Office Automation Analyst jobs in Oakland, CA

Location: Oakland
Job ID: 37335
Job Posting

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UC OFFICE OF THE PRESIDENT

At the University of California (UC), your contributions make a difference. A world leader producing Nobel and Pulitzer prize recipients with over 150 years of groundbreaking research transforming the world. Choose a career where you can leverage your knowledge, skills and aspirations to inspire and support some of the greatest minds in the world, and those who will follow in their footsteps. Working at the University of California is being part of a unique institution, and a vibrant and diverse community. At the University of California, Office of the President, we propel our mission through impactful work locally, in government centers and systemwide. We are passionate people, serving the greater good.

The University of California, one of the largest and most acclaimed institutions of higher learning in the world, is dedicated to excellence in teaching, research and public service. The University of California Office of the President is the headquarters to the 10 campuses, six academic medical centers and three national laboratories and enrolls premier students from California, the nation and the world. Learn more about the UC Office of the President

DEPARTMENT OVERVIEW

The Innovation Transfer & Entrepreneurship (ITE) office supports UC campuses in technology transfer operations. The department provides information systems, financial management, patent prosecution and intellectual property management services. It creates tools to help connect external parties to UC innovations. It supports UC inventors, entrepreneurs and best practices at UC campuses to realize the public benefit of UC research.

POSITION SUMMARY

The Accounting Analyst's responsibilities include providing financial management and licensing agreement management services; processing royalty income and distributions; reporting on a monthly and annual basis; ensuring compliance with UC's Patent Policy and Generally Accepted Accounting Principles; Licensee Auditing and Equity Management. Provides support and assistance in the management of the financial activities for assigned campuses. The Accounting Analyst works closely with a number of internal and external stakeholders, including, but not limited to UCOP accounting, campus staff, and Knowledge Transfer Office staff and management. May be assigned other duties as needed.

Responsibilities

40%

Campus Accounting Activities Establishes and maintains accurate income and expenses accounts on active cases. Verifies accuracy of all receipt entries into the database and finalizes all deposit transactions. Properly handles miscellaneous checks needing special attention. Ensures income is appropriately allocated on agreements, consulting regularly with Licensing Officers. Develops and negotiates individual payment plans for Licensees needing special payment schedules. Bills and collects patent expense reimbursements, agreement fees and royalties from licensees. Acts as designated lead for campuses. Works with campus director and licensing professionals to calculate the distribution of licensing income. Prepares monthly reports of campus income and invoice aging for internal management and external reporting purposes. Prepares financial journals. Produces monthly, quarterly, and yearly financial reports for patent-related income and expenses, including legal expenses and accrued case costs.

25%

Establishes and Maintains Licensing Agreements Establishes campus license agreements in patent tracking system, including financial terms, agreement rules and rebilling terms. Works with Licensing Officers on financial database questions. Re-establishes financial and agreement rules in the database pertaining to the amendments. Tracks and enforces agreement terms for agreement and amendments, if applicable. Accurately maintains Licensee repayments of patent expenses.

20%

Accounts Payable Processes invoices for legal services related to patent prosecution and litigation actions. Receives and reviews legal invoices for patent prosecution services, checking for accuracy, completeness, and potential duplicate billings. Works directly with law firms to research and resolve invoicing problems. Determines type of legal services provided and allocate costs to the proper cases and country. Works closely with licensing professionals to verify services provided and fees charged. Transfers data from law firms into patent tracking system. Ensures prompt and accurate payments.

10%

Reconciliations Reconciles accounts. Coordinates quarterly or annual royalty distribution payments to other universities or institutions.

5%

Inventor Shares & Other Duties Contacts first-time inventor payees for payment information. Distributes appropriate tax forms to new inventors. Researches and calculates both standard inventor share distributions and distributions that require special handling based on agreement terms. Processes annual inventor share payments with assistance of senior accountants. Represents the university and serves as a liaison between licensee and inventors regarding the financial activities on a given case. Serves as a back-up for other team members across a variety of activities, including rebilling and financial reporting to campuses, other institutions and vendors. Completes other duties as assigned.


Required Qualifications

• Four years of experience in Accounting, demonstrating increasing responsibilities.
• Proven problem-solving skills including the ability to research and assess information and financial data, identify problems and generate alternatives. Meticulous attention to detail.
• Strong project management and organizational skills as demonstrated by the ability to prioritize work, set and meet deadlines, and create systems to effectively track projects and other information; flexibility to adjust to the changing needs of the department.
• Excellent written and verbal communication skills to articulate ideas and issues clearly and concisely in a direct, cooperative, patient, and courteous manner. Incorporates effective listening skills. Is diplomatic and strives to be helpful in all situations. Performs other projects and duties as needed.
• Strong interpersonal skills and ability to work effectively across the organization at all levels; strong customer service focus to respond positively and proactively to problems.
• Ability to work both independently and collaboratively as part of a team.
• Required Proficiency with MS Office Suite (particularly Word and Excel).

Education

• Bachelor's degree in accounting, business, economics or equivalent experience.

SPECIAL CONDITIONS

SALARY AND BENEFITS

Salary: Recommended Hiring Range is $79,000.00 to $94,000, commensurate with experience.

Benefits: For information on the comprehensive benefits package offered by the University visit: Benefits of Belonging

ADDITIONAL INFORMATION

HOW TO APPLY

Please be prepared to attach a cover letter and resume with your application.

APPLICATION REVIEW DATE

The first review date for this job is June 23, 2022. The position will be open until filled.

CONDITIONS OF EMPLOYMENT

Background Check Process: Successful completion of a background check is required for this critical position. Background check process at UCOP

Smoke Free Work Environment: The University of California, Office of the President, is smoke & tobacco-free as of January 1, 2014. UC Smoke & Tobacco Free Policy

August 2021 Update: The University of California has issued a policy requiring employees to be fully vaccinated against COVID -19 before physically accessing the University location or programs. Upon hire into a UCOP position, you will be provided detailed instructions on how to comply with this policy including access to the COVID vaccination at no cost. New hires to UCOP who work onsite or will come onsite for any activities at a UCOP or other UC location must comply with this policy within 8 weeks after their start date. The policy allows for employees to request approval for an exception or deferral. UC COVID-19 Vaccine Policy

EEO STATEMENT

The University of California, Office of the President, 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. EEO/AA Employer UC Nondiscrimination Policy

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To apply, visit https://careerspub.universityofcalifornia.edu/psp/ucop/EMPLOYEE/HRMS/c/HRS_HRAM.HRS_APP_SCHJOB.GBL?Page=HRS_APP_JBPST&Action=U&FOCUS=Applicant&SiteId=19&JobOpeningId=37335&PostingSeq=1jeid-19a2785da1cdb149bfb760028824d6c4