Financial Assistant

Position Number: 40076422

Payroll Title: Financial Assistant | BLANK AST 3 (004722)

Job Code: 004722

Job Open Date: 2/26/25

Application Review Begins: 3/13/25

Department Code (Name): ADMS (ADMISSIONS OFFICE)

Percentage of Time: 100

Union Code (Name): CX

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 $30.41/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: 1234 Cheadle Hall

Working Days and Hours: Monday - Friday, 8:00AM - 5:00PM

Benefits Eligibility: Full Benefits

Type of Remote or Hybrid Work Arrangement, if applicable: Hybrid (Both UC & Non-UC locations) | This position is eligible for a hybrid work arrangement upon the successful completion of the probationary period. Employees in this position may work remotely up to two days per week if approved. All requests for hybrid work arrangements are subject to approval by the Supervisor and Department Heads.
Special Instructions:

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

Department Marketing Statement:
The Student Affairs Business & Administration unit provides budget, financial, personnel, and administrative support to the departments within the Division of Student Affairs. The Enrollment Services cluster consist of the offices of Admissions, Campus Sustainability Programs, Career Services, Early Academic Outreach Program, Financial Aid & Scholarships, Registrar, SA Grants & Development, and Veterans & Military Services.

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 the Financial & Operations Manager for Enrollment Services, supports the departments in the Enrollment Services Cluster (Office of Admissions, Campus Sustainability Programs, Career Services, Early Academic Outreach Program, Financial Aid & Scholarships, Registrar, SA Grants & Development, and Veterans & Military Services) in the areas of administration, financial, travel and entertainment processing, and personnel/payroll support. The Financial Assistants in the Enrollment Services Administrative Unit are primarily responsible for financial processing, but are also cross-trained on all administrative and financial functions and duties in order to provide sufficient backup to each position as assignments and workloads may vary. The functions of this position require a comprehensive knowledge of UC policies and procedures, strong organizational skills, excellent verbal and written communication skills, exceptional interpersonal skills working in team situations, ability to pay attention to detail and an ability to work within a multicultural environment. Must be able to work with a significant degree of independence and initiative while maintaining appropriate levels of consultation with Directors and Managers as well as with campus and systemwide personnel. The position requires a high degree of professionalism, ability to analyze situations and/or information quickly, exercise sound judgment, and to work under the pressure of deadlines and a fast-paced, high-pressure environment.

Required Qualifications:

• High school diploma or equivalent experience
• Working knowledge of financial processes policies and procedures.
• Effective verbal and written communication skills.
• Attention to detail and ability to multi-task in a high-volume environment.
• Ability to work well in a team environment and collaborate with other staff, students and faculty.

Preferred Qualifications:

• Proficiency in the use of spreadsheets and database software.
• Experience with UC policies, practice and systems related to financial management.
• Knowledge of UCSB systems (Gateway, Flexcard, UC path, Espresso Applications, Concur).
• Thorough knowledge in administrative procedures and processes including work processing, spreadsheet and database applications.
• Requires good verbal and written communication skills, active listening, critical thinking, multi-task and time management skills.
• Requires interpersonal and work leadership skills to provide guidance to other nonexempt personnel.

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 a conditional 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; received notice of any allegation or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

"Misconduct" means any violation of the policies or laws governing conduct at the applicant's previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, 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:

• 50% Financial Processing - Processes Accounts Payable (A/P) transactions including travel, entertainment, memberships, vendor invoices, reimbursements, recharges, and other payments. Enters A/P transactions for managed accounts utilizing online campus databases and payment systems as appropriate. Monitors all fiscal activity to ensure appropriate expenditures and accurate reporting. Serves as buyer on Gateway Purchasing System. Works with staff to facilitate or oversee purchase transactions. Ensures that proper backup documentation is maintained, that proper approvals have been obtained, that expenses are allowable, allocable and that funds are available. Provides cost analyses and obtains comparison bids for other than routine purchases. Establishes and updates vendor blankets and monitors usage. Reconciles expenses and income to the general ledger on a monthly basis, researching and resolving problems. Reviews ledger data for problems and trends. Using online General Ledger and Transfer of Expense System, prepares necessary documentation to transfer expense to correct accounts and submits to the Financial Analyst for approval. Compiles and analyzes expenditure data as needed. Assists with budget preparation, financial reporting, and determining trends in Revenue and Expenses. Maintains databases, binders, and files to facilitate financial reporting and record-keeping. Processes separate cash deposits as needed by ensuring that cash and check deposits are made daily with the central cashier and verifies receipts as necessary. Ensures that cash receipts and ledger entries follow approved audit guidelines. Responsible for assisting with the inventory of office supplies. Conducts comparative pricing studies when making purchases, utilizing UC strategic sourcing initiatives. Prepares, executes, and tracks departmental purchase orders and lien releases. Performs annual inventory of departmental equipment and manages the maintenance schedule for office equipment such as printers, fax machines, and copiers. Monitors usage, provides technical assistance and training to staff on use and features, and reports any malfunctions/repairs required to vendor for repairs. Receives stock, supplies, and equipment shipments and oversees delivery to appropriate units and several storage locations on campus.

• 35% Travel & Entertainment Processing - Assists staff on all business travel processing for the Enrollment Services cluster, from initial travel request through final payment, ensuring that required prior approvals are obtained and that all travel arrangements including transportation, lodging, registrations, meals, and other miscellaneous expenses are compliant with University travel policies. Advises staff of travel policies and makes appropriate arrangements for travel advances or payments to Corporate Card accounts. Ensures that travel expense vouchers are completed accurately and processed in a timely manner. Provides general program support for all Entertainment events which include UC Director Meetings or Conferences, Regional Receptions, Open House, and all other major department events hosted within the Enrollment Services cluster, acting as coordinator and liaison for all travel and entertainment reservations. In collaboration with Department/Program Directors, helps track programmatic expenses in relation to one-time funding accepted by the department and/or program.

• 10% Administrative Support - Provides executive assistance to department directors and managers within the Enrollment Services cluster as needed, particularly for special projects and events. Special assignments require the ability to work independently on projects assigned by the Directors and other department managers. Coordinates meetings/conferences involving visitors and/or administrators from other campuses including parking information and advance planning, catering, facilities, etc. Provides general information to faculty, students, and staff. Demonstrates a high-level understanding of the policies and activities of the Enrollment Services cluster and other student-service related offices. May be required to research the resolution of sensitive situations and refer said issues to the appropriate problem resolution area. Manages the administrative, personnel, and financial files for the Enrollment Services cluster. Assures that files are indexed, maintained, purged, and destroyed in compliance with University retention schedules and office practices. Maintains familiarity with system wide and campus policy by reading materials appropriate to same.

• 5% Periodic Duties & Responsibilities - Is a member of Student Affairs Business & Administration (SABA). Participates in regular meetings and divisional workgroups as assigned. Serves as back-up to all administrative and financial duties and assignments in the absence of any of the Administrative and Financial Assistants in the Administrative Unit that supports departments in the Enrollment Services cluster. Maintains an understanding of other departments and units within the Enrollment Services cluster and assists in those areas as needed. Provides program support for major departmental events and other projects and duties as assigned. Special assignments require the ability to work independently on projects assigned by the Assistant Director for Budget and Administration, or any of the department directors or managers within the Enrollment Services cluster.

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 - 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.

Reasonable Accommodations:

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