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UC Santa Barbara · 1 month ago

Administrative Analyst

Santa Barbara, CA

Full-time

Hybrid

Mid Level

$72K/yr - $85K/yr

3+ years exp

UC Santa Barbara is a vibrant institution that provides support services and manages various operations on campus. The Administrative Analyst role involves managing and reporting on income and expenses for Campus Dining's Retail Operations, ensuring accurate financial reporting, and providing analytical support to departmental units.

Responsibilities

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

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.)

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.)

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

Qualification

Financial analysisBudget developmentAdvanced ExcelFoodservice menu softwareInventory managementAnalytical skillsMultitaskingOrganizational skillsCommunication skillsInterpersonal skills

Required

Bachelor's degree in Business, Finance or Accounting or equivalent combination of education and 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

Or equivalent combination of education and experience

Work hours/days may vary

Satisfactory criminal history background check

UCSB is a Tobacco-Free environment

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