Financial & Administrative Assistant

Position Number:

Payroll

Title:

BLANK AST 3 (004722)

Job Code: 004722

Job Open Date: 6/26/26

Application Review Begins: 7/14/26

Department: GRAD (DEAN OF THE GRADUATE DIVISION)

Percentage of Time: 100%

Union Code: CX - Clerical/Admin

Employee Class: Staff:
Career

FLSA Status: Non-Exempt

Classified Indicator: PSS

Salary Grade: STEPS

Pay Rate/Range: $29.35 to $42.06 per hour

Work Location: Cheadle Hall 3117

Working Days and

Hours:

Monday‑Friday, 8 am‑5 pm

Benefits Eligibility: Full Benefits

Remote/Hybrid Arrangement: Potential for hybrid schedule

Special Instructions: Please submit a resume and a cover letter.

Under the general supervision of the Director of Finance and Administration, the Financial and Administrative Assistant supports the Graduate Division in the areas of administration, financial and travel processing, personnel/payroll support, and purchasing. The assistant maintains an understanding of other units within the Graduate Division, provides support for events, and assists with a variety of administrative tasks.

• Financial and Travel Processing – 40%
  • Process accounts payable for memberships, vendor invoices, recharges, and other payments.
  • Coordinate business travel processing, including approvals, arrangements, and expense reporting compliance.
  • Review accounts payable transactions in Concur and keep current on travel and entertainment policy.
  • Assist with recruitment funding, Central Fellow travel requests, and outreach and recruitment funds distribution.
  • Reconcile expenses and income to the general ledger on a monthly basis, resolve problems, and prepare documentation for transfer of expenses.
  • Assist with budget preparation, financial reporting, and trend analysis.
• Administrative Support – 25%
  • Understand Graduate Division and Student Affairs policies; research and resolve sensitive situations.
  • Exercise professional judgment, discretion, confidentiality, and sensitivity.
  • Oversee onboarding of new employees and process separations.
  • Create and maintain desk manual.
  • Assist with space management, staff recruiting, hiring, and scheduling.
  • Serve as department benefit representative and provide UCOP benefits support.
  • Support major Divisional events such as commencement and graduate student orientation.
  • Perform other administrative duties and projects as assigned.
• Payroll and Personnel Support – 20%
  • Prepare payroll in UCPath and Kronos, including data entry and updates for all employee records.
  • Apply UC policies on employee situations, maintain confidentiality, and uphold ethical standards.
  • Review staff attendance and accrual balances monthly, correct leave reporting, and apply appropriate holiday, vacation, and sick leave policies.
  • Audit work hours for casual employees and ensure compliance with monthly maximums and work‑study allocations.
• Purchasing – 15%
  • Initiate purchase order requisitions and vendor agreements in Gateway; monitor usage.
  • Prepare, execute, and track departmental purchase orders.
  • Serve as liaison between Purchasing, Contracts, Risk Management, and managers for service negotiations.
  • Maintain office inventory, conduct comparative pricing studies, and comply with UC strategic sourcing initiatives.
  • Act as departmental Flexcard holder and ensure Flexcard checklist guidelines are followed.

• High School Diploma or equivalent experience.
• 1–3 years of experience performing a variety of administrative support functions.
• Thorough knowledge of administrative procedures and processes, including word processing, spreadsheets, and database applications.
• Good verbal and written communication skills, active listening, critical thinking, multitasking, and time‑management skills.
• 1–3 years of experience working in a university setting.

• 1–3 years of experience working in a university setting.

• Satisfactory criminal history background check.
• UCSB is a Tobacco‑Free environment.

As a condition of employment, you will be required to comply with the University of California Policy on Vaccination Programs. Covered Individuals must submit proof of required vaccination compliance or an exception…