Financial Coordinator

Payroll Title: Blank Assistant 3

Job Code: 004722

Job Open Date: 11/18/2024

Application Review Begins: 12/06/2024; open until filled

Department Code (Name): ANTH (ANTHROPOLOGY DEPT)

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 - $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 hourly range for this position is $28.44 to $40.76/hr.

Work Location: Humanities And Soc Sci Bldg. - 2001, Cubicle F

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: Possibility of hybrid or remote schedule after probationary period.

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

Department Marketing Statement:

Anthropology is the study of humankind in the broadest sense. Our faculty and PhD students specialize in three subfields: archaeology, sociocultural anthropology, and Integrative Anthropological Sciences (evolutionary, biological and cultural). We offer BA degrees with an emphasis in archaeology, biological anthropology, sociocultural anthropology and a general anthropology degree covering all emphasis subfields. For over half a century, the Department of Anthropology at UCSB has been an active and vibrant center of research, mentorship and teaching. We invite you to join us.

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, is responsible for monitoring department accounts and generating reports and data as necessary. Updates and inputs transactions in the Excel financial shadow system. Processes financial transactions such as payments and reimbursements, including but not limited to travel, honoraria, entertainment, membership, payroll, and the processing, posting, and storage of financial records. Oversees departmental services, operations, purchasing, and inventory control. Acts as the primary UCPath Initiator for funding transactions. Assures compliance with applicable policies and procedures.

Required Qualifications:

• High school diploma or GED.
• 1-3 years of administrative work experience.
• 1-3 years experience using applications such as Word or Excel.
• Must possess strong organizational skills with a high degree of accuracy and attention to detail.
• Strong communication and interpersonal skills required to serve as an accurate and effective liaison between students, faculty, Accounting, and other campus academic and administrative units.
• 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 judgment, and creatively solve problems within policy.

Preferred Qualifications:

• 1-3 years of experience working in a college or university setting.
• Bachelor's Degree or equivalent experience and/or training.
• Familiarity with campus accounting policies, procedures, general ledger reconciliation, and systems such as Espresso, TEV, TOF/TOE, and UCPath.

Special Conditions of Employment:

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

Job Functions and Percentages of Time:

Financial Responsibilities 85%: Monitors fiscal activity within the department including reconciling department financial records with general and payroll ledgers. Researches and resolves discrepancies on accounts prior to receipt of next general ledger. Prepares all forms and related approvals for financial transactions. Experienced with the appropriate procedures to ensure accurate and timely financial transaction processing. Is responsible for using and maintaining Excel shadow tracking systems to monitor purchases, recharges, travel, entertainment, recruitment, supplies, payroll, journal support, research, faculty start-up and other expenses. Provides monthly financial reports to faculty and MSO. Assists the MSO with preparation of annual departmental budgets and requests for funds. Responsible for annual fiscal closing process for department accounts. Prepares carryforward requests as appropriate. Using knowledge of University policies and procedures that govern financial transactions (such as employment, purchasing, recharges, entertainment, travel, recruitment and reimbursements) and knowledge of policies governing various department funding sources, ensures the department is in compliance with all University accounting policies Acts as department representative with outside vendors and campus service departments. Initiates work orders for space modifications, communications, and transportation services. Does cost analysis and comparison bids for other than routine purchases. Uses Gateway Purchasing system. Establishes and maintains vendor blankets. Coordinates, processes and monitors departmental supplies and equipment shipping and receiving. Advises faculty and graduate students on policies governing research grants, travel grants, and instructional improvement grants. Acts as department liaison to campus units such as the Office of Research, ISBER, the Academic Senate, and the Interdisciplinary Humanities Center and Business Services. Processes deposits for the Central Coast Information Center and the Repository for Archaeological and Ethnographic Collections and other contracts as appropriate. Monitors expenditures and bills clients as required. Prepares Rate and Income proposals establishing rates as appropriate.

UCPath Transactions 5%: Serves as UCPath Funding Initiator, including performing Salary Cost Transfers. Prepares forms and processes online transactions for payroll, expense transfers, late payments, and overpayments.

Office Administration 10%: Responsible for annual equipment inventory audits. Maintains accurate records of equipment and performs physical audit as required. Prepares EIMR's as appropriate. Responsible for operation of departmental copy and fax machines, calls for service, assigns user numbers, and trains users. 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 - 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.

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