Financial & Administrative Assistant

Under the general supervision of the Director of Finance and Administration, this position supports the Graduate Division in administration, financial and travel processing, personnel/payroll support, and purchasing. It also provides administrative assistance for events and activities.

• Process accounts payable for memberships, vendor invoices, recharges, and other payments.
• Coordinate business travel processing from initial travel request through final payment, ensuring prior approvals and compliance with travel policies.
• Advise staff on travel policies, make arrangements for travel advances or payments to corporate card accounts, and ensure travel expense reports are completed accurately and processed timely.
• Review accounts payable transactions in Concur related to travel, entertainment, and reimbursements.
• Keep current on travel and entertainment policy.
• Assist with recruitment funding and Central Fellow travel funding requests and receipt and evaluation of Central Fellow recruitment travel reimbursement requests.
• Oversee distribution of funds to campus departments for Outreach and Recruitment.
• Enter accounts payable transactions for accounts utilizing online campus databases and payment systems, monitor fiscal activity to ensure appropriate expenditures and accurate reporting.
• Reconcile expenses and income to the general ledger on a monthly basis, researching and resolving problems.
• Review ledger data for problems and trends.
• Prepare necessary documentation to transfer expense to correct accounts using the Online General Ledger and Transfer of Expense System, and submit to the Director for approval.
• Assist with budget preparation, financial reporting, and determining trends in revenue and expenses.

• Demonstrate a high-level understanding of Graduate Division policies and activities of Student Affairs offices; research resolution of sensitive situations and refer issues to appropriate areas.
• Exercise professional judgment, discretion, confidentiality, and sensitivity in all communications, maintaining a courteous and professional demeanor.
• Oversee onboarding of new employees and process separations.
• Create and maintain a desk manual.
• Assist the Director in department space management, including multiple locations on campus and basement storage.
• Serve as backup for administrative assistance to the Deans in the absence of the Deans’ Executive Assistant.
• Provide administrative assistance to the Deans and unit directors for staff recruiting, hiring, and scheduling as needed.
• Serve as the department benefit representative and distribute information to staff; assist staff in navigating UCOP benefits and accessing support.
• Provide support for major divisional events including commencement, graduate student orientation, Graduate Student Showcase, and other events.
• May perform other administrative duties and projects as assigned.

• Prepare payroll in UCPath and the online time reporting system (Kronos), including creation of pre‑approval documentation; responsible for initial data entry and subsequent updates for approximately 40 records.
• Ensure that applicable payroll and personnel guidelines, including collective bargaining agreements, are followed.
• Maintain confidentiality and demonstrate ethical standards.
• Perform a monthly review of staff attendance records and accrual balances, correct leave reporting when necessary, interpret and apply relevant policies, and complete payroll deductions/adjustments.
• Audit work hours for casual employees to ensure monthly maximums and student work‑study allocations are not exceeded.

• Initiate purchase order requisitions and vendor blankets in Gateway, monitor usage, prepare, execute, and track departmental purchase orders.
• Initiate vendor agreements and contracts and serve as liaison with Purchasing, Contracts, Risk Management, and managers.
• Maintain inventory of office supplies, conduct comparative pricing studies when making purchases using UC strategic sourcing initiatives.
• Serve as departmental Flexcard holder, work with internal customers and vendors to make approved…