Job Code: 004627
Job Open Date: 07/01/2024
Application Review Begins: 07/17/2024; open until filled
Department Code (Name): EXOF (Executive Vice Chancellor's Office)
Percentage of Time: 100%
Union Code (Name): 99 (Non-Represented)
Employee Class (Appointment Type): Staff (Career)
FLSA Status: Non-Exempt
Classified Indicator Description (Personnel Program): PSS
Salary Grade: Grade 19
Hiring/Budgeted Hourly Range: $29.00 to $33.00/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 $28.07 to $48.28/hr. The budgeted hourly range that the University reasonably expects to pay for this position is $29.00 to $33.00/hr.
Work Location: Kerr Hall - 2130
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, must include a resume and a cover letter as part of your application.
Department Marketing Statement:
The Office of the Executive Vice Chancellor 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 Financial Operations Analyst and working closely with the Operations Team, provides financial and administrative support in the divisional office of Academic Affairs. Units supported include the Executive Vice Chancellor's Office (EVC), Academic Personnel (AP), Academic Affairs Information Technology (AAIT), Ombuds (OMBD), Office of Title IX Compliance and Discrimination and Harassment Prevention (SHGO), Academic Program Review (APRG), and Instructional Development (INST). Initiates financial transactions, such as reimbursements, purchase requisitions, direct payments, and transfers of expense. Supports Income & Recharge centers and financial oversight of the Student Technology Fee. Processes UCPath transactions and payroll. Provides administrative, financial, analytical, and organizational support. Provides support for document management and distribution.
Required Qualifications:
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Bachelor's degree in related area and / or equivalent experience / training.
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2+ years administrative experience.
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2+ years experience in financial operations and analysis.
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2+ years experience in procurement/purchasing.
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Demonstrated ability to think critically and effectively apply analytical, organizational, and problem-solving skills to administrative and financial issues.
Preferred Qualifications:
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Experience in a higher education setting
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Working knowledge of campus financial and administrative systems, including: FlexCard, Gateway, UCPath, Transfer of Expense, Transfer of Funds, General Ledger, Data Warehouse, Job Builder.
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Solid organizational skills with the ability to work on multiple projects with conflicting deadlines and to work efficiently with frequent interruptions.
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Solid communication and interpersonal skills to communicate effectively with all levels of staff, faculty, administrators, and the public both verbally and in writing.
Special Conditions of Employment:
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Satisfactory conviction history background check
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UCSB is a Tobacco-Free environment
Job Functions and Percentages of Time:
Financial and Budget Administration (35%): In conjunction with the Financial Operations Analyst and the Operations Team, provides financial and budget support for units including the Executive Vice Chancellor (EVC), Academic Personnel (AP), and Academic Affairs Information Technology (AAIT), Ombuds (OMBD), Office of Title IX Compliance and Discrimination and Harassment Prevention (SHGO), Academic Program Review (APRG), and Instructional Development (INST). 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. Supports the fiscal closing process. 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.
Procurement Management (20%): Responsible for executing all purchasing transactions and contracts using campus systems (Gateway and Flexcard). 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 or when applicable, works with Receivers to make sure all items are accounted for and properly received. Tracks ongoing purchases, and checks shipping status to report any delays to purchase requestors. Monitors payments to vendors and resolves discrepancies. Reviews and approves all invoices for payment and certifies that all products and services have been ordered and received.
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. Maintains knowledge of all university guidelines regarding procurement matters and serves as a resource to others in the Team and across the Division.
Income & Recharge and Student Fees (10%): For units that have an Income & Recharge center, researches and reviews expenditure outlay and revenue intake on a monthly basis; prepares journals for revenue and ensures submission to Business & Financial Services; completes reconciliation for revenue accounts. Supports the preparation of income and recharge proposals. Supports the preparation of the course materials fee proposal and administration for the Student Technology Fee (STF). Develops and implements financial transaction processes and procedures for quarterly BARC billing, in coordination with senior staff. Performs analysis of quarterly expenditure reports from partner STF units, and facilitates requests for rebudgets.
Payroll and Personnel Administration (15%): Provides support for the onboarding and separation processes for staff in all supported units in conjunction with the Operations Team. Ensures timely completion of assigned tasks. Coordinates with internal staff and other campus units to ensure all processes are completed accurately. In collaboration with the Operations Team, provides payroll support for units. 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 transactions 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 other units within Academic Affairs, particularly with respect to Kronos and UCPath.
Under direction of the Director and Financial Operations Analyst, provides support for staff recruitments. 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. 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.
Analytical & Organizational Support (10%): 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. Acts as the primary Departmental Safety Representative (DSR) in Kerr Hall in coordination with other DSRs in the EVC’s Office. 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. Serves as a backup to analysts. In collaboration with the relevant staff, responsible for general office oversight in Kerr Hall 2130. 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.
As part of the Operations Team, develops and implements business practices and procedures and creates administrative systems to ensure office efficiency and effectiveness. 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. Under the guidelines established by senior staff, assumes responsibility for the comprehensive function of document processing, both digital and print, in the EVC’s 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.
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.
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:
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UC Santa Barbara COVID-19 Information - https://www.ucsb.edu/COVID-19-information
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University of California Policy on Vaccinations – With Interim Revisions - 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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Privacy Notification Statement:
Privacy Notification Statement and Notice of Availability of the UCSB Annual Security 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'.
