Financial Operations Manager

Position Number: 41087868 Payroll Title: FINANCIAL SVC SUPV 1 (004630) Job Code: 004630 Job Title: Financial Operations Manager Job Open Date: September 9, 2026 Application Review Begins: September 24, 2026 Department: ASTD (ASSOCIATED STUDENTS) Percentage of Time: 100% Union Code: 99 Non-Represented Employee Class: Staff: Career FLSA Status: Exempt Classified Indicator: PSS Salary Grade: Grade 21 Pay Rate/Range: The budgeted salary range that the University reasonably expects to pay for this position is $77,180/year to $80,000/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. The full salary range for this position is $73,800.00 to $131,200.00/year. Work Location: Univ- 2537C Working Days and Hours: Monday - Friday, 8:00 am - 5:00 pm, occasional evenings. No Remote or Hybrid Benefits Eligibility: Full Benefits Remote/Hybrid Work: This position requires 100% on-site, in-person attendance. Department Marketing Statement The Associated Students (AS) of the University of California, Santa Barbara is a non-profit organization and a department of the UCSB campus, funded by undergraduate student fees. Through elected student positions and appointments we voice student concerns and express student opinion to the UCSB administration, UC system, our community, and state and local governments. We have dozens of boards, committees, and commissions that are organized and funded through AS to enrich student life and give students services and opportunities not offered by the administration. Our mission is to help students uphold the high academic standards and give them leadership, employment, cultural and growth opportunities to serve the campus community. 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 Financial Operations Manager oversees the daily financial, accounting, and administrative operations of Associated Students (AS). This position manages a complex, multi-fund financial portfolio that includes an annual departmental budget exceeding $13 million, restricted funds, and a broad range of programmatic and enterprise accounts. The position develops and maintains financial operational workflows; ensures compliance with University, State, Federal, and Associated Students fiscal policies; administers campus and departmental financial systems (Microix and MIP); supports audit readiness; and provides financial analysis, projections, and operational recommendations as directed by the Associate Director of Finance & Budget. The incumbent exercises a high degree of independent professional judgment in reviewing, approving, and reconciling financial transactions while advising on internal controls, fiscal compliance, and operational efficiencies. The Financial Operations Manager provides direct supervision of up to three represented Financial Operations staff responsible for accounts payable, accounts receivable, purchasing, travel, reconciliation, and related financial functions. The position is responsible for recruitment, training, performance management, staff development, and fostering a collaborative, service-oriented team committed to operational excellence. The position also leads special projects, represents Associated Students in campus and divisional financial management meetings, and maintains current knowledge of evolving University financial systems, regulations, and best practices to strengthen departmental operations and support continuous process improvement. This role is integral to safeguarding organizational resources, promoting fiscal accountability and transparency, and ensuring Associated Students fulfills its financial responsibilities to students, campus partners, and external stakeholders. Required Qualifications Bachelor's Degree 4-6 years Experience in fund accounting, asset management, or financial services. 4-6 years Direct experience with accounting principles and financial administration preferably in higher education and/or non-profit. 4-6 years Direct experience with financial analysis, accounting, payroll administration and reporting techniques. 4-6 years Advanced interpersonal skills including verbal and written communication, active listening, critical thinking, persuasiveness, and advising skills. 4-6 years Act with sound judgment, maintain strict confidentiality, and work effectively as part of a team environment and as an individual contributor. 4-6 years Ability to pay strict attention to detail and prioritize work to meet deadlines among competing demands with minimal errors. Prior experience with financial programs a must. Ability to manage multiple tasks and deadlines with frequent interruptions. Advanced knowledge of fiscal operations related to federal, state and institutional fund sources (Required proficiency) Able to maintain strict confidentiality in all aspects of work. Ability to create budget reports and summary analyses Knowledge of financial and accounting policies and procedures. Ability to quickly assess and annotate financial data Advanced organizational and analytical skills with unfailing attention to detail and accuracy. Preferred Qualifications Master's Degree or equivalent experience / training. 4-6 years Experience analyzing and interpreting data related to direct investment opportunities. 4-6 years Experience with UCSB's online systems, such as UC Path, Electronic timekeeping, Gateway, Data Warehouse, online GL, payroll processing, and, FinHub, extramural fund accounting Knowledge and understanding of UC policies and internal control practices. Advanced knowledge of the organization's operational and financial transactions and systems. Ability to adapt to changing priorities Skills to provide coaching and mentoring to support staff. Special Conditions of Employment Strict On-Site Requirement: This position requires 100% on-site, in-person attendance. Remote or hybrid work arrangements are not permitted, and this condition is non-negotiable. Non-Standard Hours: Requires a highly flexible schedule, including mandatory evening hours and frequent weekend availability to support student government meetings, events, and urgent financial operations. Student Safety and Mentorship: Because this role heavily interacts with the student government, the incumbent must maintain the highest standards of ethical behavior, psychological safety, and emotional regulation. The manager is strictly required to foster a supportive, non-punitive environment for student leaders. UCSB Campus Security Authority under Clery Act Satisfactory criminal history background check Position is funded by federal contract/sub-contract and requires E-Verify check UCSB is a Tobacco-Free environment Misconduct Disclosure Requirement As a condition of employment, the final candidate who accepts an offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; or have filed an appeal of a finding of substantiated misconduct with a previous employer. "Misconduct" means any violation of the policies governing employee conduct at the applicant's previous place of employment, including, but not limited to, violations of policies prohibiting sexual harassment, sexual assault, or other forms of harassment, or discrimination, as defined by the employer. For reference, below are UC's policies addressing some forms of misconduct: UC Sexual Violence and Sexual Harassment Policy UC Anti-Discrimination Policy Abusive Conduct in the Workplace Job Functions and Percentages of Time 35% Financial Operations & Administration - Reporting directly to the Associate Director of Finance & Budget, serves as the operational manager for the Financial Operations unit and is responsible for planning, directing, coordinating, and continuously improving the day-to-day financial and administrative operations of Associated Students. Partners closely with the Associate Director to develop and implement strategic and operational priorities, establish short- and long-term departmental goals, evaluate organizational needs, and recommend improvements that strengthen financial operations, customer service, internal controls, and overall departmental effectiveness. Develops, implements, and maintains departmental financial workflows, operational procedures, and service standards governing purchasing, accounts payable, accounts receivable, travel, cash management, appropriations, cost transfers, recharges, procurement, and related financial activities. Evaluates existing business processes, identifies operational inefficiencies, recommends process improvements, and implements solutions that enhance accuracy, consistency, efficiency, and customer service across all Associated Students departments, enterprises, boards, commissions, and programs. Provides operational leadership for a complex financial organization responsible for administering an annual operating budget exceeding $13 million, multiple enterprise operations, restricted funds, capital reserves, and diverse funding sources. Exercises a high degree of independent judgment in prioritizing workloads, allocating departmental resources, establishing workflow priorities, resolving operational issues, and ensuring continuity of financial services. Provides functional oversight of departmental financial systems, including Microix, MIP Fund Accounting, and related campus financial applications, ensuring operational integrity, workflow efficiency, data reliability, appropriate system utilization, and effective integration with University financial processes. Works collaboratively with A.S. Information Technology staff, Student Affairs Business Administration (SABA), campus financial partners, and the Associate Director of Finance & Budget to evaluate system enhancements, implement new technologies, improve automation, and strengthen financial business operations. Develops departmental operating procedures, written standards, training materials, and financial guidance documents. Establishes consistent operational practices and provides ongoing consultation and training to career staff, student employees, managers, and campus partners regarding financial workflows, procurement procedures, financial systems, operational requirements, and Associated Students business practices. 35% Accounting, Compliance & Audit - Serves as the department's accounting and financial compliance manager, ensuring the integrity, accuracy, and accountability of all Associated Students financial records and transactions. Working collaboratively with the Associate Director of Finance & Budget, develops accounting strategies, evaluates fiscal risks, recommends policy improvements, and provides technical expertise to support sound financial management and long-range fiscal planning. Maintains responsibility for the accuracy and integrity of the Associated Students accounting system, including preparation and review of journal entries, account reconciliations, general ledger maintenance, budget-to-actual reporting, fiscal close activities, account analysis, financial reporting, and year-end reconciliation of University and Associated Students accounts. Ensures financial transactions are accurately recorded, properly classified, fully documented, and consistently reconciled across all funding sources. Leads departmental accounting compliance by interpreting and applying University, State, Federal, and Associated Students fiscal policies, Generally Accepted Accounting Principles (GAAP), records retention requirements, tax reporting obligations, and other applicable financial regulations. Provides technical guidance to managers, departments, enterprise operations, student organizations, and campus partners regarding complex accounting issues, financial policy interpretation, and appropriate fiscal practices. Manages compliance with state property tax and unclaimed property requirements, annual IRS information reporting, including Form 1099 reporting, and applicable use-tax obligations for goods and services obtained domestically and internationally. Oversees the accurate assessment, documentation, and timely filing of required reports to reduce institutional risk and ensure compliance with applicable regulations. Directs all audit preparation and financial compliance activities, including maintaining audit-ready accounting records, preparing supporting schedules and financial documentation, coordinating responses to internal and external auditors, monitoring implementation of audit recommendations, and ensuring timely resolution of accounting discrepancies. Identifies areas of financial risk and recommends improvements that strengthen institutional accountability, internal controls, and regulatory compliance. Presents financial analyses, forecasts, trend analyses, budget projections, fiscal reports, and executive-level recommendations for the Associate Director of Finance & Budget and departmental leadership to support strategic planning, financial decision-making, resource allocation, and long-term fiscal sustainability. Monitors financial performance, identifies emerging fiscal trends, and recommends corrective actions to protect the financial interests of Associated Students. 20% Leadership & Personnel Management - Performs the full range of supervisory responsibilities for three career staff, including onboarding, training, assigning and prioritizing work, approving time records and leave requests, providing ongoing coaching, conducting performance evaluations, supporting employee development, and addressing performance concerns in accordance with University policy, collective bargaining agreements, and established labour-relations procedures. Consults with the Assistant Director of Human Resources for Associated Students regarding employee performance concerns and disciplinary matters. All disciplinary processes, documentation, and coordination with Human Resources and Employee & Labour Relations are managed through the Assistant Director of Human Resources, as appropriate. Responsible for performance management for represented employees, including providing ongoing coaching, conducting annual performance evaluations, supporting staff growth and development, and addressing performance concerns in accordance with University policies, collective bargaining agreements, and prescribed labour-relations processes. Provides consistent leadership that promotes a harmonious, collaborative, and respectful working environment, encourages teamwork, and supports staff in meeting departmental goals. Exercises sound judgment and professionalism in all interactions, including during periods of disagreement, organizational change, competing priorities, or high-pressure situations. Communicates in a manner that is respectful, objective, solution-oriented, and consistent with University and Associated Students standards of conduct. 10% Strategic Projects & Divisional Collaboration - Provides high-level analytical, administrative, and project support to the Associate Director of Finance & Budget on special initiatives and ongoing operational priorities requiring independent judgment, creativity, initiative, and strong communication skills. Researches and analyzes financial and operational issues by reviewing and interpreting data, policies, and procedures; prepares summaries, supporting documentation, and preliminary recommendations to facilitate informed decision-making. In the absence of the Associate Director of Finance & Budget, serves as the departmental representative for financial administration and budget operations, ensuring continuity of workflow, communication, and decision support. Serves as an engaged and collaborative member of the Student Affairs Business Administration (SABA) team, actively seeking opportunities to support divisional initiatives, share expertise, improve processes, and provide operational assistance beyond the immediate department when appropriate. Demonstrates a commitment to a shared-services philosophy by fostering collaborative partnerships, promoting consistency in financial and administrative practices, and contributing to the collective success of Student Affairs. Attends departmental, divisional, and University meetings, committees, workshops, and professional development activities to remain current on financial systems, University policies, regulatory requirements, and industry best practices. Applies new knowledge to strengthen departmental operations, improve internal processes, and support continuous operational improvement. Performs other duties and special projects as assigned in support of the mission, goals, and evolving operational needs of Associated Students. UC Vaccination Programs Policy As a condition of employment, you will be required to comply with the University of California Policy on Vaccinations Programs. 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. Federal, state, or local public health directives may impose additional requirements. For more information, please visit University of California Policy on Vaccinations - *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 Employment Opportunity The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected status under state or federal law. Reasonable Accommodations The University of California endeavors to make accessible to any and all users. 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