Financial & Administrative Analyst

2 days ago

San Francisco CA United States University of California San Francisco Full time

The duration of this temporary role is approximately 3 months.

This position will play a critical role in the day-to-day financial and administrative management for UCSF's School of Dentistry Department of Oral and Maxillofacial Surgery. Responsibilities will include monthly, quarterly, and annual production reporting, submitting purchase orders through the School's Bearbuy system, processing reimbursements for students, faculty, and staff, and administering the reconciliation and records management process for the department. Responsibilities will also include preparing invoices, reviewing department deficit reports, reviewing the general ledger, submitting journal transfers, and pulling data for profit and loss statements. Moreover, responsibilities will include scheduling meetings, drafting meeting agendas, drafting meeting minutes, and emailing important office communications to faculty and staff, and assisting with organizing events. The incumbent must also be able to work effectively with a variety of stakeholders, including students, faculty, staff, UCSF central offices, and outside vendors to ensure compliance with UC financial procedures and reporting.

Key Responsibilities:
  • Applies professional financial and accounting concepts to independently perform analyses of moderately complex financial services such as researching discrepancies, tax implications, and compliance with external regulations and internal policies.
  • Prepares reports and analyses to include summaries of financial transactions, evaluation of current and proposed services, etc., for management review and decision-making.
  • Prepares reports on clinical volume, charges, collections, and the financial health of the clinics and department.
  • Monitors spending, clears overdrafts, and ensures payroll and non-payroll expenses are implemented according to the annual budget plan.
  • Organizes and prepares information for manager's use in external and internal meetings, presentations, and report generation.
  • Prepares an assortment of monthly, quarterly, and annual reports for manager review.
  • Runs routine reports, troubleshoots issues, and brings problems to the Department Manager's attention so they can be resolved with the procurement office and/or vendor in a timely manner.
  • Prepares and analyzes financial reports, which involves extracting data from various UCSF systems, including MyReports, Epic, WinOMS, Peoplesoft, and Bearbuy.
  • Under general supervision, researches and gathers information from a variety of sources; prepares and summarizes information and reports relative to new services, regulatory compliance issues, and/or vendor selection and support activities.
  • Assists with ensuring that financial processing functions, which may include accounts payable, accounts receivable, purchasing, recharge billing, travel/entertainment, gift accounting, cashiering, and collections, are performed with accuracy and that daily operations run smoothly.
  • Conducts or assists with researching, developing, and implementing new and changing business processes.
  • Assesses and recommends changes to maintain compliance with federal and state requirements and internal financial/audit policies.
  • Reviews, processes, and approves standardized financial data and transactions.
  • Effectively addresses difficult and complex customer inquiries.
  • Documents processes and procedures for financial activities.
  • Participates in audits of internal records and processes and prepares recommendations for changes as needed.
  • Ensures that the appropriate internal controls are addressed, maintained, and strengthened to protect University resources.
  • Monitors the delivery of quality customer service to various constituencies, including internal department clients and external vendors.
  • Functions as a resource to support staff on issues such as researching financial discrepancies, escalated customer service problems, and vendor concerns.
  • Schedules meetings, drafts meeting agendas, drafts meeting minutes, emails important office communications to faculty and staff, submits access requests for IT, assists with organizing events, completes space surveys, and tracks supply inventory.

The final salary and offer components are subject to additional approvals based on UC policy.

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