Financial Coordinator

Position Number: 40078646

Payroll Title: Blank Assistant 3

Job Code: 004722

Job Open Date: 1/6/25

Application Review Begins: 1/22/25; open until filled

Department Code (Name): GSED (DEAN, SCHOOL OF EDUCATION)

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 salary range that the University reasonably expects to pay for this position is $28.44 to $29.78/hr. 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/hr.

Work Location: Education Building - 4129

Working Days and Hours: M-F, 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 may work fully in-person, but a hybrid schedule is an option if desired after successful completion of the probationary period, or sooner if approved by the supervisor.

Special Instructions:

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

Department Marketing Statement:

The Gevirtz Graduate School of Education at UC Santa Barbara is home to faculty, students, and staff who all care deeply about developing themselves and others as leaders in educational and psychological research, practice, and leadership. We are committed to increasing access to excellent opportunities for the diverse children, families, and citizens of California. Our local and regional partnerships have attracted national and international attention. Visit our website at http://education.ucsb.edu/

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 Manager for Finance & Administration of the Gevirtz Graduate School of Education (GGSE), the Financial Coordinator is responsible for providing essential administrative and financial support for the GGSE Contracts & Grants office and overall support that is critical to the successful operation of the GGSE. Processes financial transactions including but not limited to purchasing, transfers, reimbursements, travel, honoraria, payments, petty cash, entertainment, and membership. Monitors accounts and generates reports for senior management and faculty as requested. Updates and inputs transactions in Excel and other financial systems as applicable. Ensures compliance with applicable policies and procedures. Supervises student assistants. #LI-KA1

Required Qualifications:

• High school diploma or GED.
• Must be able to work with a variety of customers in a fast-paced environment with frequent interruptions.
• Must have good attention to detail.
• Must possess excellent verbal and written communication and organizational skills.
• Must be professional and service oriented.

Preferred Qualifications:

• Bachelor's Degree or equivalent experience and/or training.
• Less than 1 year experience working in an office setting/administrative work.
• Solid Knowledge of UCSB financial processes, policies and procedures and how to apply them.
• Solid Knowledge of Gateway, Espresso modules and other relevant campus systems.
  

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:

• 60% FINANCIAL/BUDGET ADMINISTRATION - Processes financial transactions including but not limited to transfers, reimbursements, travel, honoraria, payments, petty cash, entertainment, and memberships. Processes deposits ensuring that checks and wire transfers received match approved rates and invoices. Invoices suppliers per contract schedule and requirements. Sets up and monitors credit card payments, refunds and compliance for projects, grants, events, and units within GGSE. Gathers and reviews data, and prepares financial reports. Responsible for posting all daily expenditure activities in Excel and applicable financial systems to project account balances. Researches and resolves anomalies, discrepancies and unexpected transactions on accounts. Liaises with UCSB central campus staff as needed to seek assistance and solve problems. Manages extensive Excel accounting systems; evaluates and reorganizes current systems for efficiency. Maintains complete and accurate financial files, ensuring the department is "audit ready" at all times. Assists and advises faculty regarding use of start-up, state, gift, and income funds ensuring federal, state and University policies are adhered to. Assists with annual fiscal close process.
• 30% PURCHASING - Responsible for purchasing via Gateway and Flexcard. Responsible for establishing and monitoring vendor blanket purchase orders and initiating modifications as required. Ensures that orders are received and invoices are processed and paid in a timely manner. Completes allocation of expenses in the Flexcard module. Initiates work orders for space modifications, communications, and transportation services as necessary. Performs cost analyses and comparison bids for other than routine purchases. Acts as department representative with outside vendors, campus service departments and units within Business & Financial Services.
• 10% GENERAL SUPPORT/SUPERVISION - Provides instruction and assistance to other GGSE staff regarding policies and procedures for purchasing, reimbursement processing, travel, entertainment/business meetings and other financial processes. Assists staff with administrative tasks in periods of work overload or absence. Responsible for interviewing, selecting and training student assistants. Supervises and delegates job duties. Schedules meetings and student shifts based on program needs. Maintains up-to-date desk manual. Miscellaneous duties as assigned.

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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