Job Details

Apply for Job Job ID 88849
Location UCSB Campus
Full/Part Time Full Time
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Job Posting Details

Position Number: 40076422

Payroll Title: BLANK AST 3 CX (004722)

Job Code: 4722

Job Open Date: 9/14/26

Application Review Begins: 9/29/26

Department Code (Name): AAVC (ASST TO VCE CHANCLLR OF STDNTS)

Percentage of Time: 100%

Union Code (Name): CX- Clerical/Admin

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 $30.82 to $37.02/hr. 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 $30.82 to $44.16/hr.

Work Location: 1101 SAASB

Working Days and Hours: Monday - Friday, 8:00AM - 5:00PM (Some Flexibility)

Benefits Eligibility: (e.g., Full Benefits, Mid-Level Benefits, Core Benefits)

Type of Remote or Hybrid Work Arrangement, if applicable: Hybrid (Both UC & Non-UC locations): Hybrid work schedule will be considered after the probationary period has been completed and as long as hybrid arrangements are approved by the Division of Student Affairs. The University has the authority to change or revoke hybrid scheduling with reasonable notice. Incumbent must be available to be in the office as requested or full time should operational needs require it.

Special Instructions:

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

Department Marketing Statement:

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

Brief Summary of Job Duties:

Under the supervision of the Financial Operations Manager, 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 Enrollment & Success Cluster, which is made up of Office of Financial Aid, Office of the Registrar, Educational Opportunity Program, Disabled Students program, Office of International Students & Scholars, Campus Sustainability Programs, Career Services, SA Grants & Development and Veterans & Military 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:

• High School Diploma or equivalent experience

• 1-3 years Financial or Administrative Experience

Preferred Qualifications:

• Bachelor's Degree or equivalent experience

• 1-3 years Cash or Banking Handling Experience
  
  Special Conditions of Employment:

• Satisfactory criminal history background check
• UCSB is a Tobacco Free Environment

Misconduct Disclosure Requirement:

As a condition of employment, the final candidate who accepts an 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; or have filed an appeal of a finding of substantiated misconduct with a previous employer.

"Misconduct" means any violation of the policies governing employee conduct at the applicant's previous place of employment, including, but not limited to, violations of policies prohibiting sexual harassment, sexual assault, or other forms of harassment, or discrimination, as defined by the employer. For reference, below are UC's policies addressing some forms of misconduct:

UC Sexual Violence and Sexual Harassment Policy
UC Anti-Discrimination Policy
Abusive Conduct in the Workplace

Job Functions and Percentages of Time:

• 40% Financial Administration - Knowledgeable of all applicable policies and restrictions; including, but not limited to University, State, student lock-in fees and various donors, and revenue accounts. Monitors various funding sources (registration fees, State funds, various donor funds, income, lock-in fees, etc.) and multiple CCOA accounts segments. This requires an in-depth understanding of policies and regulations affecting various funding sources. Researches, and gathers financial data utilizing online systems (FinHub, PowerBI, etc) to analyze and forecast expenditure patterns and potential budgetary issues and creates and presents reports to Financial Operations Manager. 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 Operations Manager 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 Operations Manager, resolves discrepancies and errors during the process of reconciliation. * Processes transfer-of-expense requests as needed. * 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. * 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. Revenue & 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 routes for approval. * Prepares, submits and files cash deposits for income generated via Check. Responsible for maintaining the shadow system with applicable data. * Preparer of income to pay, cash forms, Form 5's and other miscellaneous reimbursements.
• 50% Financial Processing & Operational Support - Under the supervision of the Financial Operations Manager, 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 department staff/shopper. 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. Procurement * Has substantial knowledge of UCSB Procurement Gateway system and procurement policies and procedures. * Serves as the Requestor, Receiver, and Invoice Allocator. * 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. Flexcard * Serves as the primary Flexcard Allocator and is responsible to allocate transactions in a timely fashion. * Serves as a backup Flexcard cardholder. * Supports the Financial Operations Manager with 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 the department staff 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. Travel & Entertainment * Serves as the primary preparer (delegate) for all travel & entertainment requests. * Serves as a backup travel & entertainment cardholder. * Knowledgeable of all UC, Divisional and Department travel/entertainment policies and procedures. * Reviews and processes reports in Concur (travel and entertainment, and business expense). * Acts as liaison between campus administrative offices and staff, and students regarding travel and entertainment matters. * With full understanding of travel/entertainment policies and agency restrictions, reviews, advises and assists travelers on how to prepare travel and entertainment 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.
• 10% Other Duties - A member of Student Affairs Business & Administration (SABA). Participates in regular meetings and divisional workgroups as assigned. Attends and/or serves on departmental, cluster, and divisional committees as necessary. Serves as a requester for work orders to Facilities Management, Furniture Services, and Communication Services. Manages administrative and financial support for the Division of Student Affairs. Ensuring that financial documents and records are accurately organized, maintained, and archived in accordance with University and office practices. Provides telephone and reception support and prepares draft correspondence in a professional and accurate manner. Maintains familiarity with the operations of other departments and units within the Division of Student Affairs and serves as a backup for finance areas as needed. Special assignments require the ability to work independently on projects assigned by the Director for Business and Administration, or any of the department directors or managers within the Student Enrollment & Success Cluster. Supports with additional projects and duties as assigned. Maintains the SABA office spaces including, but not limited to: organization/cleanliness of breakroom, copy machine maintenance and scheduling necessary repairs, inventory stock of office supplies, mail distribution, etc.

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 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 Employment Opportunity:

The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected status under state or federal law.

Reasonable Accommodations:

The University of California endeavors to make 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

Privacy Notification Statement and Notice of Availability of the UCSB Annual Security and 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'.