Financial/office Assistant

7 days ago

Santa Barbara, United States University of California, Santa Barbara Full time

**Job Code**:004722

**Job Open Date**:6/20/2024

**Application Review Begins**:7/8/2024; open until filled

**Department Code (Name)**: CHST (CHICANO STUDIES DEPT)

**Percentage of Time**:50%

**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**: $27.29/hr.

**Work Location**:South Hall 1714

**Working Days and Hours**: Mon-Fri; 4 hours/day within 8am - 5pm

**Benefits Eligibility**: Full Benefits

**Type of Remote or Hybrid Work Arrangement, if applicable**: Up to 1 day a week remote, after end of probationary period.

**Special Instructions**:
**Department Marketing Statement**:
The Department of Chicana/o Studies provides a venue for the interdisciplinary and multi-method study of social justice as evidenced within Chicana/o/x, Latina/o/x, and Indigenous cultures, communities, and experiences. By its founding documents, the Department was created to respond to the need for critically educated members of society, including those pursuing careers in education (as K-12 teachers and counselors), in law and public policy, and in social and environmental justice non-profit organizations. Over the past fifty years, students have become advocates for their communities, aided by their education in Chicana/o Studies and now additionally they have the option of pursuing doctoral degrees in the field. The Department of Chicana/o Studies was the first in the nation to create such a doctorate and continues to lead the field with faculty producing innovative research and new Ph.D.s entering the professoriate.

**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 Department Business Officer, the Financial/Office Assistant is responsible for assisting with all department financial matters and accounting systems. Prepares paperwork for financial transactions, reviews expenditures, reconciles the general ledger and prepares cost projections and monthly financial reports. Works with Excel spreadsheets and multiple financial systems, and databases (ie.UCPath, Data Warehouse, Concur, and other campus systems). Oversees purchasing and inventory control. Organizes events which includes: advertising, flights, room bookings, hotel reservations, and catering). Assists with analysis of financial trends, budgeting, and reporting. Provides analytical and administrative support to the Chair and department Business Officer. Coordinates the department's front desk operations, department seminars and other events

**Required Qualifications**:

- High school diploma or GED.
- 1-3 years administrative work.
- 1-3 years of experience working in a college or university setting.

**Preferred Qualifications**:

- Bachelor's Degree or equivalent experience and/or training.
- Knowledge and understanding of accounting and financial policies and controls.
- Highly organized and detail-oriented.
- Ability to take initiative and work independently.
- Strong administrative and organizational skills.
- Strong interpersonal skills, analytical skills, service orientation, active listening, critical thinking, attention to detail.
- Ability to manage confidential information.
- Demonstrated knowledge of financial management, accounting, tracking, troubleshooting, and reconciliation.
- Ability to function effectively as a member of a team.
- Good verbal and written communication skills, active listening, critical thinking, multi-task and time management skills.
- Interpersonal and work leadership skills to provide guidance to other nonexempt personnel.
- General knowledge of UCPath (payroll / personnel system) and Kronos (online timekeeping system).
- Possess knowledge of University policies and procedures for travel, purchasing, academic and staff personnel, sponsored projects contract and grant policies for the various extramural funding agencies and grad student support.

**Special Conditions of Employment**:

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

**Job Functions and Percentages of Time**:
35% Financial Services - Provides assistance to Staff and Faculty regarding accounting procedures and policies in areas that include purchasing, payroll, gift administration, accounts payable, and personnel. Coordinates financial transactions for the department which include travel vouchers for research, faculty and graduate student recruitment, and colloquium speakers. Processes the appropriate forms for official entertainment and assures that university policies are adhered to. Works with

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