Payroll Title: Blank Assistant 3
Job Code: 4722
Job Open Date: 1/18/24
Application Review Begins: 2/2/24; open until filled
Department Code (Name): AASC (Arts Administrative Support Center)
Percentage of Time: 100%
Union Code (Name): CX (Clerical)
Employee Class (Appointment Type): 2 – Staff (Career)
FLSA Status: Non-Exempt
Classified Indicator Description (Personnel Program): PSS
Salary Grade: STEPS
Hiring/Budgeted Salary Hourly Range: $27.29 – $28.58/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 $27.29 – $39.12/hr. The budgeted hourly range that the University reasonably expects to pay for this position is $27.29 – $28.58/hr.
Work Location: ARTS 1254
Working Days and Hours: M-F; 8am – 5pm
Benefits Eligibility: Full Benefits
Eligible for Remote or Hybrid: Yes, hybrid
Special Instructions
For full consideration, please include a resume and a cover letter as part of your application.
Department Marketing Statement
The Arts Administrative Support Center (AASC), located in the Arts Building (Building 534), provides administrative services for the Department of Art, Department of History of Art & Architecture and the Art, Design & Architecture Museum. It includes Academic Services units.
Benefits of Belonging
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Brief Summary of Job Duties
Under the general supervision of the Financial Analyst, the Financial & Budget Coordinator serves as a member of the Arts Administrative Support Center’s financial and academic personnel unit. Is responsible for all Art Department and the AASC cluster budgets and financial services and monitoring all department accounts. Coordinates diverse purchasing and record-keeping activities for departmental administrative operations as well as in the curricula areas of photo, print, ceramics, sculpture, painting, drawing, and digital media. Works with Arts Administrative Support Center staff to design and update department financial systems for research, student aid, instructional, and donation accounts. Reconciles General Ledger (GLO60) and Payroll Ledger; reconciles discrepancies. Works in consultation with the Director and Financial Manager in the development and implementation of accounting systems; assists with developing short- and long-range financial goals. Interprets terms and conditions, advises on the appropriateness of allocations and expenditures, and recommends and assists in the implementation of solutions to financial difficulties that are efficient, auditable, and in compliance with the award and University criteria. Responsible for fiscal closing. Assists with financial management for the University Art Museum and is primary backup for the other financial & budget coordinator when needed. Coordinates all employment activities for temporary faculty, student assistants, teaching assistants, research assistants. Other duties as assigned.
Required Qualifications
Preferred Qualifications
Special Conditions of Employment
Job Functions and Percentages of Time:
Manages all aspects of department financial matters and accounting systems totaling $2.8 million annually; determining work methods and tasks. This includes accounts payable, purchasing, staff and casual personnel employment and payroll, travel and entertainment, awards, grants, inter-campus arts, and extramural funding for department administration and instructional areas of photo, print, painting, drawing, ceramics, sculpture, and digital media.
Serves as the primary financial administrator for the Department of Art. Manages accounts for instructional studios (photo, print, painting, drawing, ceramics, sculpture, and digital media) including course fee allocation, studio purchases and store inventory reimbursements.
Manages quarterly student billing via BARC for course fees and store inventory. Creates financial reports for area reserves and ensures proper usage of lab fees. Works with faculty to establish new courses fees when needed. Administers all transactions related to procurement, accounts payable, and reimbursements for the department. Serves as primary buyer for the department. Advises academics and staff on all aspects of purchasing policies and requirements. Maintains knowledge of procurement policies and procedures, equipment retirements, sole-source bidding, and indirect purchasing costs related to funding sources.
Responsible for verification of available funds. As the primary Flexcard cardholder for the department, initiates department specific purchases directly and ensures they’re allocated to the correct funding sources. Follows-up with vendors and BFS when needed. Responsible for on-line entry of purchase requisitions through Gateway, ensuring accuracy and completeness of all data and required approvals. Manages Gateway contracts and purchase orders from initiation through final payment.
Quickly addresses any issues that arise in order to keep the process moving. Communicates with impacted parties on the status of Gateway transactions as needed. Ensures all back-up documentation is on file and audit ready at all times. Communicates with vendors on supply and equipment items, annual service agreements, special orders, etc. Acts as departmental liaison with Purchasing, Equipment Management, Business Services, Central Stores, and vendors.
Monitors all fiscal activity within the Art Department in consultation with the AASC Director. Prepares cost projections and cost analysis, reviews monthly financial statements and analyzes spending patterns impacting all areas.
Oversees and monitors all hourly and monthly payroll which amounts to approximately $300,000 annually. Mandatory PPS auditor and input person for of all PPS (payroll) transactions; Flexcard reviewer and purchase order administrator of all department purchases and credit cards; All travel, grant, entertainment, development and all financial funds administrator; Process all reimbursement checks collected by areas and administer the disbursement of these funds; run and administer all course material fees; carry forward, fiscal closing and ledger balancing and maintenance; Perform all financial and payroll operations for the department.
Maintains a constant awareness of the financial status of multiple, individual fund sources to ensure that financial integrity is maintained and that expenditures are appropriated for the fund source being used. Using campus systems, prepares fund and expense transfers (TOFs, TOEs), UPAYS and UFINS. Ensures adherence to accounting internal control policies. Provides solutions to difficult problems using knowledge of University policies and procedures. Maintains department records in an “audit-ready” status.
Serves as liaison with purchasing, equipment management, accounting, computer center, HSSC, IC, and numerous outside vendors.
Verifies and approves all invoices and makes recommendations for the purchase of equipment and supplies. Individuals must be well versed in purchasing policies and procedures. Responsible for producing, tracking, and auditing approx. 400 low-value orders and purchase requisitions per year. Responsible for all maintenance contracts and insurance.
Advises faculty and graduate students on details regarding research travel funds, instructional improvement grants, awards, and other various intra and extramural funds. Independently tracks the financial status of all funds awarded (includes the reconciliation of ledgers and preparing financial reports). Discusses account balances with faculty members/principal investigators on a monthly basis.
Oversees travel and lodging arrangements and prepares honoraria/expense reimbursements for faculty, visiting faculty, donors, and seminar speakers.
In consultation with the Development Office, receives and processes gift funds.
Interprets and synthesizes financial data from reports to formulate recommendations to Chair, Academic Services Manager, and AASC Director regarding short and long-range budgetary issues. Responsible for maintaining accurate and up-to-date departmental financial records. Prepares detailed financial and budget reports and projections. Make monthly presentations to the Chair, Academic Services Manager, and AASC Director on the department’s financial status. In consultation with the Chair, Manager, and Director, plans for future acquisitions and other budgetary decisions. Active participant in department long and short-range financial planning. Acts as back-up to Manager and other Financial Specialist for administrative and personnel actions.
Oversees and monitors all hourly and monthly payroll which amounts to approximately $1.65 million annually. Responsible for time reporting, timecard reconciliation, and corrective payroll actions. Acts as liaison with the Financial Aid office for work-study students. Tracks work-study expenditures and individual allocations. Stays current with changes in payroll and work study rules, regulations and processes; attends training sessions and meetings as needed. Visiting faculty and lecturers. Oversee travel and lodging arrangements and prepares honoraria/expense reimbursements for faculty, visiting faculty, donors and seminar speakers. Knowledge of Visa requirements.
Develops and maintains computerized data and financial accounting systems for administrative and functional instructional areas, development and gift funds, and intramural grant accounts. Works with Academic Services Manager and ASC Director on development and implementation of databases for tracking a variety of departmental data for financial planning purposes. Acts as principal resource for all implemented accounting systems, establishing and maintaining all cost centers for the allocation and tracking of all accounts associated with department. Monitors accounts and furnishes solutions to problems, errors, and inconsistencies. Makes recommendations and implements improvements in internal accounting systems. Responsible for analyzing, evaluating, and documenting the department’s accounting systems and procedures. Recommends system changes. Devises new ways to retrieve and store information for financial planning.
Cross trains with other staff in the ASC financial unit and is the primary backup to the primary financial specialist to the Art Department & AD&A Museum. Distributes copier codes; serves as liaison with vendors; troubleshoots copying equipment problems. Orders and maintains office supplies for the ASC. Internal Billing: telephone, Overnight Courier, Copier costs for faculty and staff. Other duties as assigned. General facilities oversight, creating and managing fix it tickets
UC Vaccination Programs Policy – With Interim Revisions
As a condition of employment, you will be required to comply with the University of California Policy on Vaccination Programs – With Interim Revisions.*
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
*Note: The Policy on Vaccination Programs – With Interim Revisions was updated effective August 16, 2023. A systemwide review of this policy will take place in Fall 2023 with an expected issuance/effective date in early 2024.
** 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 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.
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Application Status
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The University of California 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.
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