Financial & Administrative Coordinator


 

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Job Code: 004263

Job Open Date: 7/5/2023

Application Review Begins: 7/20/2023; open until filled

Department Name: Office of the Executive Vice Chancellor (EXOF)

Percentage of Time: 100%

Union Code (Name): CX (Clerical)

Employee Class (Appointment Type): Career

FLSA Status: Non-Exempt

Classified Indicator Description (Personnel Program): PSS

Salary Grade: STEPS

Hiring/Budgeted Hourly Range: $28.39 - $30.57/hr.

Full Salary 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 salary range for the position is $29.39 - $46.50/hr. The budgeted salary or hourly range that the University reasonably expects to pay for this position is $28.39 - $30.57/hr.

Work Location: 4105 Cheadle Hall

Working Days and Hours: Monday-Friday; 8:00am - 5:00pm

Benefits Eligibility: Full Benefits

Type of Remote Work Arrangement: Hybrid schedule may be considered after the completion of the training period.

Special Instructions

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


Department Profile

The Office of the Executive Vice Chancellor, in consultation with the Santa Barbara Division of the Academic Senate, 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. The Executive Vice Chancellor is committed to working with all of the UCSB constituents to chart a strategic path that positions UCSB as one of the nation's top research universities in the 21st century; one that emphasizes our commitment to the highest quality of teaching, research, public service, outreach, and the pursuit of excellence and diversity.

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 Associate Director for Finance & Operations, provides financial and administrative support for the divisional office of Academic Affairs, which includes the Executive Vice Chancellor's Office (EVC), Academic Personnel (AP), and Academic Affairs Information Technology (AAIT). Initiates financial transactions, such as reimbursements, purchase requisitions, direct payments, and transfers of expense. Processes UCPath transactions and payroll. Provides administrative, financial, analytical, and organizational support. Provides support for document management and distribution. Serves as office receptionist, as well as backup for EVC and AP staff, providing phone and reception coverage, as needed.

Required Qualifications

  • 2+ years of administrative experience.
  • Bachelor's Degree or equivalent training and/or experience.
  • Demonstrated ability to think critically and effectively apply analytical, organizational, and problem-solving skills to administrative and financial issues.
  • Solid communication and interpersonal skills to communicate effectively with all levels of staff, faculty, administrators, and the public verbally and in writing.
  • Solid organizational skills with the ability to work on multiple projects with conflicting deadlines and to work efficiently with frequent interruptions.
  • Must be able to maintain confidentiality and exercise good judgment, logic, tact, and diplomacy while performing the critical duties of the position.

Preferred Qualifications

  • Experience in a higher education setting.
  • Experience with campus systems and processes: payroll (UCPath), timekeeping (Kronos), purchasing (Gateway, FlexCard), reimbursements (Concur).
  • 2+ years experience in financial operations.

Special Conditions of Employment

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


Job Functions/Percentage of Time/Duties

Financial and Budget Support (40%): In conjunction with the Financial Operations Analyst and other key staff in the offices of the Executive Vice Chancellor (EVC), Academic Personnel (AP), and Academic Affairs Information Technology (AAIT), provides financial and budget support and back-up. Assists with tracking cost projections and reconciling internal and external expense accounts from diverse sources. Creates and maintains a detailed shadow and filing system for financial records. Produces monthly detail reports using Excel, Data Warehouse, and Online General Ledger. Initiates transfers of funds and expenses as needed. Assists with fiscal closing. Acts as the Departmental Buyer for purchase requisitions and vendor blankets in the Gateway procurement system, including reviewing account strings, commodity and object codes, and verifying that purchases are allowable and applicable to the funding source. Processes Gateway receipts, ensuring accuracy in the process. Serves as FlexCard Allocator, ensuring that proper approvals are in place and that expenditures are allowable and allocated to the correct accounts to meet required deadlines. Prepares paperwork for FlexCard audits performed by Business & Financial Services. Prepares requests and expense reports as a delegate in Concur for senior staff, search committee chairs and others, as needed. Reviews travel and entertainment documents for accuracy and ensures that all expenses are reimbursable and appropriate as the Department Expense Approver in Concur. Initiates payment requests via various mechanisms, obtains necessary approvals and monitors requests for completion, following up and troubleshooting as needed. .. Assists with arranging travel and entertainment. Demonstrates a high degree of flexibility and initiative in learning, adopting, and training staff on University policies, procedures, and systems. Provides support for UCOP funded initiatives, and gift and endowment funds according to UC policy, including monitoring annual payouts and expenditures to ensure conditions of the gifts are met.

Administrative Support (25%): 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. Using knowledge of calendaring procedures and careful attention to detail, provides support for calendaring for senior management and other staff, as needed. Serves as back-up receptionist for the EVC and Associate Vice Chancellor and senior staff, providing phone and reception coverage and maintaining calendars as needed. Maintains an understanding of Academic Personnel policies and processes. Serves as staff support to committees and searches, organizing meetings, contacting committee members and candidates, securing catering and space for meetings, handling complex scheduling and verbal and electronic communication throughout the process. Acts as the primary Departmental Safety Representative (DSR) in coordination with other DSRs in the EVC Office, AP, and AAIT. Provides support for business continuity planning as needed. Ensures that emergency procedures and related information is up to date and disseminated in a timely manner. Provides support for the onboarding and separation processes for staff in the EVC, AAIT, AP, and Ombuds Offices. Ensures timely completion of assigned tasks. Coordinates with internal staff and other campus units to ensure all processes are completed accurately.

Provides payroll support for the EVC, AAIT, AP, and Ombuds offices. Initiates all necessary UCPath transactions within established timelines and verifies that all employees are paid accurately and on time. Systematically tracks and ensures that all hiring and employment documents and steps are complete and processed in compliance with University policies, collective bargaining units and applicable laws. As Kronos timekeeper, processes multiple payroll cycles each month and downloads summary reports from Kronos to reconcile against the payroll ledger. Researches, analyzes, and recommends appropriate actions to resolve issues concerning payroll transaction and personnel actions. Independently troubleshoots and responds to pay inquiries from employees. Monitors and processes actions affecting employees' pay, including late payments, over payments, and salary cost transfers as necessary. Configures and modifies employee profiles in Kronos upon hire, reclassification, and change in leave accrual or time code. Monitors leave accruals for employees and processes corrections as needed. Provides back-up support to units within Academic Affairs, particularly with respect to Kronos and UCPath.

Under direction of the Director, provides support for recruitments in the EVC, AAIT, AP, and Ombuds Offices. Duties include updating job descriptions, entering information in Job Builder and TAM, serving as the hiring manager, organizing search committees, and negotiating offers via Human Resources. Provides support for the staff leave process within these units. May also provide administrative support for management level or other staff recruitments in other units within the Division. Serves as a backup to analysts. Works with the Director and Associate Director to manage operational, administrative, and organizational activities for the divisional office. Responsible for general office oversight, guidance, and direction on administrative activities, ensuring that all functions operate smoothly and efficiently. Identifies needs and issues, and independently resolves or recommends a course of action, in such areas as workflow practices and procedures, staff training, and general office management. Develops and implements business practices and procedures and creates administrative systems to ensure office efficiency and effectiveness.

Analytical and Organizational Support (15%): Works on multiple projects simultaneously, meeting deadlines while maintaining a high level of accuracy. Sets priorities, coordinating deadlines for projects and information responses. Researches background material including policies, procedures, and historical data, analyzes content, and uses judgment to recommend appropriate course of action. Gathers, analyzes and prepares background content material and designs reports. Reviews correspondence, reports, and responses. Responsible for updating approved workflow documentation and ensuring that any revisions have been reviewed and approved. Projects may include review of policies, procedures, and historical information; researching and analyzing data; organization of files and documents; preparation of spreadsheets, graphs, tables, reports and presentations; establishing agendas and timelines, and drafting documents and confidential reports. Coordinates assignments and projects including setting objectives; developing processes; and planning, coordinating, and implementing activities. Informs, updates, and consults with senior staff on activities, discussions, issues, and related actions.

Divisional Financial Support (10%): Utilizing a working knowledge of campus, systemwide, and federal policies and in collaboration with the Associate Director and Financial Operations Analyst, provides support for the control point review of all approvals, expenditures and reimbursements, including prior approvals; travel, entertainment and payment requests submitted to the EVC for signature. Acts as a resource to other units within Academic Affairs regarding travel and entertainment policies and payment processing. Provides financial and/or administrative support for administrator searches within the division, including but not limited to deans and associate vice chancellors.

Document Management (10%): Under the guidelines established by senior staff, assumes responsibility for the comprehensive function of document processing, both digital and print, in the EVC Office including uploading and coding documents into the office Document Management System (DMS). Retrieves relevant historical documents as needed and reviews past actions in order to suggest appropriate distribution and/or response. Demonstrates familiarity with a broad range of university procedures, people and programs in order to identify connections and provide concise summaries when routing documents. Assists with complex distribution of communications from senior management. Exercises judgment and logic in order to adhere to strict standards and consistency for managing documents.

Vaccinations Programs – Including SARS-COV-2 (COVID-19)

As a condition of employment, you will be required to comply with the University of California Policy on Vaccinations Programs – With Interim Amendments.*

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 – With Interim Amendments https://policy.ucop.edu/doc/5000695/VaccinationProgramsPolicy
  • August 5, 2021 California Department of Public Health (CDPH) Order (Heath Care Worker Vaccine Requirement) https://www.cdph.ca.gov/Programs/CID/DCDC/Pages/COVID-19/Order-of-the-State-Public-Health-Officer-Health-Care-Worker-Vaccine-Requirement.aspx
  • Note: UC will be updating the COVID-19 vaccination policy to systemwide opt-out program (May 23, 2023) https://ucnet.universityofcalifornia.edu/news/2023/05/uc-updating-covid-19-vaccination-policy-to-systemwide-opt-out-program.html

** Covered Individuals: A Covered Individual includes anyone designated as Personnel, Students, or Trainees 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 and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law.

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 Report Disclosures

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