Financial & Administartive Assistant

UC Santa Barbara; Santa Barbara (CA); Hybrid; USD 42,000 - 61,000; Full time

Job summary

UC Santa Barbara is seeking a 100% time staff member to support the Division of Student Affairs with financial operations. You will handle accounts payable, budgeting, data entry, and financial reporting while upholding university policies and confidentiality.

The role requires 1-3 years in financial or administrative work; hybrid work arrangement after probation; in-office presence is expected as needed.

Qualifications

• High School Diploma or equivalent experience.
• 1-3 years Financial or Administrative Experience.
• Bachelor's Degree or equivalent experience preferred.
• 1-3 years Cash or Banking Handling Experience preferred.

Responsibilities

• Manage financial administration tasks within the Student Affairs division.
• Prepare and process accounts payable and financial transactions.
• Support budgeting, auditing, and financial reporting processes.
• Maintain and coordinate financial databases and backup filing systems.

Skills

Financial Administration

Administrative Experience

Education

High School Diploma or equivalent experience

Bachelor's Degree or equivalent experience

Tools

FinHub

PowerBI

Job description

Job Posting Details

Position Number: 40076422

Payroll Title: BLANK AST 3 CX (004722)

Job Code: 4722

Job Open Date: 9/14/26

Application Review Begins: 9/29/26

Department Code (Name): AAVC (ASST TO VCE CHANCLLR OF STDNTS)

Percentage of Time: 100%

Union Code (Name): CX- Clerical/Admin

Employee Class (Appointment Type): Staff: Career

FLSA Status: Non-Exempt

Classified Indicator Description (Personnel Program): PSS

Salary Grade: STEPS

Pay Rate/Range: The budgeted salary range that the University reasonably expects to pay for this position is $30.82 to $37.02/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 salary range for this position is $30.82 to $44.16/hr.

Work Location: 1101 SAASB

Working Days and Hours: Monday - Friday, 8:00AM - 5:00PM (Some Flexibility)

Benefits Eligibility: (e.g., Full Benefits, Mid-Level Benefits, Core Benefits)

Type of Remote or Hybrid Work Arrangement, if applicable: Hybrid (Both UC & Non-UC locations): Hybrid work schedule will be considered after the probationary period has been completed and as long as hybrid arrangements are approved by the Division of Student Affairs. The University has the authority to change or revoke hybrid scheduling with reasonable notice. Incumbent must be available to be in the office as requested or full time should operational needs require it.

Department Marketing Statement

The Division of Student Affairs advances the education, research, and service mission of the University by providing programs and services that contribute to students’ academic achievement, personal development, well-being, and success. As dedicated, compassionate, and collaborative professionals, we cultivate lifelong leaders and learners who recognize and appreciate the dignity of individuals and communities.

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 supervision of the Financial Operations Manager, plays a key role in ensuring effective and efficient financial and business functions for the Division of Student Affairs. Serves as a member of the Student Affairs Business & Administration Team. The primary focus area for this position is the Student Enrollment & Success Cluster, which is made up of Office of Financial Aid, Office of the Registrar, Educational Opportunity Program, Disabled Students program, Office of International Students & Scholars, Campus Sustainability Programs, Career Services, SA Grants & Development and Veterans & Military Services. Responsibilities include financial analysis, reporting, and tracking; maintaining and initiating financial and operations databases; general ledger auditing; purchasing; and preparing and processing a wide variety of financial transactions. Provides analytical support for a wide range of topics. Prepares and processes accounts payable transactions including travel, entertainment, purchase requisitions, gift forms, BARC, deposit and recording advice, etc. Possesses a strong and in depth knowledge of University policies and procedures and Divisional guidelines. Provides policy information to staff and handles multiple complex and confidential projects that require strong analytical and organizational skills. Exercises advanced problem-solving skills and knowledge to plan, recommend, and execute courses of action. Uses independent judgment, decision making, and initiative to set priorities, plan, and coordinate projects and activities. Works under the pressure of competing deadlines and frequent interruptions. This position requires a high level of confidentiality, sensitivity, and professional judgment as well as excellent written and oral communication skills. Performs tasks independently or within a team environment.

Required Qualifications

• High School Diploma or equivalent experience
• 1-3 years Financial or Administrative Experience

Preferred Qualifications

• Bachelor's Degree or equivalent experience
• 1-3 years Cash or Banking Handling Experience

Special Conditions of Employment

• Satisfactory criminal history background check
• UCSB is a Tobacco Free Environment

Misconduct Disclosure Requirement

As a condition of employment, the final candidate who accepts an 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; or have filed an appeal of a finding of substantiated misconduct with a previous employer.

“Misconduct” Means Any Violation Of The Policies Governing Employee Conduct At The Applicant’s Previous Place Of Employment, Including, But Not Limited To, Violations Of Policies Prohibiting Sexual Harassment, Sexual Assault, Or Other Forms Of Harassment, Or Discrimination, 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

• 40% Financial Administration - Knowledgeable of all applicable policies and restrictions; including, but not limited to University, State, student lock-in fees and various donors, and revenue accounts. Monitors various funding sources (registration fees, State funds, various donor funds, income, lock-in fees, etc.) and multiple CCOA accounts segments. This requires an in-depth understanding of policies and regulations affecting various funding sources. Researches, and gathers financial data utilizing online systems (FinHub, PowerBI, etc) to analyze and forecast expenditure patterns and potential budgetary issues and creates and presents reports to Financial Operations Manager. Develops, collects and maintains the department financial backup electronic filing system, including setting up, archiving, and purging financial files according to University record retention policies. Supports the tracking of all budgets, helping ensure that all expenditures are held within approved budget limits, processing approved budget transfers, mid-year budget adjustments, and reports as required. Participates in moderately complex audits of processes in coordination with Financial Operations Manager and recommends changes to processes to optimize efficiency and ensure compliance with federal, state and UC requirements. Assists in ensuring that the appropriate