Job Details

Administrative Analyst

Position Number: 6203348
Location: Santa Barbara, CA
Position Type: Business and Financial Management

Administrative Analyst

University of California Santa Barbara

Job Posting Details

Position Number: 40133738

Payroll Title: FINANCIAL SVC ANL 3

Job Code: 4628

Job Open Date: 4/29/2025

Application Review Begins: 5/14/2025

Department Code: UCFS- Campus Dining

Percentage of Time: 100%

Union Code: 99 Non represented

Employee Class: Staff - Career

FLSA Status: Exempt

Salary Grade: PSS/21

Hiring/Budgeted Salary Range: The budgeted salary range that the University reasonably expects to pay for this position is $69,500 -$80,000/yr.

Posting Salary Range: The posting salary range for this position is $69,500 -$85,000/yr. 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.

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 or 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

Special Conditions of Employment:

Work hours/days may vary.
Satisfactory criminal history background check
UCSB is a Tobacco-Free environment

Misconduct Disclosure Requirement:
As a condition of employment, the final candidate who accepts a conditional 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; received notice of any allegation or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

"Misconduct" means any violation of the policies or laws governing conduct at the applicant's previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, 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:

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.

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:

UC Santa Barbara COVID-19 Information - https://www.ucsb.edu/COVID-19-information

University of California Policy on Vaccinations - With Interim Revisions - https://policy.ucop.edu/doc/5000695/VaccinationProgramsPolicy

**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 https://jobs.ucsb.edu accessible to any and all users. If you would like to contact us regarding the accessibility of our website or need assistance completing the application process, please contact Katherine Abad in Human Resources at 805-893-4664 or email katherine.abad@hr.ucsb.edu. This contact information is for accommodation requests only and cannot be used to inquire about the status of applications.

Privacy Notification Statement
Privacy Notification Statement and Notice of Availability of the UCSB Annual Security Report Disclosures

Application Status: If you would like to check the status of your application, please log into the Candidate Gateway where you applied and click on 'my activities'.

To apply, please visit: https://careerspub.universityofcalifornia.edu/psc/ucsb/EMPLOYEE/HRMS/c/HRS_HRAM_FL.HRS_CG_SEARCH_FL.GBL?Page=HRS_APP_JBPST_FL&JobOpeningId=78023&PostingSeq=1&SiteId=31&languageCd=ENG&FOCUS=Applicant