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Job Code: 004722
Job Open Date: 7/7/2023
Application Review Begins: 7/24/2023; open until filled
Department Code (Name): BLST (BLACK STUDIES)
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: $26.87 - $28.14/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 this position is $26.87 to $38.52/hr. The budgeted hourly range the University reasonably expects to pay is $26.87 to $28.14/hr.
Work Location: South Hall - 3631
Working Days and Hours: M-F; 8am - 12pm
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 Profile
The Department of Black Studies, which now includes nine ladder rank faculty, and four lecturers, has recently been ranked ninth in the nation. It assumes a matrix model, bringing together scholars from an array of disciplines concerned with the Black Diaspora (the United States and Caribbean), as well as Africa. The Department enrolls four thousand students each year and offers for its undergraduate majors an honors program that provides year long engagement with original research. To achieve even greater impact, a doctoral program is envisioned.
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 Assistant provides financial support to the Department of Black Studies. Duties include assisting with and monitoring internal financial controls; processing invoices, purchase orders and all departmental travel and entertainment. Provides administrative support to the Business Officer on various special and ongoing projects, which require strong knowledge of budgeting, planning and coordination, and implementing objectives, policies, and procedures. Serves as the UCPath Initiator; prepares forms and processes all online transactions for payroll, expense transfers, late payments and overpayments for the staff.
Required Qualifications
- High school diploma or GED.
- Experience using applications such as Word and Excel.
- Requires good verbal and written communication skills, active listening, critical thinking, multi-task and time management skills.
- Requires interpersonal and work leadership skills to provide guidance to other nonexempt personnel.
Preferred Qualifications
- Bachelor's Degree or equivalent training and/or experience.
- Experience working in a college or university setting
- Thorough knowledge in administrative procedures and processes including word processing, spreadsheet and database applications.
Special Conditions of Employment
- Satisfactory conviction history background check
- UCSB is a Tobacco-Free environment
Job Functions/Percentage of Time/Duties
- 55% Financial Administration - Responsible for the administration of financial matters, accounting systems including establishing, and monitoring internal financial controls for the Department of Black Studies under the general supervision of the Business Officer. Prepares all forms and related approvals for financial transactions, including processing invoices and gifts, transfers of funds, and transfers of expense. Responsible for maintaining appropriate electronic/paper audit trail to provide an efficient, effective and accurate record tracking system. Responsible for accurate analysis and timely payment of a large volume of vendor invoices and reimbursements. Verifies all invoices and check requests for accuracy and compliance with purchase orders, University policies and procedures, and sales/use tax regulations. Follows up with vendors, campus departments, purchasing and equipment management offices, solving discrepancies. Verifies recharges from other departments. Monitors payments to vendors and resolves discrepancies. Applies 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, and gifts. Researches, analyzes, and recommends appropriate actions to resolve issues concerning financial transactions, exceptions to policy, and interpretations of policy. Advises on appropriate policy governing research and travel grants, faculty start-up, removal funds, and intramural and extramural grants. Ensures sound budgetary principles are applied, and uses various accounting and reporting systems, to provide financial reports and data. With the Business Officer, establishes and evaluates control practices ensuring that campus, university, and audit policies and procedures are met. Develops and implements effective procedures for management of the budget using Online General Ledger, Data Warehouse, Espresso suite, Excel, and other campus data resources. Assists with fiscal close, new fiscal year set up, budget projections, and reports. Assists with monitoring, reconciling, and reporting financial commitments.
45% Purchasing / Reimbursement - Processes all department purchase orders or contracts Performs the following duties for the Departments of Black Studies and Feminist Studies: Processes all department purchase orders or contracts using the Gateway ordering system. Audits invoices against Gateway purchase order numbers to ensure billing accuracy. Reconciles monthly invoices from campus agencies against orders placed or work done. Maintains complete files on purchases and contracts. Primary department contact with UCSB Purchasing department. Provides cost analysis and obtains comparison bids for all significant department purchases. Reviews all invoices and recommends equipment and supply purchases. Requires knowledge of all UCSB purchasing policies. Processes travel expense vouchers, advances; and honoraria. Provides guidance on policies and procedures regarding regulations governing travel, per diem, entertainment, and honoraria. Processes entertainment requests while obtaining "prior exceptional approval" if required. Process reimbursements for research or administrative related work, using the online and paper form 5's or via petty cash forms. Serves as the UC Path Initiator including the Salary Cost Transfers. Prepares forms and processes all online transactions for payroll expense transfers, late payments and over payments.
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
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Privacy Notification Statement and Notice of Availability of the UCSB Annual Security Report Disclosures
