Financial and Administrative Assistant

Position Number: 40078277

Payroll Title: Blank Assistant 3

Job Code: 004722

Job Open Date: 5/30/25

Application Review Begins: 6/16/25; open until filled

Department Code (Name): GRAD (DEAN OF THE GRADUATE DIVISION)

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 hourly 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 hourly range for this position is $28.44 to $40.76/hour.

Work Location: Cheadle Hall 3117

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

Benefits Eligibility: Full Benefits

Type of Remote or Hybrid Work Arrangement, if applicable: Potential for hybrid (Both UC & Non-UC locations)

Special Instructions:

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

Department Marketing Statement:

The Graduate Division promotes excellence in graduate education and ensures our graduate students are successful and prepared for careers across the professional spectrum. Stellar graduate students attract world-class faculty, serve as mentors and teachers for undergraduates, conduct cutting-edge research, and go on to leadership positions in California, the United States, and the world.

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 Director of Finance and Administration, the Financial and Administrative Assistant supports the Graduate Division in the areas of administration, financial and travel processing, personnel/payroll support, and purchasing. Maintains an understanding of other units within the Graduate Division and provides administrative assistance as needed. Provides periodic support for events and Graduate Division activities.

Required Qualifications:

• High School Diploma or GED.
• 1-3 years of experience performing a variety of administrative support functions.
• Thorough knowledge in administrative procedures and processes including word processing, spreadsheet and database applications.
• Requires good verbal and written communication skills, active listening, critical thinking, multi-task and time management skills.

Preferred Qualifications:

• 1-3 years of experience working in a university setting.

Special Conditions of Employment:

• Satisfactory conviction 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:

Financial and Travel Processing - 40%

Processes accounts payable for memberships, vendor invoices, recharges, and other payments.

Coordinates business travel processing, 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 reports are completed accurately and processed in a timely manner.

Reviews accounts payable transactions in Concur in relation to travel, entertainment, and reimbursements.

Keeps current on related travel and entertainment policy.

Assists with recruitment funding and Central Fellow travel funding requests, and receipt and evaluation of Central Fellow recruitment travel reimbursement requests.

Oversees distribution of funds to campus departments for Outreach and Recruitment.

Enters accounts payable transactions for accounts utilizing online campus databases and payment systems as appropriate. Monitors department fiscal activity to ensure appropriate expenditures and accurate reporting.

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 Director of Finance and Administration for approval.

Assists with budget preparation, financial reporting, and determining trends in revenue and expenses.

Administrative Support - 25%

Demonstrates a high-level understanding of the policies and activities of the Graduate Division as well as Student Affairs offices. May be required to research the resolution of sensitive situations and refer issues to the appropriate problem resolution areas.

Exercises professional judgment, discretion, confidentiality, and sensitivity in all communications, maintaining a courteous and professional demeanor.

Oversees onboarding of new employees and processes separations.

Creates and maintains desk manual.

Assists the Director in department space management including multiple locations on campus and Cheadle Hall basement storage.

Serves as back-up for administrative assistance to the Deans in the absence of the Deans' Executive Assistant.

Maintains an understanding of other units within the Graduate Division and provides administrative assistance as needed.

Provides administrative assistance to Deans and unit directors for staff recruiting, hiring and scheduling as needed.

Serves as the department benefit representative and distributes information to staff as appropriate. Assists staff in navigating system and accessing UCOP benefits work-site and other support as applicable.

Provides support for major Divisional events including commencement, graduate student orientation, Graduate Student Showcase, and other events.

May be required to perform other administrative duties and projects as assigned.

Payroll and Personnel Support - 20%

Serves as a preparer for the payroll in UCPath and online time reporting system (Kronos) including creation of necessary pre-approval documentation. Responsible for initial data entry and subsequent updates to both systems for approximately 40 career, casual, and student employee database records.

With a comprehensive understanding and application of UC and campus policies, as they relate to individual personnel situations, establishes and maintains employee records.

Ensures that applicable University payroll and personnel guidelines, including collective bargaining agreements, are followed.

Maintains confidentiality and continually demonstrates ethical standards in the performance of duties.

Performs a monthly review of staff attendance records and accrual balances, and corrects leave reporting when necessary. Interprets and applies appropriate University policies regarding use of holiday, vacation, and sick leave, and completes payroll deduction/adjustments where appropriate.

Audits work hours for casual employees to ensure that monthly maximums and student work study allocations are not exceeded.

Purchasing - 15%

Initiates purchase order requisitions and vendor blankets in Gateway, and monitors usage. Conducts comparative pricing studies when making purchases, utilizing UC strategic sourcing initiatives. Prepares, executes, and tracks departmental purchase orders.

Initiates vendor agreements and contracts and serves as liaison between Purchasing, Contracts, Risk Management, and the managers involved with the negotiations of services.

Responsible for 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.

Serves as a departmental Flexcard holder. As a cardholder, works with internal customers and vendors (online and direct) to make approved purchases. In consultation with designated staff, ensures that the guidelines established in the Flexcard Checklist are followed.

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 - 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 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:

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