity
N/A
Is exposed to dust
N/A
Is exposed to fumes
N/A
Is exposed to gases
N/A
Is exposed to radiation
N/A
Is exposed to microwave
N/A
Drives motorized equipment
N/A
Works in confined quarters
N/A
Other (please specify activity)
Frequency of Other Activity
N/A
Job Duties
Total Percentage of Duties: 100
2
Records
Order of Imp
Essen Duty
%
Freq.
Function
Duties
1
Yes
50
Daily
Student Account Management
Oversees business and financial activities of accounts established for UC students participating in UC Education Abroad Programs. Manages financial records for EAP student accounts. Establishes and maintains accounts receivable for assigned programs. Coordinates the flow of financial information with the UC Financial Aid offices and other entities; analyzes and classifies data, ensures timely disbursement of payments to students. Provides analyses for development, establishes budgets for assigned programs and special student budgets for students with exceptional participation status; provides guidance to appropriate UC parties for implementation of student budgets for EAP programs. Applies independent research to resolve student account fee adjustments or discrepancies (e.g.: non-California residents, professional school fees, graduate fees, account adjustments, etc.). Coordinates third party billing to establish, receive and record awards or waivers funded by said entities. (e.g.: Veterans Benefits, Dept. of Rehabilitation, third party awards, etc.). Reviews documentation to ensure that the student finances processes are in compliance with appropriate UC & EAP policies.Analyzes and reconciles the General Ledger on a quarterly basis. Creates Financial Aid journals for processing to the General Ledger.
Independent Advising and Analysis (daily):
For assigned countries advises and informs students, financial aid counselors and study centers about student finances administration and policies. Interprets policy and provides advice about EAP student budgets, program fee payments, and financial aid information and distribution. Recommends administrative procedures for student finances to assure effective flow of financial aid information and account transactions. In coordination with supervisor, supports and advises new Financial Aid staff about applicable procedures and policies. Maintains accurate financial records and files in accordance with policy. Reconciles and provides periodic reports of financial aid commitments and scholarships.
Manages Delinquent Accounts (monthly):
Analyzes student accounts for unpaid balances. Notifies students of outstanding balance via billing statement. Applies holds on UC services for final collection. Negotiates a payment plan and submits plan for approval. Monitors accounts for completion of payment plan or other appropriate action. Maintains collection records in accord with policy
Assists with fiscal closing and Study Center Director Orientations (semi-annually):
Analyzes and recommends changes to the student finances chapters of the Director's Manual. Conducts student finance orientation of Study Center Directors and staff. As requested, participates in planning of orientations and organization of annual updates of informational materials for Student Finance.
Creates and Maintains Student Finances forms and templates (semi-annually):
Creates and maintains information for the General Guide, Country Specific Guides and website. Recommends improvements that lead to higher efficiency and quality. Participates in preparing a policies and procedures manual and templates to improve the Student Finance section. Assists in the development, implementation and maintenance of the Student Finances Operational calendar for assigned programs.
1
Yes
50
Daily
Study Center Responsibilities
Applies, ensures and communicates compliance of EAP and UC financial policies and regulations to Study Center concerning banking, budgeting, accounting and financial reporting. (Daily)
Prepares and reviews all business transactions for Study Centers (using UCLA PAC system). Has delegated authority to initiate, process and review such transactions. Works to improve quality of services delivered by maintaining good team communication and cooperation with staff, faculty and management. Coordinates schedules and workloads with team members to make efficient use of resources and timely delivery of support services. Analyzes workflow and workloads, pertaining to financial servicing of multiple EAP program abroad and recommends improvements that lead to higher efficiency and quality. Develops strategies for back-up and peak load periods, especially during fiscal close to maintain the timely delivery of services. Identifies training needs and makes request for staff development. Reviews and analyzes host institutions payments in accordance with contractual agreements between the UC and host institutions, may include reciprocal agreements and as provided in the budget for the study center. Ensures coordination of all the necessary information is completed within EAP.
Manages the expenditures of multiple Study Centers and programs (Monthly):
Audits and reconciles all overseas expenditures for assigned study centers. Audits for compliance with applicable EAP policies and adheres to the operating budget. Converts as applicable to U.S. currency and submits financial journal for processing to the general ledger. The expenditure categories include Study Center director expenses, all instructional and administrative activities, cultural activities, administrative fund expenses and all types of student expenses. In order to perform the audit, the financial coordinator must have a thorough knowledge of the Study Center financial management principles and practices and UC and EAP accounting policies and procedures. Analyzes and reconciles the general ledgers each month. Maintains an accounting of student loans and acts to ensure repayment of outstanding debt. Prepares management reports for use in planning and analyzing Study Center operations and patterns of expenditures.
Reviews and analyzes study center quarterly funding requests in accordance with the appropriate fiscal year operating budget (Quarterly):
Ensures coordination of all the necessary information in completed with EAP. Originates wire transfer for payment.
Reviews and approves all travel and reimbursements for UC faculty and host faculty participating in program development activities and for reciprocal exchanges. Analyzes and manages various projects for Study Centers and students which may include: educational materials and/or services requested by the Study Center Directors or the Universitywide Office, the EAP accident and health and medical evacuation insurance for EAP students, dependents of EAP participants, and EAP reciprocity student scholarships and fee waivers.
Reviews financial sections of the annual Director's Manual on an annual basis, making sure all policy, procedures, and information reflect the most recent guidelines. Prepares and presents materials and guidelines to newly appointed faculty directors during their orientation. Assists with fiscal year closing and coordination of year-end balancing and closing reports for UOEAP and Study Center expenses.
Occasional special projects as assigned.
University of California, Santa Barbara - 13 months ago
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