EMF Service Team Member

Apply for Job Job ID 82445
Location UCSB Campus
Full/Part Time Full Time
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Job Posting Details (External)

Position Number: Multiple positions available.

Payroll Title: GEN ACCOUNTANT 3


Job Code: 7735

Open until filled

Department Code (Name): CTLR (Controller)

Percentage of Time: 100%

Union Code (Name): 99 Non-represented


Employee Class (Appointment Type): Staff: Career

FLSA Status: Exempt

Salary Grade: PSS/21

Pay Rate/Range: The budgeted salary range that the University reasonably expects to pay for this position is $71,600 to $85,550/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 $71,600 to $127,400/year.

Work Location: 3201 SAASB

Working Days and Hours : M-F 8am - 5pm

Benefits Eligibility: Full Benefits

Type of Remote or Hybrid Work Arrangement, if applicable: Other-BFS supports a hybrid agreement for this position and will continue to do so as long as it makes sense for the position and meets the campus policies.

Special Instructions:

For full consideration, please include a resume and a cover letter as part of your application.

Department Marketing Statement:

In support of the UCSB Mission and UC Statement of Ethical Values, Business & Financial Services is an integral campus and community partner, providing sustainable value-added services and solutions to ensure responsible compliance and stewardship.

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 Team Lead, the EMF Service Team Member is responsible for providing customer-oriented, value-added post-award management services to UCSB Principal Investigators (PIs), Research Finance Analysts (RFAs), and university partners through: set-up, invoicing, and fiscal management of individual grants and contracts awarded by Federal, State, other government, and private sponsors for the support of the Santa Barbara campus research enterprise. The EMF Service Team Member applies university policies and office procedures; exercises judgment within defined guidelines and practices to determine appropriate actions; manages professional relationships with customers, partners and sponsors; and balances workload to ensure required service levels are achieved and sponsor deadlines are met. The EMF Experienced Service Team Member manages an award portfolio with significant complexity to the most complex depending on award volume (scope) - a high number of awards with complexity scores of 6 to 10; or a low to medium number of awards with complexity scores of 11 to 14; or a low number of awards with complexity scores above 15.

Required Qualifications:

• Bachelor's degree in related area and / or equivalent experience / training
• 4-6 years Professional experience in accounting, auditing, or other related field.
• 4-6 years Demonstrated ability for Continual Learning, Interpersonal Skills, Problem Solving, Oral Communication, Written Communication, Compliance Management, Influencing/Negotiating and Customer Service.
• 4-6 years Demonstrated Integrity, Flexibility, Poise, Resilience, Attendance, Accountability, Empathy, Decisiveness, Self-Direction, Technical Credibility, and Subject Matter Expert.
• 4-6 years Demonstrated ability to apply theory and put it into practice with in-depth understanding of the professional field to analyze and solve problems/issues of diverse scope related to Office Skills, Office Systems, Business Knowledge for core finance functions, Analysis, Project Management, Regulatory Compliance, Post Award Processes, and Post Award Systems.

Preferred Qualifications:

• 1-3 years Relevant work experience with University of California (UC); experience with UC pre- or post-award highly preferred.
• 1-3 years Demonstrated competence in Team Building, Conflict Management, and Technology Management.
• 1-3 years Demonstrated Passion, Accessibility, Perseverance, Proactivity, Service Motivation, and Educator/Mentor.

Special Conditions of Employment:

• Candidates must be legally authorized to work in the United States without the need for employee sponsorship.
• Satisfactory criminal history background 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:

• 90% EMF Post Award Management - Setup: Generation, establishment, activation, and modification of awards through the review of and appropriate interpretation of award documents to: -Determine propriety of UCSB internal attributes; award dates; Sponsor information; and award classification; Assistance Listing Numbers; -Identify reporting, invoicing and other milestone requirements; research compliance certifications; salary caps; and sponsor terms and conditions; Establishment of related billing parameters, including determination of billing methodology and revenue recognition parameters; -Establishment of budget appropriations; -Establishment of related project(s) and project attributes, including determination of propriety of additional projects, location attributes, and F&A; and -Determine propriety of cost sharing commitments and establishment of related budgets. Invoicing: -Monitoring of awards' financial transactions for compliance with budgets, university/campus policy, sponsor regulations/requirements, and generally accepted accounting principles; ensuring no high-risk, material violations are undetected and uncorrected before filing quarterly/final invoices with sponsor. -Analysis of financial status of award and preparation and submission of invoice, ensuring compliance with sponsor requirements, timeliness, and accuracy, for the following billing mechanisms: --Cost-reimbursable (non-LOC) --Scheduled or periodic invoicing (amount based or cost-reimbursable) --Advance payment - cost reimbursable --MCA IRRs -Monitoring of financial status of award to ensure department prepares milestone-based invoices timely; review invoice for compliance with sponsor requirements and accuracy; and recognition of invoice in PGM for fixed rate, milestone, Advance payment - milestones, or similar type billing mechanisms. -Preparation of and analysis of various reports and reconciliations to support invoicing. -Analysis of and approval of department prepared journals to accrue allowable transactions within authority established by office procedures to ensure accurate invoices. -Preparation of journals to adjust F&A, transfer credit balances, and exclude unallowable expenditures within authority established by office procedures to ensure accurate invoices. -Preparation and issuance of credit memos within authority established by office procedures. Managing: -Monitoring of awards' financial transactions for compliance with budgets, university/campus policy, sponsor regulations/requirements, and generally accepted accounting principles; ensuring no high-risk, material violations are undetected and uncorrected before filing financial reports with sponsor. -Analysis of financial status of award and preparation and submission of federal financial reports, including analysis and reconciliation of revenue, expenses, program income and cost share; ensuring compliance with sponsor requirements, timeliness, and accuracy. -Analysis of financial status of award and review/validation/correction and submission of financial status reports, prepared by the department, including analysis and reconciliation of revenue, expenses, program income and cost share. -Monitoring of accounts receivable of award, ensuring coordination with Gifts/Treasury teams for aged accounts and other cash management issues. -Analysis of financial status of award to perform closeout at end of budget period. -Preparation of and analysis of various reports and reconciliations to support financial reporting. -Analysis of and approval of department prepared journals to accrue allowable transactions within authority established by office procedures to ensure accurate financial reporting. -Preparation of journals to adjust F&A, transfer credit balances, and exclude unallowable expenditures within authority established by office procedures to ensure accurate financial reporting. -Prepare requests for refunds to sponsors within authority established by office procedures to ensure accurate financial reporting.
• 0% EMF Post Award Management (Cont.) - Service: -Development of professional relationships with Office of Research (specifically SPO/TIA); ensuring appropriate coordination of award lifecycle events. -Development of professional relationships with department representatives (RFAs, PIs): --Ensuring coordination with and notification to department of key activities as required by office procedures; --Providing advice and counsel regarding sponsored projects administration, including compliance regulations; and --Serving as concierge to answer questions, research, analyze, and resolve problems related to awards. -Respond professionally and timely to inquiries from funding agencies regarding outstanding reports, invoices and policy issues. -Effectively communicate with varying levels of staff/management and with various groups in a thorough and timely manner; effective communication includes coherently expressing award setup and accounting concepts; establishing and adhering to deadlines; providing comprehensive explanation and status of issues. Assist in providing supporting documents for audits as directed by senior staff. Organization: -Responsible for review of and appropriate interpretation of award documents, including related to sponsor policy statements, to ensure appropriate professional judgements are made throughout the post award management process. -Responsible for monitoring assigned workload, including balancing various competing award lifecycle tasks, significant volume of transactions, and adherence to strict deadlines; escalating issues to supervisor in a timely fashion for assistance with resolution. -Actively involved in supporting Service Team in meeting schedules or deadlines, resolving problems and inquiries related to contracts and grants, in a timely manner, and serving as backup for other EMF members as needed. -Responsible for updating milestone/record status in PGM/ORBIT as tasks are being worked in accordance with office procedures. -Responsible for managing the team's email/ServiceNow box. -Responsible for quality control review of own work, especially as required before key tasks identified in office procedures. -Responsible for meeting published service level agreements of office. -Accountable for adherence to office procedures, including adopting changes in procedures in a timely manner after training. -Accountable for apprising Team Lead (Supervisor), Compliance Supervisor, EMF Assistant Manager, and EMF Manager, as appropriate, of departmental/sponsor/partner inquiries/problems/issues, in a timely manner. -Responsible for maintaining solid to strong knowledge of key UCSB Research Administration and Financial Systems, including Oracle PGM and General Ledger, ORBiT, and the associated reporting tools. -Develops monitoring tools to ensure awards' compliance with new federal, state, university, campus, sponsor-specific award terms and conditions, or other regulatory requirements. -Responsible for identifying ineffective processes or system related problems and recommending solutions that optimize resources, including UCSB reporting systems/applications, service levels and compliance rates.
• 10% Other - Attend training workshops toward present and future career development and participate in staff meetings. Participate in post-award management training programs for campus personnel as assigned. Assist with/lead the updating and maintenance of campus and office policies, procedures, job aids, training, forms, and similar documentations as assigned. Review professional publications, presentation materials, and federal and other announcement to maintain current knowledge of federal and other regulations and procedures. Periodically train department personnel and junior EMF staff. Contribute to the implementation of special projects or committees when assigned. May serve in a "lead" capacity on project assignments. Other duties as assigned by supervisor or manager.

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 (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 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.


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