Academic Appointment and Fellowship Analyst

Payroll Title: Financial Services Analyst 2

Job Code: 4627

Job Open Date: 11/01/2024

Application Review Begins: 11/19/2024; open until filled

Department Code-Name: GRAD - Dean of the Graduate Division

Percentage of Time: 100%

Collective Bargaining Unit (CBU): CX (Clerical)

Grade Type/Grade: PSS / 19

FLSA Exemption Status: Non-Exempt

Work Location: 3117 Cheadle Hall

Hiring/Budgeted Hourly Range: $28.07 to $33.00/hr.

Full Hourly Range: The budgeted hourly range the University reasonably expects to pay is $28.07 to $33.00/hr. 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 hourly range for this position is $28.07 to $48.28/hr.

Days/Hours: Monday-Friday; 8am - 5pm

Benefits Eligibility: Full Benefits

Type of Remote or Hybrid Work Arrangement if applicable: Possibility for hybrid or remote schedule

Department Marketing Statement

The Graduate Division promotes excellence in graduate education and ensures our graduate students are successful and prepared for careers across the professional spectrum. Stellar graduate students attract world-class faculty, serve as mentors and teachers for undergraduates, conduct cutting-edge research, and go on to leadership positions in California, the United States, and the world.

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 Academic Appointment and Fellowships Analyst independently oversees, coordinates, analyzes and supports graduate academic appointments and fellowships programs which combined total $70 million annually. Supports the administration and operations associated with fee remission payments for over 3,000 UCSB graduate student appointments and supports budget funding for academic departments and research units across campus. Oversees and analyzes operation of and payments made by the graduate Student Financial System for fee remission and fellowship fee and stipend payments to student BARC accounts and Accounts Payable transactions. Oversees and communicates policies governing graduate student appointments and fellowships, analyzes data and creation of reports regarding patterns and trends in graduate appointments made and fellowship. Trains staff in campus departments and research units about the appropriate procedures relating to graduate student appointments and fellowships support; reviews exception cases, processes central fee payment, advises Graduate Deans regarding individual case histories and relevant policies, and communicates exception decisions to departments. Supports the fellowships competitions process and facilitates the competition meetings and award outcomes.

Required Qualifications

• Bachelor's Degree in related area or equivalent experience and/or training.
• Understanding of accounting principles and financial administration.
• Ability to understand, interpret and apply policy and regulations.
• Ability to work independently and as a member of a team.
• Excellent communication and customer support skills.
• Demonstrated ability to meet deadlines.

Preferred Qualifications

• Direct experience with graduate student fellowships or graduate student academic appointments.
• Familiarity with UCSB's on-line payroll system, Data Warehouse, student billing system and GradPoint Financial Portal.
• Strong analytical skills.

Special Conditions of Employment

• Satisfactory conviction history background check.
• UCSB is a Tobacco-Free environment.

Special Instructions

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

Job Functions/Percentage of Time/Duties

Graduate Student Academic Appointment Support- 35%

Under the direction of the Assistant Director of Employment serves as a Graduate Division support for guidance for procedures and policies regarding the campus Employment Fee Remissions processes, academic appointments and student financial system needs. Serves as the Financial System security administrator for the Financial GradPoint system request, reviewing and approving requests from campus for GradPoint Financial access. Analyzes effectiveness and efficiency of system operations and recommends changes and updates to the system to ensure the technical quality of the data and system behaves as expected as well as enhancements that improve the operations of the system for both internal and external users. Manages and oversees the quarterly GradDiv calendar for campus. Works closely with other units in the Graduate Division to ensure the calendar is set-up on an annual basis and communicated to campus users. Supports the efforts to monitor, review, correct and adjust student employment support on an as needed basis for all graduate student appointments to ensure accurate benefit charges to units accounts each month. Serves as a contact for hiring departments in matters pertaining to fee remissions, and academic appointments. Trains campus staff and answers questions regarding the student financial system and academic appointments. Investigates and resolves problem cases, advises departments and students of options within policy. Reviews, advises and processes Associate appointments and employment exception requests to be submitted for approval by the Dean. Communicates with departments regarding decisions on appointment requests, tracks and stores the outcomes and the documentation. Updates materials and communications related to Associate and exception case processing.

Graduate Student Fellowship Support - 35%

Under the direction of the Assistant Director of Fellowships, conducts payout of all Graduate Student Fellowship support including both student fees and stipends. Utilizing Graduate Division's Student Financial System, that interfaces with the Billing A/R system and the A/P system to distribute over $30 million annually of student aid. Understands Campus, System wide, State, Federal, and Extramural policies, funding restrictions and numerous fellowships programs. In collaboration with the Assistant Director, ensures Graduate Division's compliance within policy and audit requirements. Reviews audit reports and accounts to identify, investigate, and resolves various types of potential payment issues. In coordination with Graduate Division staff and the Registrar's Office staff, analyzes unpaid students and third week census data to ensure student's financial support. Supports campus departments and units to set-up and administer their funding programs. Coordinates with Billing Office to set-up all internal, department, external and 3rd party accounts in the Student Financial System. Responsible for the special handling of various fellowship accounts types. Requires knowledge of extramural fund regulations, interaction with Office of Research and various agencies, including the Ford Foundation, and the National Science Foundation to administer funds correctly. Under the direction of the Assistant Director, supports the multi-million dollar central fellowship competition programs and ensures awards are administered to students.

Customer Service - 15%

Acts as the main point person in the Unit for Student, Faculty, and Staff questions that relate to Employment and Fellowships topics. Provides customer service and support to academic departments and research units who are supporting students with both academic employment and fellowships support funding. Provides guidance and support on policies, processes and procedures. Is able to field questions about a range of issues that come in and provides timely and professional responses. Responds to requests from system users about various topics related to fellowships and academics appointments and helps to troubleshoot issues that arise within the system. Provides reporting support to campus academic departments on employment and fellowship activity and provides guidance on graduate student support options as they arise.

Training and Documentation - 15%

Facilitates campus wide training of staff on a one-on-one and group basis. Organizes and presents training workshops throughout the academic year as well as support the development of new training materials. Prepares and updates instructional materials that are used by campus departments and students to streamline their processes. Writes and updates internal and external documentation, process documentation, and keeps documentation up-to-date. Provides feedback on system efficacy, stability, data integrity and needed enhancement.

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 Opportunity/Affirmative Action Statement:

UC Santa Barbara is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status.
For the University of California's Affirmative Action Policy, please visit: https://policy.ucop.edu/doc/4010393/PPSM-20.
For the University of California's Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination.

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