Financial & Administrative Assistant Job Listing at University of California in Santa Barbara, CA (Job ID 66549)

Description

Job Posting Details

Payroll Title: Blank Assistant 3

Job Code: 004722

Job Open Date: 03/21/24

Application Review Begins: 04/08/24; open until filled

Department Code (Name): CMST (DEPARTMENT OF COMMUNICATION)

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

Hiring/Budgeted Hourly Range: The budgeted hourly range that the University reasonably expects to pay for this position is $27.29 /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 $27.29 to $39.12/hr. The budgeted hourly range that the University reasonably expects to pay for this position is $27.29 /hr.

Work Location: Social Sciences & Media Studies - 4107

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

Benefits Eligibility: Full Benefits

Type of Remote or Hybrid Work Arrangement, if applicable: 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 UCSB Department of Communication is internationally known for its research and instruction in communication processes and effects. The program focuses on human interaction, especially its social impacts and practical applications. Our goal is to provide theoretically motivated, innovative, and methodologically rigorous research, teaching, and service. We aim to help students understand how messages are developed, interpreted, and exchanged to inform, influence, and connect across a wide range of social contexts and cultures.

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:

The Financial & Administrative Assistant provides support to the Business Officer and Department Chair with department management, particularly financial and administrative matters. Duties include: assisting with monitoring internal financial controls, preparing cost projections and cost analyses, reviewing monthly financial statements, analyzing spending patterns, performing monthly audit and reconciliation of general ledgers and payroll ledgers, setting up initial employment and processing payroll, assisting in the financial management of extramural funds, collaborating with the MSO on fiscal closing, and processing invoices, purchase orders and all departmental travel and entertainment. Tracks general office supply needs and maintains inventories. Provides guidance to students, faculty, and staff on financial processes, particularly reimbursement and timekeeping. Takes the lead on executing special events including faculty recruitment, annual lectures and receptions.

Required Qualifications:

• High school diploma or GED.
• 1-3 years clerical/administrative and financial support.
• Strong organizational skills and attention to detail.
• Effective verbal and written communication skills.
• Solid knowledge of Microsoft Office Suite and Google applications.
• Ability to analyze situations and/or information quickly, exercise sound judgment, and to work under the pressure of deadlines and a fast-paced environment.

Preferred Qualifications:

• Associate's or Bachelor's Degree.
• 1-3 years of work experience in a higher education setting.

Special Conditions of Employment:

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

Job Functions and Percentages of Time:

65% Financial Administration - Utilizing in-depth knowledge of campus accounting and financial policies and procedures, assists the Business Officer in handling all aspects of departmental financial matters and accounting systems including establishing and monitoring internal financial controls. Prepares cost projections and cost analyses, reviews monthly financial statements, and analyzes spending patterns. Devises information storage and retrieval systems for financial planning. Performs monthly audit and reconciliation of general ledgers and payroll ledgers. in the financial management of extramural funds; in fiscal closing and in developing the department's annual carry-forward justification for various projects; in equipment, research, and supply purchases. Processes and approves invoices and purchase orders. Has thorough knowledge of campus purchasing policies and procedures that apply to a variety of funding sources, including state funds, federal funds, extramural and intramural grants, gifts, and human subjects payments. Advises faculty, staff, and students about appropriate policy governing research and travel grants, faculty start-up, removal funds, human subjects payments, cash advances, and intramural and extramural grants. Administers faculty start-up and retention accounts. Coordinates departmental travel and entertainment. Handles booking process for faculty recruitment, Ph.D. program recruitment, conferences, and colloquia. Ensures proper use of all forms and campus systems including, but not limited to: Gateway, GUS, Espresso, Kronos, Concur, and participates in the campus transition to Oracle Financials. Coordinates with graduate committee and Alumni Council on budget and availability of present and future funds. Works closely with the Student Affairs Manager to coordinate all financial aspects of Graduate Program, including travel, department functions, and awards. Is responsible for maintaining the departmental Various Donors accounts in collaboration with the UCSB Foundation. Coordinates with the Rupe Endowed Chair regarding the use of income from the Rupe Endowed Chair in the Social Effects of Mass Communication. Assists the faculty in tracking intramural and extramural research grants.

25% Administrative Support - Executes majority of purchasing for department utilizing FlexCard and/or Corporate Card. Is responsible for knowledge of supplies and keeping office inventories up to date. Assists with space planning including faculty office process. Oversees a part time student worker who assists with miscellaneous office tasks. Serves as the direct point of contact for vendors such as Xerox, Furniture Services, and Campus Catering. Provides advice based on knowledge of University policies and procedures, consultation, and resolutions to a wide variety of academic, administrative and fiscal issues. Researches history and policy on new issues. Evaluates and interprets campus, system-wide, state, and federal policies and procedures to assess impact on the department's programs and goals. Participates in policy decisions with the Business Officer and Department Chair.

10% Special Events - Acts as the Events Coordinator for numerous departmental events throughout the year, including booking travel and catering arrangements, ordering awards/prizes, coordinating support staff, and other logistics. Procures and sets up/breaks down food and other displays for receptions including but not limited to faculty recruitment, PhD student recruitment, guest lectures, annual Career Day, Awards Ceremony, Fall BBQ and winter holiday gathering.

UC Vaccination Programs Policy - With Interim Revisions:

As a condition of employment, you will be required to comply with the University of California Policy on Vaccinations Programs – With Interim Revisions.*
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 Revisions - https://policy.ucop.edu/doc/5000695/VaccinationProgramsPolicy

*Note: The Policy on Vaccination Programs – With Interim Revisions was updated effective August 16, 2023. A systemwide review of this policy will take place in Fall 2023 with an expected issuance/effective date in early 2024.

**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 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.

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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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'.