Financial and Administrative Coordinator

University-of-California,-Riversid

Riverside (CA)

On-site

USD 61,000 - 87,000

Full time

4 days ago

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Job summary

University of California, Riverside seeks a Financial and Administrative Coordinator to provide proactive financial management, accounting support, purchasing, travel coordination, event planning, and student payroll processing.

The role supports the AVC/Dean of Students and works with the VCSA Budget Management Team to advance departmental goals while ensuring policy compliance and cross-training within the shared-services model.

Qualifications

Five years of related experience or an equivalent combination of education and experience.
Experience with data exporting, tracking, and preparing spreadsheets and backup reports.
Experience with processing routine financial accounting/purchasing transactions using online systems and identifying variances.

Responsibilities

Provide proactive financial management, accounting support, purchasing and travel coordination.
Plan events and manage student payroll processing as part of the shared services model.
Ensure compliance with UC policies; back up other team members during peak workload.
Collaborate with the VCSA Budget Management Team to support department goals.

Skills

Data exporting

Spreadsheet proficiency

UC online timekeeping

Customer service

Communication

Education

Bachelor's degree

Tools

Word

Access

Excel

FileMaker Pro

Oracle Financials (UCRFS)

Job description

Financial and Administrative Coordinator

Priority Application Deadline: 08/14/2026

Overview

Job ID 37807849

Category Administrative

Organization Student Affairs

Department AVC:Dean of Students Dept

Location Main Campus - UCR

Salary $61,283 - $87,821

Date Posted July 31, 2026

Application Deadline Open Until Filled

Schedule 8AM - 5PM

Full/Part Time Full-time(100%)

Level of Supervision General Direction

Personnel Program Code Professional & Support Staff

Other Information Qualifies for Employee Referral Bonus: No

UC Internal Job: No

Position Information

Under the Vice Chancellor for Student Affairs Organization, the Financial and Administrative Coordinator provides proactive, flexible and reliable support within a shared services model. Responsibilities include financial management, accounting support, purchasing, travel coordination, event planning, and student payroll processing. Ensures compliance with UC policies and procedures, and serves as a cross-trained backup for other shared-services team members and/or VCSA departments during absences or peak workload periods. Works under the direct supervision of the Financial and Administrative Manager for the AVC/Dean of Students and in close collaboration with the VCSA Budget Management Team to advance departmental and organizational strategic goals.

The full salary range for the Financial & Administrative Coordinator is $29.35 - $42.06 per hour. However, the expected pay scale for this position is up to $32.91 per hour. We base salary offers on a variety of considerations, such as education, licensure and certifications, experience, and other business and organizational needs.

Applicants must have current work authorization when accepting a UCR staff position. Currently, we are unable to sponsor or take over sponsorship of an employment Visa for staff.

As a University employee, you will be required to comply with all applicable University policies and/or collective bargaining agreements, as may be amended from time to time. Federal, state, or local government directives may impose additional requirements.

Requirements

Educational Requirements

Degree Requirement

Education and/or experience equivalent to a bachelor degree in a related field Preferred

Experience Requirements

Demonstrated experience with data exporting, tracking, preparation of spreadsheets and documenting transactional back up reports using software applications such as Word, Access, Excel, FileMaker Pro, Adobe etc.

Required Five (5) years demonstrated related experience or an equivalent combination of education and experience.

Required Experience with processing routine financial accounting/purchasing transactions with an online financial system and identifying account variances and researching discrepancies.

Required Experience within a customer service oriented environment responding to and meeting/exceeding the needs of the faculty, staff, students and the community and be able to work effectively as an individual, a team member, and with diverse groups.

Required Experience with cash handling, balancing, and deposit preparation and knowledge of standard retail security policies and procedures.

Required Administrative experience in an office environment providing administrative support such as calendaring for staff and/or faculty, coordinating administrative activities, travel and programming, etc.

Required Demonstrated experience with UC online timekeeping system.

Preferred Demonstrated experience with Oracle Financials financial System (UCRFS).

Minimum Requirements

Knowledge of diversity, equity and inclusion including an understanding of the historical and social context of diversity, equity and inclusion, and of the intersections of identities including but not limited to: race, ethnicity, gender identity and expression, sexual orientation, religious, ability, immigration status, socio-economic status. Knowledge, sensitivity and understanding of the social, political, personal and cross-cultural needs, concerns and interests of students and people of intersecting identities in the campus community and thorough understanding of our respective mission, vision and values. Skills in judgment and decision-making, problem solving, identifying measures of system performance and the actions to improve performance. Troubleshoot issues with tact and provide guidance within policy boundaries. Excellent organizational skills, demonstrated ability to successfully follow multiple tasks through to completion, must be able to prioritize tasks to meet established deadlines while working in an environment with frequent interruptions, ability to exercise good judgment for problem solving and ability to anticipate problems. Ability to work independently and follow through on assignments with minimal direction. Ability to perform a variety of duties, often changing from one task to another of a different nature under a fluctuating work load. Advanced ability in developing and responsibly managing departmental resources to effectively respond to students' needs and concerns within the scope of the departmental and divisional mission. Advanced ability to develop original ideas to solve problems. Demonstrated knowledge of supervisory and personnel management skills and strategies to provide oversight of student employees and interns, including experience with training and evaluating the performance of diverse student personnel, providing day-to-day oversight.

Preferred Qualifications

Familiarity with environment of UC Riverside or comparable academic institution and relevant issues concerning students, staff, and faculty. Knowledge of UC Riverside academic environment and administrative policies and procedures. Advanced knowledge of common University-specific computer application programs and knowledge of University and departmental principles and procedures involved in risk assessment and evaluating risks as to likelihood and consequences. Bilingual. Fluent in English and Spanish.

Additional Information

In the Heart of Inland Southern California, UC Riverside is located on nearly 1,200 acres near Box Springs Mountain in Southern California; the park-like campus provides convenient access to the vibrant and growing Inland region. The campus is a living laboratory for the exploration of issues critical to growing communities' air, water, energy, transportation, politics, the arts, history, and culture. UCR gives every student, faculty and staff member the resources to explore, engage, imagine and excel.

UC Riverside is recognized as one of the most ethnically diverse research universities in the country boasting several key rankings of which we are extremely proud.

UC Riverside is proud to be ranked No. 12 among all U.S. universities, according to Money Magazine's 2020 rankings, and among the top 1 percent of universities worldwide, according to the 2019-20 Center for World University rankings.
UC Riverside is the top university in the United States for social mobility. - U.S. News 2020
UCR is a member of the University Innovation Alliance, the leading national coalition of public research universities committed to improving student success for low-income, first-generation, and students of color.
Among top-tier universities, UC Riverside ranks No. 2 in financial aid. - Business Insider 2019
Ranked No. 2 in the world for research, UCR's Department of Entomology maintains one of the largest collections of insect specimens the nation. - Center for World University Rankings
UCR's distinguished faculty boasts 2 Nobel Laureates, and 13 members of the National Academies of Science and Medicine.

The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected categories under state or federal law. It is the policy of the University of California to undertake affirmative action and anti-discrimination efforts, consistent with its obligations as a Federal and State contractor.

For information about our generous employee benefits package, visit: Employee Benefits Overview

Job Description Details

General Information

Job Title BLANK AST 3

Job Code 004722

Grade

Department Head Christine Mata

Supervisor John Valdez

Department Custom Scope

Key Responsibilities

Procure to Pay - In compliant with UCR purchasing policy and procedures, purchase a wide variety of equipment and services in support of organizational, divisional, and departmental needs. Ensure timely processing of all purchase requisitions, Procurement Card purchases, reimbursements, travel expenditures, and various internal charges to meet accounting, printing and mailing requests, etc., to meet accounting requirements and fiscal deadlines. Work with the purchasing office to negotiate with vendors. Research and work with appropriate departmental personnel to prepare sole source documentation for purchases. Process purchase orders using online purchasing programs. Assure accuracy of purchasing logs for all ordering activity, ensuring appropriate use. Maintain purchasing archive records. Oversee vendor invoices/credits for payments and resolve problems. Audit Purchase Orders and Purchasing Requisitions by confirming the amount and quantity on each invoice. Maintain a filing system for accounts payable records and for audit purposes in an organized manner to ensure ease of access to information. Advise and direct University staff and vendors with questions regarding interpretation of accounting procedures, payment/reimbursement, transaction activity, and resolving payment problems according to appropriate policies and procedures. Assist the Financial and Administrative Manager in monitoring, modifying, and maintaining audit controls, internal office procedures, and security controls. Develop, maintain, and enforce cash-handling accountability and reconciliation of received payments and returned checks.

35% Student Personnel - Coordinate student payroll for assigned departments and serve as backup for AVC-Dean of Students units. Submit onboarding, offboarding, and short work break tickets for student employees and contingent workers (volunteers) via ServiceLink. Research UC policy and procedures to resolve payroll problems and process corrections by preparing and entering ServiceLink tickets. Attend user group meetings to stay current on payroll policies and procedures. Independently research policies regarding staff personnel issues using various directives and campus contacts to ensure departmental compliance with University policies and procedures. Reconcile student payroll distribution monthly. Verify accuracy of student salaries and hours worked and make necessary corrections through ServiceLink. Process salary cost transfers to move expenses between funding sources when necessary. Maintain departmental personnel files/records for student employees. Assist with departmental student recruitment as needed.

20% Administrative and Operational Support - Serve as a first point of contact for faculty, staff, students, and vendors regarding financial or administrative issues. Identify workflow inefficiencies and recommend process changes to improve turnaround times, accuracy, or customer service. Participate in system upgrades, testing, and feedback sessions for applicable UC online systems, including the integration and utilization of Smartsheet. Compose, draft, edit and finalize correspondence and other documents as requested. Type correspondence using word processing applications. Develop and manage database files, publicity files, and mailing lists. Coordinate travel arrangements by reviewing flight schedules, round transportation, and hotel and meeting locations. Reserve travel and hotel accommodation; prepare itineraries. Prepare travel vouchers and check requests ensuring charges comply with university policies. Audit travel expense vouchers for receipts, signatures, and appropriateness of expenses according to university policies. Ensure travel advances are cleared when travel vouchers are processed. Resolve problems with incomplete travel expense reimbursements and make corrections when necessary. Audit reimbursements for required receipts, proper approval, funding source and coding, and mathematical accuracy, according to university policy. Resolve customer complaints through analysis and follow-up, making independent decisions regarding the best course of action to resolve problems within UC policies and procedures. Track and interpret UCOP, campus, and divisional policy changes related to finance, procurement, travel, payroll, and HR. Ensure documentation and practices are updated accordingly. Maintain organized, accessible records in accordance with UC records retention schedules. Manage digital file systems and shared drives to ensure data security and accessibility.

20% Financial Accounting Support - Provide financial management and support to various departments within VCSA to ensure the accuracy and appropriateness of financial and accounting transactions. Prepare expense projections using Excel to track expenses and analyze/project future expenses. Assist the Financial and Administrative Manager, VCSA Budget Management Team and Directors in collecting data vital to preparing annual budget requests, staffing forecasts, recruitment projections and resource availability. Prepare, analyze, and develop monthly ad hoc financial report including trends analysis and recommend solution to problems and process corrections. Provide key operational information required for analysis and decision-making on a timely basis using various UC online system, software applications, and other sources of information. Reconcile general ledger transactions, including researching the nature of the transaction and preparing required cost transfer requests. Assist in the requesting of internal and external fund transfers.

20% Miscellaneous - Other Duties as Assigned 5%

Other Requirements