Under the general direction of the Vice Chancellor of Administrative Services, the VCAD Chief Financial Officer (CFO)/Business & Financial Planning Director serves as a member of the Administrative Services Division senior management team and as CFO of the Division. The VCAD CFO/Director shares responsibility for the Division's annual operations budget of more than $200 million, plus annual capital and deferred maintenance project spending ranging from $50 million to $150 million annually, and more than 1,400 FTE staff.
Responsible for coordinating strategic planning and budgetary analysis, determining efficient resource allocation among the Division's Vice Chancellor's Office, it's two major organizational subdivisions, Housing, Dining & Auxiliary Enterprises (HDAE), Design, Facilities & Safety Services (DFSS), and two direct reporting departments, Human Resources, and Police.
Provides direct supervision to the Business & Financial Planning Manager, who will coordinate the business and financial planning activities of the Vice Chancellor's Office and the two direct reporting departments: Human Resources, and Police. The VCAD CFO/Director will also provide indirect supervision to the DFSS and HDAE CFO's/Business & Financial Planning Directors, who will each also report directly to their respective AVC's.
Shares responsibility for the HDAE auxiliary services operation with annual operating budgets of about $140 million, annual debt service of almost $40 million, capital and major maintenance reserves exceeding $40 million. HDAE provides housing for more than 10,000 students, faculty, and family residents on campus, serves, 21,000 customers daily in its retail and board dining programs, operates the University Center and University Campus Store, hosts 150,000 guests annually for conferences and meetings, manages a major events center, oversees the administration of transportation, and employs more than 900 FTE staff.
Shares responsibility for the DFSS annual operations budget of about $60 million and about 350 FTE staff. The VCAD CFO/Director also shares responsibility for the Vice Chancellor's Office and the two direct reporting departments, Human Resources, and Police, with annual operations budgets of about $16 million and about 150 FTE staff.
The VCAD CFO/Director shares responsibility for management and financial oversight of capital projects, including multi-million dollar developments such as new housing or parking facilities. Provides management and technical support to the Vice Chancellor and Associate Vice Chancellors by reviewing the budgetary and financial performance of the Division's departments and identifying innovative approaches to problem-solving and helping develop and institute Division-wide policies for efficient and effective resource allocation and utilization.
Bachelor's degree or equivalent combination of education and experience in related area of study; advanced degree is preferred.
Minimum of 10 years of experience in financial field.
Proficient knowledge of and experience in strategic financial and budget management.
Analytical and conceptual skills applied to the resolution of complex problems with ability to identify key issues in complex situations, evaluate options, initiate strategies for resolution, measure progress, and apply course correction as necessary.
Sound leadership skills, human resource management experience, highly effective interpersonal skills, and strong written and verbal communication skills.
Ability to build effective and cross-functioning teams.
Ability to keep track of and complete a large number of continuing problem resolutions, projects, and requests in an environment of rapidly shifting priorities, delegating to staff as appropriate.
Maintain knowledge of accounting theory, fund accounting, UC Policies and Procedures (including the Facilities Manual), UCSB Policies and Procedures, auditing and internal control practices.
Possess working knowledge of auditing principles, including practical experience.
Special Conditions of Employment
A little help? Go to Driver's License Requirements or Background Check Guidelines
Satisfactory criminal history background check
Form 700 Statement of Economic Interests Filer
Other Special Conditions of Employment
Other Recruitment Notes
Optional Applicant Documents
Other Document (1)
Required Applicant Documents
FLSA Exemption Status
A little help? Go to Exempt vs. Non-Exempt Employees
CBU (Collective Bargaining Unit)
99 - Non-Represented (PPSM)
ERC (Employee Relations Code)
End Date for Other Appointment Type (e.g., Contract or 18-month Career)
Type of Supervision Received
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Knowledge, Skills and Abilities
As a senior leader in the Division, the VCAD CFO/Director is expected to possess and strongly demonstrate most or all of UC's 10 Core Competencies, including:
1. COMMUNICATION: Shares and receives information using clear verbal, written, and interpersonal communication skills.
2. DIVERSITY AND INCLUSION: Models and promotes the UC Principles of Community and complies with UC policies on diversity and non-discrimination.
3. EMPLOYEE ENGAGEMENT COMPETENCY: Demonstrates commitment to the job, colleagues, the University, and its mission by acting in ways that further the accomplishment of its goals.
4. INNOVATION AND CHANGE MANAGEMENT: Uses personal knowledge and professional experience to envision the future, anticipate change, capitalize on opportunities and develop innovative options that further the strategic direction of the organization.
5. JOB MASTERY AND CONTINUOUS LEARNING: Demonstrates responsibility for one's own career path and continuous learning by identifying and applying new skills as needed to perform successfully on the job.
6. RESOURCE MANAGEMENT: Demonstrates integrity, accountability and efficient stewardship of University resources in a manner consistent with the UC Standards of Ethical Conduct and other policies.
7. RESULTS ORIENTATION AND EXECUTION: Demonstrates the ability to analyze situations or problems, make timely and sound decisions, construct plans and achieve optimal results.
8. SERVICE FOCUS: Values and delivers high quality, professional, responsive and innovative service.
9. TEAMWORK AND COLLABORATION: Collaborates with colleagues in order to achieve results in alignment with the operations and mission of the University.
10. PEOPLE MANAGEMENT: Leads and engages people to maximize organizational and individual performance through alignment with the University mission and attainment of strategic and operational goals.
The VCAD CFO/Director is also expected to possess and exhibit sound business judgement, and the following capabilities and experience: ability to perform a wide range of business management assignments; ability to develop financial planning strategies with contingencies to ensure successful implementation; ability to establish priorities, perform effectively under pressure, and complete projects on time and within budget; ability to translate technology into efficient business solutions; strong analytical and communication skills; demonstrated ability in the recruitment, training, and performance management of personnel; demonstrated ability in working constructively with an ethnically diverse and culturally pluralistic student body and staff.
Continuously=Activity occurs > 66%
Frequently=Activity occurs 33% to 66%
Occasionally=Activity occurs < 33%
Not Applicable=Activity does not exist
Reach above shoulder level
Hand Activities: Fine dexterity
Hand Activities: Hand twisting
Hand Activities: Simple grasping
Hand Activities: Power grasping
Other (please specify activity)
Frequency of Other Activity
Lifting Activities: Light lifting (< 20 lbs)
Lifting Activities: Moderate lifting (20-50 lbs)
Lifting Activities: Heavy lifting (>50 lbs)
Push/Pull Activities: Light pushing/pulling (< 20 lbs of force)
Push/Pull Activities: Moderate pushing/pulling (20-50 lbs of force)
Push/Pull Activities: Heavy pushing/pulling (>50 lbs of force)
Reason and Analyze
Other (please specify activity)
Frequency of Other Activity
Is exposed to excessive noise
Is around moving machinery
Is exposed to marked changes in temperature and/or humidity
Is exposed to dust
Is exposed to fumes
Is exposed to gases
Is exposed to radiation
Is exposed to microwave
Drives motorized equipment
Works in confined quarters
Other (please specify activity)
Frequency of Other Activity
Total Percentage of Duties: 100
Administrative Services - General Duties
As VCAD Chief Financial Officer (CFO)/Business & Financial Planning Director: Provides budgetary and fiscal direction, guidance, and advice to Vice Chancellor, Associate Vice Chancellors, Department Directors, Department Business Officers, and Program Managers. Responsible for development of fiscal management tools, business plans, funding options, and cost projections for modified or new program initiatives. Responsible for management of the Division's annual operations budget of more than $236 million.
Responsible for development, implementation, and monitoring of financial reporting systems and procedures for the Division, consistent with the University's mission and goals of the Division. Prepares long range strategic plans, and analyses of new operational and capital initiatives with the Division.
Responsible for coordination, implementation, and monitoring of both operational and major capital projects sponsored by the Division. Provides feasibility analyses of major capital and building projects, prepares Regents Items for project and financing approval and provides resource management during development and construction of major capital and building projects for the Division.
Works independently, and with the Budget Office, to provide economic analyses for financial reports, proposals, projects, and policies submitted by Administrative Services departments in order to formulate options and recommend decisions to the Vice Chancellor, Associate Vice Chancellors, Senior Officers of the campus, and the Office of the President.
Evaluates and formulates funding options in support of specific programmatic initiatives including, but not limited to: operational appropriations, systems support and initiatives funds, reclassification funds, workers' compensation funds, employee assistance funds, and unemployment insurance funds, and general liability, property and other self-insurance funds.
Maintains working knowledge of University policies and procedures in the areas of budget and finance. Practice effective procedures for resource allocation and management. Utilize various computer systems and software in processing, review, analysis, and approval of Division budget and finances. Maintain ongoing analysis of Division's financial status. Review and approve transactions for accuracy and adherence with University financial policies. Ensure Division expenditures are within fund allocations.
Responsible for review and approval of all Division budgetary transfers of funds using the online TOF system.
Additional Financial & Budgetary Duties
Responsible for leading the Division Associate Vice Chancellors, Directors, and Business Officers in the annual budgetary and financial reporting processes, including: budget request preparation and submittal for the upcoming fiscal year, typically from January or February through April or May; fiscal close for the previous fiscal year, typically during June and July; preparation of the Division's Annual Financial Report for the previous four or five fiscal years, usually from July through September or October; preparation of the Division space needs presentation to the Campus Planning Committee, usually during October or November; preparation of any budget or financial plans or materials for the annual Division retreat, typically in December; and quarterly financial reporting to the Vice Chancellor in October, January, April, and July. Responsible for coordination and approval of Divisional Income and Recharge budget and rate proposals. Serves on campus Income and Recharge Committee to review and approve recharge packages and make necessary arrangements for implementation of new or revised rates, as required.
Responsible for the oversight of staffing reports and the coordination of fiscal closing for the division of Administrative Services. Responsible for coordinating budget preparations and reviews for the division.
Prepares analytical studies on campus and university-wide issues and recommends divisional organizational structures, policies, and procedures. Reviews, analyzes, and summarizes detailed reports of consultants, committees, agencies, other departments, and university administrative officers for their impact on the Division, Campus, and University.
Primary liaison and control point for special projects initiated within the Office of the Vice Chancellor.
Responsible for the design, development, coordination, analysis, and evaluation of a new organizational structure within the Division to efficiently and effectively conduct business processes in one or more service centers. Coordinate with Department Directors to design and implement a new business and finance reporting structure to better utilize existing Division resources. Work with the Vice Chancellor, Associate Vice Chancellors, and Administrative Services senior management team to reorganize the duties and responsibilities of Departmental Business Officers in their preparation and review of financial transactions, including the following online administrative and financial systems: payroll and personnel, purchase order repository and tracking, requisition express, accounts payable, online general ledger, billing/accounts receivable/cashier, capital asset tracking, KRONOS, form 5, transfer of expense, transfer of funds, travel expense voucher, flexcard, ALLNO2, and data warehouse.
Review and adjust Departmental business processes and procedures to streamline workflow while ensuring there are adequate internal controls to meet University business and finance policy, audit recommendations, and applicable agency regulations.
Develop and manage a new Departmental computerized budget and financial reporting system, including electronic spreadsheets, forms, or database reports used to reconcile and monitor appropriations, expenditures, and liens, and generate account balances on demand.
Research implementation of Operational Effectiveness programs and projects or similar changes at other major universities or organizations to determine best practices in the delivery of administrative and financial services.
Campus HDAE Feasibility Analysis
Responsible for preparation, and continuous review, of a financial feasibility plan to ensure repayment of 30-year bonds, totaling more than $848 million of outstanding principal ($517 million) and interest ($331 million), for campus housing, dining, parking, and other facilities constructed and financed during the past several decades. Together with the Vice Chancellor, HDAE Associate Vice Chancellor, HDAE CFO/Director, Campus Budget Office, and various campus committees and boards, develops, coordinates, analyzes, and evaluates construction cost estimates, site design concepts, and other relevant studies pertaining to development of any new future campus housing, dining, parking, or other facilities or other related projects, and provide economic analyses on the financial feasibility and economic risks associated with such projects.
Interacts with other members of campus (Budget Office, campus committees) and system-wide (UCOP Treasurer's office, General Counsel) to gather information and prepare the economic analysis and make presentations of analysis for campus review and approval.
General Financial and Budgetary Oversight
Oversees financial forecasting, resource allocation, fund management, and reporting functions.
Sets business standards and conducts periodic review of programs to ensure continued high quality, and adherence to VCAD standards. Assists the Vice Chancellor in the development of strategic plans for staffing, financial needs, and programmatic objectives.
Participates on University, regional, state and national organizations related to the administration of business and financial services in an educationally related context. Assists in implementing the VCAD Strategic Plan designing goals and objectives that relate to the vision statements. Performs special duties and management assignments as designated by the Vice Chancellor.
Campus Boards and Committees
Participate as Division CFO/Director on the following campus boards and committees: Community Housing Authority; Chancellor's Advisory Committee on Faculty and Staff Housing, including Planning & Development subcommittee; Chancellor's Advisory Committee on Student Housing; Chancellor's Advisory Committee on Campus Land Use and Acquisition; Parking Ratepayers Board; Transportation Alternatives Board; and UCPath Strategic Advisory Committee (co-chair), among others.