Financial & Administrative Analyst

Financial & Administrative Analyst

Position Number: 40133738 Payroll Title: Financial & Administrative Analyst (Financial Services Analyst 3) Job Code: 5184 Work Location: University Center, 1180 Working Days and Hours : Monday-Friday, 8:00am-5:00pm Benefits Eligibility: Full Benefits Type of Remote or Hybrid Work Arrangement, if applicable: N/A Special Instructions: For full consideration, please include a resume and a cover letter as part of your application. Department Marketing Statement: Housing, Dining & Auxiliary Enterprises houses 10,000 students, faculty and family residents on campus, provides support services for 9,300 students residing in the communities adjacent to the campus, serves 21,000 customers daily in its retail and board dining programs, manages the UCSB Campus Store and University Center, hosts 150,000 guests annually for conferences and meetings, manages a major events center (Events Center), and oversees the administration of transportation, parking and fleet services. Additional responsibilities in the HDAE portfolio include Administrative & Residential Information Technology (ARIT) and The Club & Guest House. HDAE employs 600 full-time employees and 1,800 student employees. HDAE maintains a physical plant of more than 3 million square feet of buildings and 250 acres of grounds and landscaping. 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: Under the general direction of the Director, Retail Operations and Business Management, manages and reports on income and expenses for Campus Dining's Retail Operations. Reviews and verifies reconciliation of expense ledgers and ensures that expenses are properly identified, classified, and balanced to the monthly P&L statement. Reports on operational statistics and creates projections on historical data, current demographics, and planned capital expenditures. Provides liaison leadership to departmental units as well as to UCen Accounting and ARIT departments with recommendations and analysis in the areas of labor, accounting, purchasing, and technical equipment. Works closely with Campus Dining's Retail managers/asst. directors (9) to assist in budget development, recommends cost cutting strategies, provides data on sales history per day or month, assists managers with measuring labor vs. sales per hour to attain or exceed budgeted goals. Researches technical equipment (hardware/software, printers, POS) and makes decisions on selection and purchasing. Oversees 30 computerized and 4 non-computerized registers and administers 4 different operating platforms. Knowledgeable on each system's hardware and software and is able to troubleshoot when problems occur. Works with a high level of proficiency in Excel, CBORD menu, inventory; and all other software utilized by Campus Dining Retail Operations. Trains employees in the use of all software and hardware. Performs analysis on bids for all food, non-food, and leased tenant operations that are part of an RFQ or RFP process.

Required Qualifications: Education Bachelor's degree in Business, Finance or Accounting Equivalent combination of education and experience Work Experience At least 3-5 years of experience in a finance/accounting/retail role. Advanced proficiency in Excel, foodservice menu software, and inventory. Able to perform analysis on bids for all food and non-food. Strong analytical and organizational skills and the ability to multitask. Strong oral and written communication skills. Excellent interpersonal skills and the demonstrated ability to connect and communicate effectively with individuals at all levels. Equivalent combination of education and experience

Job Functions and Percentages of Time: Business Financial Management - 40% Responsible for managing and supervising all Businesses & Financial processes for Campus Dining Retail Operations. Reviews budget and financial data with the Director of Retail Operations and Business Management. Prepares annual budget of Campus Dining's Retail Operations consisting of 14 separate revenue centers and up to 9 leased tenants and/or contracted operations. Oversees financial operations including but not limited to financial analysis, financial reporting, procurement systems and expense analysis. Serves as the department financial liaison working with (9) Managers/Assistant Directors in assisting with budget development, revisions, projections, monthly P&L analysis, and Housing, Dining & Auxiliary Enterprises guidelines for financial accountability and policy. Tracks annual sales in excess of $10.5M, annual labor and wages in excess of $3.1M, and all other direct and indirect expenses. Monitors internal controls necessary to meet HDAE target Budget and keeps Director of Retail Operations and Business Management informed of all budget concerns. Develops and creates management reports for all accounts. Prepares and analyzes monthly P&L statements, financial journals, direct payment request, submitting changes to preliminary financial statements, submitting monthly labor transfers, food and non-food credits, labor accruals, CAM charges, unit inventories, and Central Kitchen transfers. Recommends to managers cost/expense reduction revenue centers. Develops financial models for unit expansions/renovations/new projects and determines break-evens and pay backs. Performs feasibility studies to determine cost effectiveness and success of projects. Analyzes expense details and reconciles expenses to the general ledger on a monthly basis. Analyzes monthly and quarterly COGS reports to reconcile inventory account to expense account. Reconciles phone lines and facilities management expenses monthly. Production/Labor Bid Analysis - 20% Analyzes the cost of each food item prepared in the kitchen including labor dollars, overhead, and comparison of sales price. Determines which items should continue to be manufactured in-house and which items should be altered, modified, or purchased from a vendor. Works closely with the Production Manager to review, analysis and makes recommendations to the Director of Retail Operations & Business Management. Performs bid analysis on food and non-food items. Compares usage reports to actual sales and charts comparisons for RFP committee members. Actively participates on RFP and RFP committees and makes recommendations for vendor selections. Provides in-depth analysis on sales, labor, and expenses for all 14 retail dining units. Assists managers in making decisions on item profitability, the use of labor matrices versus sales, and makes recommendations on increasing sales and decreasing expenses. Works closely with the Assistant Director Nutrition, Purchasing & Systems on the review of shared bids (Pepsi, produce, grocery, disposables, dairy, etc.). Performs bid analysis on prospective leased tenants in response to RFPs. Dining Information Systems and Processes - 20% Develops and manages department-wide procedures and usage for Campus Dining's Retail Operations' Information Systems including but not limited to Agilisys systems, CBORD systems for Menu Management, Inventory, and Purchasing, and dining's internal Excel based programs. Implements all new software and coordinates staff training of new software. Knowledgeable on 3 separate computerized POS hardware and software platforms. Ability to troubleshoot when problems occur and to facilitate outside vendor support if needed. Provides ongoing manager training on each system and provides departmental monitoring of over 2,000 menu items. Works closely with vendors of each system to expedite upgrades. Oversees the operation and maintenance of Campus Dining's Retail Operations non-computerized POS system and provides support and training. Implements changes (price, pack size, vendor, etc.) for all food and non-food items purchased through the internal POS system or as a part of CBORD menu management system. Shares pricing updates with relevant staff and ensures that inventories and unit transactions of sales sheets are updated in the file. Manages the daily and weekly implementation of CBORD database system and the 4 POS systems. Trains and supervises student employees in CBORD and POS administrative functions (eg. invoice coding, inventory layout, mapping, etc.). Accounts Management - 20% Comprehensive understanding of UC, State and Federal regulations and organizational policies and procedures monitors 6.5 million dollars in expenditures to ensure purchases of a wide variety are within contractual and authorized restrictions including existing Terms & Conditions for over 45 vendors. Coordinates and reviews electronic data to campus accounting for approximately 1,000 pre-processed invoices per month from 9 different, fast paced retail business units within HDAE Dining Services. Functions as an expert resource for all retail business units regarding all purchasing systems such as FlexCard, Gateway Procurement System and CBORD Food Management Systems. Works on problems of diverse scope where analysis of data requires evaluation of identifiable factors. - Manages and reviews vendor statements to ensure invoices have been paid and resolves any outstanding issues In accordance with retention policies, oversees the retention of all records for all business units. Manages the inventory process for Retail Dining. Analyzes and audits the monthly or quarterly Inventory Variance Report from each of the units. Identifies errors and facilitates corrections with each unit as necessary. Communicates with each unit to discuss and evaluate inventory costs and variances. Ensures that Retail Managers observe bid and ordering compliance. Works collaboratively with unit managers when necessary to correct improper invoice processing and purchasing procedures or that proper justification is provided for any and all "other-than-bid" purchases. Responsibility for Coordinating the Bid Vendor price updates in CBORD and notification to the Retail business units. Responsible for creating and maintaining vendor blanket in Campus procurement system for vendors.