Financial & Administrative Assistant
 University of California - Santa Barbara | |
 United States, California, Santa Barbara | |
| 1021 Anacapa Street (Show on map) | |
 Dec 19, 2024 | |
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Apply for Job Job ID
75134Location
UCSB CampusFull/Part Time
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Payroll Title: BLANK AST 3 Work Location: Recreation Center - 1110 For full consideration, please include a resume and a cover letter as part of your application. The Division of Student Affairs advances the education, research, and service mission of the University by providing programs and services that contribute to students' academic achievement, personal development, well-being, and success. As dedicated, compassionate, and collaborative professionals, we cultivate lifelong leaders and learners who recognize and appreciate the dignity of individuals and communities. 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 and why You Belong at UC. Brief Summary of Job Duties: Under the supervision of the Financial Analyst, plays a key role in ensuring effective and efficient financial and business functions for the Division of Student Affairs. Serves as a member of the Student Affairs Business & Administration Team. The primary focus area for this position is the Student Wellbeing Cluster which is made up of the Dean of Student Wellness, Recreation, Health & Wellness, Student Mental Health Coordination Services, and Counseling and Psychological Services. Responsibilities include financial analysis, reporting, and tracking; maintaining and initiating financial and operations databases; general ledger auditing; purchasing; and preparing and processing a wide variety of financial transactions. Provides analytical support for a wide range of topics. Prepares and processes accounts payable transactions including travel, entertainment, purchase requisitions, gift forms, BARC, deposit and recording advice, etc. Possesses a strong and in depth knowledge of University policies and procedures and Divisional guidelines. Provides policy information to staff and handles multiple complex and confidential projects that require strong analytical and organizational skills. Exercises advanced problem-solving skills and knowledge to plan, recommend, and execute courses of action. Uses independent judgment, decision making, and initiative to set priorities, plan, and coordinate projects and activities. Works under the pressure of competing deadlines and frequent interruptions. This position requires a high level of confidentiality, sensitivity, and professional judgment as well as excellent written and oral communication skills. Performs tasks independently or within a team environment. Required Qualifications:
Preferred Qualifications:
Knowledge, Skills & Abilities: Problem solving, problem identification, and reasoning skills. Ability to develop original ideas to solve unique and complex problems to make improvements. Demonstrated ability to effectively present information verbally and in writing clearly and concisely. Demonstrated ability using spreadsheet and database software for moderately complex financial analysis, fiscal management, and financial reports. Excellent service orientation, critical thinking skills, and attention to detail. Demonstrated ability using organizational skills to multi-task in a high volume environment. Demonstrated judgment and decision-making skills. Demonstrated strong verbal, written, and active listening communication skills. Ability to adapt to changing priorities. Ability to function as a member of a team. Knowledge and understanding of internal control practices and their impact on protecting University resources. Special Conditions of Employment:
Job Functions and Percentages of Time: 40% Financial Support Knowledgeable of all applicable policies and restrictions; including, but not limited to University, State, student lock-in fees and various donors, and revenue accounts. Income Works collaboratively with Departmental Staff and Campus partners on processing recharges for services. Responsible for excellent communication, customer service and execution of recharges to meet Campus deadlines. Prepares recharge journals in compliance with campus policy and uploads them directly into PeopleSoft system for approval. Prepares, submits and files Deposit and Recording Advice (DARA's) for income generated via Check. Responsible for maintaining the shadow system with applicable data. Travel & Entertainment Serves as the primary preparer (delegate) for all group travel and serves as a backup preparer (delegate) for individual travel. Serves as the primary preparer (delegate) for entertainment requests. Serves as a backup travel & entertainment cardholder. Knowledgeable of all UC, Divisional and Department travel/entertainment policies and procedures. Reviews and processes complex group travel transactions in Concur. Acts as liaison between campus administrative offices and staff, and students regarding travel matters. With full understanding of travel/entertainment policies and agency restrictions, reviews, advises and assists travelers on how to prepare travel requests/reports. Screens each Concur request/report for proper authorization and appropriateness of project funding source. Tracks approval flow of Concur requests and reports and intervenes when necessary. Works with the Concur users to troubleshoot problems. Collaborates Student Affairs Business & Administration team to create and maintain training materials regarding Travel and Entertainment. Other Preparer of Petty Cash Forms, Form 5's and other miscellaneous reimbursements. Processes transfer-of-expense requests as needed. 25% Financial Administration Monitors various funding sources (registration fees, State funds, various donor funds, income, lock-in fees, etc.) and multiple cost centers. This requires an in-depth understanding of policies and regulations affecting various funding sources. Researches, and gathers financial data utilizing online systems (Data Warehouse, Fusion, PowerBI, etc) to analyze and forecast expenditure patterns and potential budgetary issues and creates and presents reports to Financial Analysts. Assists the Director of Budget and Admin and the Financial Analyst in the fiscal close process. Develops, collects and maintains the department financial backup electronic filing system, including setting up, archiving, and purging financial files according to University record retention policies. Supports the tracking of all budgets, helping ensure that all expenditures are held within approved budget limits, processing approved budget transfers, mid-year budget adjustments, and reports as required. Participates in moderately complex audits of processes in coordination with Financial Analysts and recommends changes to processes to optimize efficiency and ensure compliance with federal, state and UC requirements. Assists in ensuring that the appropriate internal controls are addressed, maintained and strengthened to protect University resources. Makes suggestions for new business procedures and implements them as needed. Reconciliation With direction from the Financial Analyst, resolves discrepancies and errors during the process of reconciling shadow system to general ledger reports. Responsible for verifying that funding is available, and that that requests have been recorded as being approved on Annual Budget before taking steps to execute the request. Ensures the shadow system is updated on a daily basis and all journal entries and transactions are recorded or modified timely and accurately. Investigate and report to the manager any inconsistencies or improprieties. 20% Procurement Under the supervision of the Financial Analyst, performs purchasing functions. Knowledgeable of Federal, UC, and Divisional policies and procedures regarding purchasing and receipt for goods and materials, assuring department compliance. Verifies funding availability and obtains appropriate department and campus approvals for all purchases. Analyzes and resolves complex or unusual problems in procurement, and billing discrepancies or incorrect invoices. Researches and obtains all incomplete information and details not provided by the requester. Independently researches and resolves a wide variety of problems. Applies financial concepts to procurement processes, review, and approval of financial transactions including quotes, pricing, purchase orders, invoices and payment. Collaborates with the Student Affairs Business & Administration Team to maintain a detailed manual on purchasing and invoicing procedures. Flexcard Serves as the primary Flexcard Allocator and is responsible to allocate transactions in a timely fashion. Serves as a backup Flexcard cardholder. Responds to Flexcard audits and provides information as appropriate. Ensures proper Flexcard authorizations have been obtained, checks for funding availability, and allocates Flexcard charges to the designated funding sources. Reviews supporting materials on all Flexcard transactions to ensure compliance with both campus and departmental policy. Works in tandem with Student Affairs Business & Administration Team to follow up regarding missing backup documentation. Builds and maintains strong working relationships with department and campus partners. Ensures high quality of customer service in communicating regarding billing and invoicing problems to internal staff. Gateway Has substantial knowledge of UCSB Procurement Gateway system and procurement policies and procedures. Serves as the Invoice Reviewer & Approver. Serves as a backup Requisitioner and Receiver. Comprehensive understanding of the entire procurement process; in order to identify issues and troubleshoot to ensure payments to vendors are received timely and close/change POs effectively to avoid Business Financial Services export issues. Assists with the reconciliation and processing of all purchase order invoices. Evaluates obstacles to payments and proposes solutions which may include: updating departmental financial forms, additional communication of policies, and processes. Analyzes invoice workflow and accounts payable aging to ensure invoices are being processed promptly and that the University can take maximum advantage of prompt payment and other discounts. Handles problem suppliers/invoices for resolution of payment and account statement issues; escalates complex settlement issues to management as appropriate. 15% Administrative Support & Office Management Maintains a system of document retention and destruction, following university guidelines. Serves as the backup administrator of facility keys for the Department of Recreation. Assists in maintaining department physical equipment inventory. Maintains the Front Office condition including, but not limited to: organization/cleanliness of breakroom, copy machine maintenance and scheduling necessary repairs, inventory stock of office supplies, mail is distributed, etc. Serves as a backup requestor for work orders to Facilities Management, Furniture Services, and Communication Services. Serves as the lead billing and invoicing representative for work orders to Facilities Management, Furniture Services, and Communication Services. Responsible for tracking and coordinating resolutions for incorrect charges. Supports the Director of Budget & Administration on special projects. Other Administrative duties as assigned by the Dean of Wellness, the Director of Budget and Administration, and the Financial Analyst. Attends and/or serves on departmental, cluster, and divisional committees as necessary. Misconduct Disclosure Requirement: UC Vaccination Programs Policy As a condition of employment, you will be required to comply with the University of California Policy on Vaccination 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: UC Santa Barbara COVID-19 Information University of California Policy on Vaccinations * 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 For more information: University of California's Affirmative Action Policy University of California's Anti-Discrimination Policy Reasonable Accommodations The University of California endeavors to make https://jobs.ucsb.edu accessible to any and all users. If you would like to contact us regarding the accessibility of our website or need assistance completing the application process, please contact Katherine Abad in Human Resources at 805-893-4664 or email katherine.abad@hr.ucsb.edu. This contact information is for accommodation requests only and cannot be used to inquire about the status of applications. Privacy Notification Statement and Notice of Availability of the UCSB Annual Security & Fire Safety Report Disclosures Application Status If you would like to check the status of your application, please log into the Candidate Gateway where you applied and click on 'my activities'. | |