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Administrative and Financial Assistant
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Position Number: 5383365
Location: Santa Barbara, CA
Position Type: Academic Vice Presidents and Provosts

Administrative and Financial Assistant

University of California Santa Barbara

Job Posting Details

Payroll Title: Blank Assistant 3

Job Code: 004722

Job Open Date: 07/03/2024

Application Review Begins: 07/19/2024; open until filled

Department Code (Name): EXOF (Executive Vice Chancellor's Office)

Percentage of Time: 50%

Union Code (Name): CX (Clerical)

Employee Class (Appointment Type): Staff (Career)

FLSA Status: Non-Exempt

Classified Indicator Description (Personnel Program): PSS

Salary Grade: STEPS

Hiring/Budgeted Hourly Range: $29.07 to $31.18/hr.

Full Hourly Range: 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 $28.44 - $40.76/hr. The budgeted hourly range that the University reasonably expects to pay for this position is $29.07 to $31.18/hr.

Work Location: Cheadle 4105

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

Benefits Eligibility: Full Benefits

Type of Remote or Hybrid Work Arrangement: Hybrid scheduled after completion of training period.

Special Instructions:

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

Department Marketing Statement:

The Office of the Executive Vice Chancellor has oversight for academic planning and programming, the development and implementation of academic policy, and the academic personnel process. The office has responsibility for all academic units, on and off-campus instructional activities, and instructional support programs. It maintains formal liaison with the Office of the President. The Executive Vice Chancellor is the chief academic officer of the University of California, Santa Barbara.

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 supervision of the Associate Director of Finance and Operations, provides administrative and financial support for the divisional office of Academic Affairs, which includes the Executive Vice Chancellor's Office (EVC), Academic Personnel (AP), Academic Affairs Information Technology (AAIT), Ombuds (OMBD), Office of Title IX Compliance and Discrimination and Harassment Prevention (SHGO), Academic Program Review (APRG), and Instructional Development (INST). Provides support for document management. Assists with financial activities, including General Ledger and payroll reconciliation, accounts payable, FlexCard and Gateway related purchases, and travel processing.

Required Qualifications:

High school diploma or GED.
1+ years of experience in an administrative position.
1+ years of experience working with sensitive documents or confidential materials.
Must be able to maintain confidentiality and exercise good judgment, logic, tact, and diplomacy while performing the critical duties of the position.
Detail oriented and able to work on multiple projects with conflicting deadlines.

Preferred Qualifications:

Bachelor's Degree and/or equivalent training/experience.
1+ years of experience in a financial position.
2+ years of experience working in a higher education setting.
Knowledge of campus systems and related processes: Data Warehouse, Transfer of Funds, Carryforward of Funds.
Working knowledge of using a document management system.

Special Conditions of Employment:

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

Job Functions and Percentages of Time:

Document Management (55%): Supports the comprehensive document management process for the EVC's Office using the Document Management System (DMS). Includes scanning/downloading, filing and indexing documents for financial, space, program, and administrator files. Assigns archiving categories, keywords, routing and codes for documents, and exercises judgment and logic in order to adhere to strict standards and consistency for managing documents. Retrieves relevant historical documents as needed and reviews past actions in order to suggest appropriate distribution and/or response. Maintains knowledge of the various categories for correspondence and attains familiarity with the subject matter. Ensures sensitivity to the confidentiality of file content.

Financial Support (30%): Working with key staff in the office of the Executive Vice Chancellor (EVC) and other units supported within the division, provides financial and budget support back-up. Assists with tracking and reconciling internal and external expense accounts from diverse sources. Assists with maintaining a detailed shadow and filing system for financial records. Reviews travel and entertainment documents for accuracy and ensures that all expenses are reimbursable and appropriate. Assists with arranging travel and entertainment. Provides support for the finance and budget administration for the division. Assists with the fiscal close process, including carry forward of funds requests. Provides support with the transition to the Oracle Financials Cloud, assisting with preparation for budget, cost, and expense conversion and related activities. Demonstrates a high degree of flexibility and initiative in learning and adopting University policies, procedures, and systems.

Special Projects (15%): Maintains confidentiality, understands and is able to apply current policies and procedures and exercise judgment, logic, tact, and diplomacy while performing the critical duties of the position. Provides analytical and administrative support to senior management and other staff on special projects.

Policy on Vaccination Programs

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 https://policy.ucop.edu/doc/5000695/

* 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.

Reasonable Accommodations

The University of California endeavors to make the UCSB Job site (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 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'.

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To apply, please visit: https://careerspub.universityofcalifornia.edu/psp/ucsb/EMPLOYEE/HRMS/c/HRS_HRAM.HRS_APP_SCHJOB.GBL?Page=HRS_APP_JBPST&JobOpeningId=70726&PostingSeq=1&SiteId=31&languageCd=ENG&FOCUS=Applicant