Job Details

Financial and Budget Coordinator
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Position Number: 5984553
Location: Santa Barbara, CA
Position Type: Business and Financial Management

Financial and Budget Coordinator

University of California Santa Barbara

Job Posting Details

Position Number: 40073769

Payroll Title: Blank Assistant 3

Job Code: 004722

Job Open Date: 2/5/25

Application Review Begins: 2/21/25; open until filled

Department Code (Name): SASC (SO HALL ADMIN SUPPORT CENTER)

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 hourly range that the University reasonably expects to pay for this position is $28.44 to $29.78/hour. 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 $28.44 to $40.76/hour.

Work Location: South Hall - 3431J

Working Days and Hours: Monday - Friday, 8:00 AM - 5:00 PM

Benefits Eligibility: Full Benefits

Type of Remote or Hybrid Work Arrangement, if applicable: Yes, after successful completion of 6 month probationary period for new employees

Special Instructions:

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

Department Marketing Statement:

The South Hall Administrative Support Center (SASC) provides administrative services for the departments of English, Linguistics, Philosophy, the English for Multi-Lingual Students Program (EMS), and the Writing Program, in the College of Letters & Science's Division of Humanities and Fine Arts. It includes Academic Services and Student Services units.

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:

Is responsible for providing financial services to departments and programs in the South Hall Administrative Support Center (SASC). These include the departments of English, Linguistics, Philosophy, English for Multilingual Students Program, and the Writing Program. Services include monthly ledger reconciliation, issuance of payments and reimbursements, travel, payroll, storage of records, posting, and processing of all financial records, etc. Responsible for monitoring all department/program accounts and generating reports and data as necessary. Updates and inputs all transactions in the GUS financial shadow system. Assists faculty, students, and staff with processing various awards, grants, and fellowships for research, student aid, and instructional purposes. Processes gifts and monitors endowment accounts. Responsible for arrangements and all financial aspects of conferences and events.

Required Qualifications:

High school diploma or GED.
1-3 years administrative work experience.
1-3 years of experience using applications such as Word or Excel.

Preferred Qualifications:

1-3 years of experience working in a college or university setting.
Thorough knowledge in administrative procedures and processes including word processing, spreadsheet and database applications.
Requires good verbal and written communication skills, active listening, critical thinking, multi-task and time management skills.
Ability to prioritize work, perform and track a variety of tasks simultaneously, work under the pressure of deadlines, be resourceful and work independently.
Ability to exercise professional judgement, and creatively solve problems within policy.
Must possess strong organizational skills with a high degree of accuracy and attention to detail.

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:

45% Financial Transactions and Systems - Develops and uses departments'/programs' GUS financial shadow system for tracking and reconciling all financial transactions including appropriations, expenditures, payroll, etc. and for performing ledger and payroll reconciliation, and generating financial projections. Assigns project codes and allocates expense as appropriate. Assists Flex Card and Corporate Card users with purchasing advice. Processes transfers of funds, transfers of expense, and transactions required to adjust and correct any errors in charges or credits. Initiates all financial transactions for department/program accounts and projects, including travel reimbursements, entertainment, purchase orders, vendor blankets, purchase orders and payroll transactions. Responsible for lodging, entertainment, travel and reimbursement aspects of departmental/program conferences and events. Processes purchase requisitions for equipment, faculty removal, etc. Provides cost analysis and obtains comparison bids for other than routine purchases. Audits and bills faculty, students and staff for copying, fax, telephone, and Fed Ex charges to appropriate grants and projects. Provides assistance to PIs for development of budgets and monitoring of grants, awards, and fellowships. Maintains current knowledge of accounting policies and procedures. Maintains reference materials. Generates reports and updates as requested. Ensures compliance with Audit, Control, and Accounting principles.

25% Financial Planning - Prepares fiscal status reports in GUS for faculty, staff and department/program Chair/Director. Reconciles department/program records with official University records, including general ledgers, payroll ledgers, equipment inventory records, and all statements and records generated by the UCSB Foundation, Accounting, and the Development Offices. Provides detailed projections of research and instructional spending by project as well as by account and project code. Develops budgets for research and instructional proposals for federal, state, Office of the President and campus funding initiatives. Knowledgeable about campus policies and procedures that apply to a variety of funding sources, including state funds, federal funds, awards, grants, and donations and gifts. Advises faculty, staff and students regarding appropriate policy governing research and travel grants, faculty "start-up" and removal funds, instructional improvement grants and various private agency and federal grants. Responsible for the fiscal closing of all department/program accounts and for establishment of account and project balances at the beginning of the fiscal year. Develops department annual carry-forward actions for various department/program accounts of over $500,000 per year. Uses knowledge of funding restrictions and flexibility to determine allocations of expenses in mulitfunded projects such as the Transcriptions project and Multicampus Research Group.

25% Personnel - Knowledgeable with regard to campus policies and procedures for employment classifications, recruitment,hiring, benefits eligibility, dual employment and overtime compensation. Initiates employment procedures and documents for all temporary staff, student, and research positions. Ensures that documents are processed in timely manner. Provides employees with time cards and explains policies and procedures governing approvals for time worked and deadlines for monthly reporting. Performs payroll transfers as needed to correct charges to accounts. Uses Payroll Personnel System to set up initial employment, make changes to appointments, record time worked for hourly employees, process separations, etc. Tracks work/study allocations and expenses and alerts Business Officer to status of work/study employees. Serves as Department Health Benefits representative, providing department personnel with information concerning changes and updates to benefit programs.

5% Miscellaneous - Assists with planning logistics and facilitates reservations for conferences, lectures, events, and meetings. Maintains department/procedure policies and procedures files. Advises faculty, Business Officer, and other department staff of changes to campus policies and procedures. Assists other department/program staff and faculty on special projects, i.e. graduate recruitment, development efforts, office space renovations and faculty recruitment, etc.

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:

The University of California endeavors to make https://jobs.ucsb.edu accessible to any and all users. If you would like to contact us regarding the accessibility of our website or need assistance completing the application process, please contact Katherine Abad in Human Resources at 805-893-4664 or email katherine.abad@hr.ucsb.edu. This contact information is for accommodation requests only and cannot be used to inquire about the status of applications.

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'.

To apply, please visit: https://careerspub.universityofcalifornia.edu/psc/ucsb/EMPLOYEE/HRMS/c/HRS_HRAM_FL.HRS_CG_SEARCH_FL.GBL?Page=HRS_APP_JBPST_FL&JobOpeningId=76114&PostingSeq=1&SiteId=31&languageCd=ENG&FOCUS=Applicant