Financial Assistant

Position Number: 40075442

Payroll Title: BLANK AST 3 (004722)

Job Code: 004722

Job Open Date: 3/26/26

Application Review Begins: 4/13/26

Department Code (Name): DSRS (DEAN STUDENT RESIDENTS)

Percentage of Time: 100

Union Code (Name): CX

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 $29.35 to $36.02/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.

Work Location: Santa Ynez Financial Office cubicle 3

Working Days and Hours: Mon-Fri 8am - 5pm

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)

Special Instructions:

For full consideration, please include a resume and a cover letter as part of your application.

Department Marketing Statement:

Residential & Community Living promotes a self-regulated environment for the residents of University residence halls and apartments. Their services foster the residents' ability to live together respectfully and responsibly in a learning community and promote the academic success of all residents. The residential education program provides a quality living experience as well as opportunities to interact with other residents, faculty and staff.

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:

Primary staff member supporting HDAE affiliated student council finances and payroll. Manages accounting for student council groups (SACC, GSAC, Tenants Union) using QuickBooks accounting software. Enters disbursements, produces budget/expense reports and maintains chart of accounts. Manages check writing and disbursement activities with account Trustees. Prepares disbursement for authorized signature and remits payment to vendors. Conducts training workshops for residents on SACC, GSAC and Tenants Union financial policies and procedures. Hires and processes stipend payments for student government positions utilizing UCPath while adhering to rates and guidelines established in each group's bylaws. Assists council members with purchasing needs while adhering to University purchasing guidelines. Supports department by serving as a back up to the HR and Financial Analysts, as well as Administrative Services Coordinators.

Required Qualifications:

• High School Diploma or equivalent experience.

• 1-3 years General Office Administration

• Financial analysis skills
• Good Verbal and written communication skills and ability to multi-task
• Bachelor's Degree
• 1-3 years Experience working in college/university housing
• 1-3 years Experience with managing complex projects with multiple stakeholders

Preferred Qualifications:

Special Conditions of Employment:

• This position is not eligible for visa sponsorship.
• UCSB Campus Security Authority under Clery Act
• 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% Student Council accounts and check writing
• 25% Payroll/Timekeeping
• 25% Purchasing & Entertainment
• 10% Department Support

Accounting:

* Maintains student council fees and disbursements by utilizing Quickbooks Pro for SACC, GSACC and FSH Tenants Union. Requires ability to understand chart of accounts and coding scheme in order to record income and expense transactions.

* Develops annual budget, based on week three occupancy statistics and incorporates with calculated carry forward balances Maintains chart of accounts.

* Produces monthly, quarterly and annual financial reports on all accounts for student council Officers and Residential & Community Living staff. Produces ad-hoc reports as requested.

* Modifies annual chart of accounts as mandated by any Constitutional and By-Law changes.

* Responsible for maintenance and retention of back-up documents on expense transactions. Assures adequate supporting documentation is attached and matches invoice for payment.

* Processes and deposits any payments as needed from the councils to university accounts

* Deposits all council income (activity fees, vending commissions, etc) in each respective bank account

* Has access to all online banking to process money transfers and download bank statements for reconciliation Check Writing:

* Manages disbursement activities with account Trustees (which include 13 Resident Directors, 16 Assistant Resident Directors, 135 Resident Assistants, and 20+ student council officers.

* Updates forms as required and in accordance with chart of account changes.

* Updates signature authorization files annually or as officers change throughout the year.

* Forms: Develops & saves financial request forms. Modifies forms in accordance to programmatic changes outlined in the Student Council Constitution & By-Laws.

Payroll

* Serves as UCPath initiator for all student council transactions (RHA, SACC, GSACC, and TU).

* Responsible for student hiring and maintaining student employment records. Coordinates and processes hiring forms, work authorization, background checks, and work study for student employees. Works with departments to maintain up-to-date job descriptions ensuring the work is appropriate for the student title.

* Processes all new student council officer hiring in UCPath (50+ annually)

* Enters monthly and quarterly stipends for each student council officer based on guidance from the group and by-laws

* Analyzes, troubleshoots, investigates and resolves problems and/or discrepancies in payroll activities, working with campus central offices when needed. Additional HR duties

* Ensures mandatory employment postings are current across all buildings to ensure compliance & the most up to date employment notices are posted. Stays abreast of updates & maintains employment boards up to date across all department buildings.

* Provides back-up support for the HR & Financial Analyst as a Kronos timekeeping contact.

Purchasing

* Processes all student council related purchase orders including general requisitions utilizing the Gateway procurement system for purchase orders.

* When needed, purchases on behalf of the student council utilizing University Flexcard.

* Responsible for reconciliation of student council related FlexCard and T&E purchases ensuring the purchase is allocated to the correct project within the FlexCard Purchase Orders. Responsible for retaining all FlexCard documentation.

* Utilizes Concur reporting to assist with council related purchases. * Point of contact for all R&CL cell phone requests for on call/after hours staff, and updates phones according to established life cycle. Collaborates with IT to troubleshoot and resolve cellphone issues. Entertainment

* Familiar with all university travel and entertainment policies to ensure council purchases comply with University guidelines.

* Prepares exceptional approval forms and other paperwork as needed by event.

* Creates training to instruct staff on purchasing best practices with both university and council funds.

Staff Training:

* Presents training annually to new professional staff, Student Council Officers and Resident Assistants.

* Coordinates the printing and distribution of training manuals and financial processing forms.

* Provides regular training opportunities for staff throughout the year on pertinent financial related topics. Admin Office Support:

* Serve as the back-up to the HR & Financial Analyst when the workload exceeds a certain level, and during leaves

* Provides back up coverage and assistance for front offices during peak workload times (move-ins and move-outs).

UC Vaccination Programs Policy:

As a condition of employment, you will be required to comply with the University of California Policy on Vaccinations Programs.
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 University of California Policy on Vaccinations - https://policy.ucop.edu/doc/5000695/VaccinationProgramsPolicy

*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 Employment Opportunity:

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 status under state or federal law.

Reasonable Accommodations:

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  Financial Assistant
  
  Residential & Community Living
  
  Summary of Job Details

Primary staff member supporting HDAE affiliated student council finances and payroll. Manages accounting for student council groups (SACC, GSAC, Tenants Union) using QuickBooks accounting software. Enters disbursements, produces budget/expense reports and maintains chart of accounts. Manages check writing and disbursement activities with account Trustees. Prepares disbursement for authorized signature and remits payment to vendors. Conducts training workshops for residents on SACC, GSAC and Tenants Union financial policies and procedures. Hires and processes stipend payments for student government positions utilizing UCPath while adhering to rates and guidelines established in each group's bylaws. Assists council members with purchasing needs while adhering to University purchasing guidelines. Supports department by serving as a back up to the HR and Financial Analysts, as well as Administrative Services Coordinators.

Required Qualifications:

• High School Diploma or equivalent experience.

• 1-3 years General Office Administration

• Financial analysis skills
• Good Verbal and written communication skills and ability to multi-task
• Bachelor's Degree
• 1-3 years Experience working in college/university housing
• 1-3 years Experience with managing complex projects with multiple stakeholders

Preferred Qualifications:

Special Conditions of Employment:

• This position is not eligible for visa sponsorship.
• UCSB Campus Security Authority under Clery Act
• Satisfactory criminal history background check
• UCSB is a Tobacco-Free environment

Pay Rate/Range: The budgeted salary range that the University reasonably expects to pay for this position is $29.35 to $36.02/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 University of California is an Equal Opportunity 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. Application review begins _______. Apply online at https://jobs.ucsb.edu, Job # 00000.