Financial Assistant

Payroll Title: Blank Assistant 3

Job Code: 004722

Job Open Date: 11/15/24

Application Review Begins: 12/5/24; open until filled

Department Code (Name): SOSC (SOCIAL SCIENCES)

Percentage of Time: 100%

Union Code (Name): CX (Clerical)

Employee Class (Appointment Type): Staff (Career)

FLSA Status: Non-Exempt

Classified Indicator Description (Personnel Program): PSS

Salary Grade: STEPS

Pay Rate/Range: The budgeted salary range that the University reasonably expects to pay for this position is $28.44 to $29.07/hour. 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 salary range for this position is $28.44 to $40.76/hour.

Work Location: 2201 North Hall

Working Days and Hours: Monday - Friday; 8 am - 5 pm

Benefits Eligibility: Full Benefits

Type of Remote or Hybrid Work Arrangement, if applicable: No hybrid during probation. Up to one day remote following successful completion of probationary period.

Special Instructions:

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

Department Marketing Statement:

The Division of Social Sciences at UC Santa Barbara consists of twelve departments, and numerous thematic clusters, programs and centers, with a mandate for world-class research from a wide range of disciplinary and interdisciplinary perspectives. The position provides a high level of financial and administrative support to centers managed in the Division of Social Sciences, with contracts and grants and institutional financial administrative support provided by the Institute for Social, Behavioral and Economic Research (ISBER).

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 supervision of ISBER's Business Officer and in collaboration with ISBER financial research administrative personnel, the Center Administrative Assistant provides comprehensive financial and administrative support to Centers managed by the Division of Social Sciences. These Centers include, but are not limited to, the BLUM (Labor Center), AGI, BROOM, and Feminist Futures. Involves assisting Center affiliated faculty, staff, and students with a wide range of financial and administrative services. Collaborates with Center personnel and ISBER staff to plan, process, and implement programmatic and administrative activities, managing accounts payable functions and establishing best practices in collaboration with ISBER administrative leadership. Provides assistance with the coordination of conferences and seminars, colloquiums, and events as needed. Processes purchasing and payment requests including travel and entertainment, and assists with the administration of various funds such as state operating funds, gifts, endowments, fellowships, and grants/extramural awards. Provides administrative support to the Center Financial Analyst on special and ongoing projects, using strong knowledge of budgeting, planning, coordination, and implementation of objectives, policies, and procedures. Serves as the back-up UCPath Preparer for Center affiliated appointments (student, staff, and academic) and prepares expense transfers and other online payroll transactions, such as salary cost transfers and adjustments for late and overpayments. By fulfilling these duties, the Center Administrative Assistant ensures the smooth operation of financial and administrative processes within the Centers, contributing to the overall efficiency and success of their research initiatives.

Required Qualifications:

• High school diploma or GED.
• 1-3 years of experience working in a college or university setting.
• Considerable initiative, independence, good judgment, and problem-solving abilities.
• Organizational skills to enable working on multiple projects with frequent interruptions.
• Solid knowledge of and ability to use Microsoft Word and Excel.

Preferred Qualifications:

• Bachelor's Degree or equivalent training and/or experience.
• Excellent interpersonal skills.
• Strong verbal and written communication skills.
• Thorough knowledge of campus purchasing policies and procedures that apply to a variety of funding sources, including state funds, federal funds, extramural and intramural grants, and gifts.
• Solid knowledge of UCPath, FlexCard, General Ledger balances, TOE's, TOF's, Expresso, Data Warehouse, travel, entertainment, memberships, extramural funding, and data management.
• Understanding of University accounting and financial policies and controls.
• Ability to establish and maintain effective working relationships at all levels of the organization.
• Ability to work in a dynamic, fast-paced office.
• Highly organized and detail-oriented.

Special Conditions of Employment:

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

Job Functions and Percentages of Time:

• 40% Financial & Center Administration - Under the general supervision of the ISBER Business Officer and oversight of ISBER research administrative personnel, ensures that center directors and administrative staff adhere to agency and campus regulations regarding appropriate expenditures across various funding sources. Assists in monitoring center budgets, with a focus on funding commitments and budget projections/forecasting. Additionally, the role involves aiding ISBER research administration with the monthly General Ledger (GL) reconciliation of center accounts, investigating GL discrepancies, and taking corrective action to resolve these discrepancies. Researches and gathers information to assist center directors with the preparation and submission of interim financial reports to various government, state and local sponsors. Collaborates with ISBER research administrative personnel and Extramural Funds Accounting to prepare and submit invoices to various granting agencies when needed. Assists with the fiscal year-end close process for all center accounts and financial activities, ensuring compliance with institutional and funding agency requirements.
• 50% Purchasing / Reimbursement - Under the general supervision of the ISBER Business Officer and oversight of ISBER research administrative personnel, ensures all center expenses adhere to university policies and procedures. This includes the proper use of the UCSB Gateway procurement system, FlexCard, Concur, vendor blankets, personal service agreements, recharges, and transfers of expense. The incumbent ensures that all purchases are budgeted and allowable under UC and federal cost accounting standards. Tracks Gateway purchases and maintains internal logs for tracking and audit purposes. Acting as the receiving agent, they check orders for completeness and notify center personnel of deliveries. They prepare and process shipping memos for equipment to be repaired or goods to be returned to vendors, and review invoices to ensure completeness and appropriate billing information. Additionally, they respond to vendor inquiries regarding invoices, late payments, or problems with orders. Posts transactions in GUS for the monthly reconciliation process and prepares all forms and related approvals for financial transactions, including processing invoices and gifts, transfers of funds, and transfers of expense. Responsible for maintaining an appropriate electronic and paper audit trail to ensure an efficient, effective, and accurate record tracking system. Performs accurate analysis and timely payment of a large volume of vendor invoices and reimbursements. Verifies all invoices and checks requests for accuracy and compliance with purchase orders, University policies and procedures, and sales/use tax regulations. Follows up with vendors, campus departments, purchasing, and equipment management offices to resolve discrepancies and verify recharges from other departments, monitoring payments to vendors and resolving discrepancies as needed. Processes travel reimbursements, advances, and honoraria, providing guidance on policies and procedures regarding regulations governing travel, per diem, entertainment, and honoraria. Processes entertainment requests while obtaining "prior exceptional approval" if required and handles all other reimbursement requests.
• 10% Other Duties - Provides administrative support to ISBER research administrative personnel and the Center Financial Analyst on various special and ongoing center projects, which require knowledge of budgeting, planning and coordination, and implementing objectives, policies, and procedures. Serves as backup UCPath Initiator, including Salary Cost Transfers. Prepares forms and processes all online transactions for payroll, including late and overpayments.

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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