Business Specialist

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INITIAL REVIEW DATE (IRD)

UC Santa Cruz jobs are posted until filled. All application materials submitted by 11:59 pm on the IRD will be routed to the hiring team for consideration. NOTE: Applicants who miss the IRD are still encouraged to apply; their materials will still be forwarded for consideration if requested by the hiring team. Application materials cannot be accepted outside of the jobs portal. Applications cannot be edited on an applicant's behalf. For more information about the IRD and the applicant review process, view this link.

The IRD for this job is: 7/13/2026

ABOUT UC SANTA CRUZ

UC Santa Cruz is a public university like no other in California, combining the experience of a small, liberal arts college with the depth and rigor of a major research university. It's known as an unconventional place where innovation and experimentation is part of the campus's DNA. That playful, bold spirit still thrives today, all on a campus renowned as among the most beautiful in the world.

DEPARTMENT OVERVIEW

Administratively located within the Finance, Operations, and Administration (FOA) division, our primary duties are to promote, facilitate, and provide expert consultation for Environmental Health and Safety (EH&S) programs in support of university operations. We are responsible for monitoring compliance with environmental, health and safety programs intended to minimize or prevent occupational injuries and illnesses in the workplace and to protect the quality of the surrounding environment.

EH&S advises the campus community on responsibilities with respect to health, safety and environmental issues; recommends appropriate corrective actions; and helps implement new health and safety programs. EH&S also acts as liaison between UCSC and various external agencies and regulatory bodies. Our actions and decisions have the potential for high visibility and serious consequences to the campus and the community. EH&S programs include a broad and complex range of disciplines including areas such as laboratory and research safety, diving and boating safety, industrial hygiene, environmental management, radiation safety, hazardous materials control, information technology, ergonomics, biosafety, incident response, and fire safety.

The mission of UC Santa Cruz Fire Safety and Prevention is to protect life and property from the destruction of fires and related perils through the direct action of prevention and preparedness for such events. The Fire Marshal's office oversees Title 19 inspections and Title 24 construction code compliance including: fire protection consultation on campus projects, engineering design criteria for fire and life safety, code interpretations, and recommendations to Physical Planning & Construction staff on campus building construction and renovation activities. The office also reviews and approves construction plans and inspects buildings during construction/renovation, including acceptance tests for fire alarms, sprinkler systems, and other fire safety systems.

Risk and Safety Services provides leadership and coordinates multidisciplinary services to sustain a safe and healthy campus by managing injury and loss and coordinating access, emergency response and recovery. Risk & Safety Services is responsible for executive level management, planning and direction for the following areas: Environmental Health & Safety, the Office of Emergency Services, Risk Services, Transportation and Parking Services, University Police & Public Safety, Demonstration and Major Event Response Management, Behavioral Risk Assessment and Workplace Violence Team Coordination, Campus Policy Development and Special Projects

More information can be found at: https://ehs.ucsc.edu/

JOB SUMMARY

Under the supervision of the Director of Business and Financial Analysis, the EH&S Business Specialist performs a variety of job duties in support of the day-to-day operations and programs within the Environmental Health and Safety department. The position prepares and reviews financial paperwork to expedite purchasing, monitors financial transactions, invoice payments, processes travel reimbursements, prepares transfers of payroll and non-capital expenses.

Completes billing for recharges, pass-throughs, and miscellaneous expenses. Billing for multiple programs, researches financial transactions using campus systems tools, performs reconciliation of transactional detail and financial reports ensuring accuracy of the data while adhering to campus and system-wide policies and procedures. The position also provides technology, software, and data management system support, including support with basic computer use and software needs, and assistance with database use. The position requires the ability to work independently and as part of a team. Incumbents will respond to questions, researches issues, and resolve problems that have a significant impact on the overall goals of the Risk and Safety Services unit.

APPOINTMENT INFORMATION

Budgeted Salary: $31.35 - $33.94 / Hourly. Salary commensurate with skills, qualifications and experience.
Under California law, the University of California, Santa Cruz is required to post a reasonable estimate of the compensation for this role. The salary shown above is the budgeted amount the University reasonably expects to pay and the salary extended should not exceed this posted amount.

Benefits Level Eligibility: Full benefits

Schedule Information:

• Full-time, Fixed
• Percentage of Time: 100%, 40 Hours per Week
• Days of the Week: Mon-Fri
• Shift Includes: Day

Employee Classification: Career appointment

Job End Date: None

Work Location: UC Santa Cruz Main Campus

Union Representation: CX, Clerical Unit

Job Code Classification: FINANCIAL SVC ANL 2 CX (004754)

Travel: Never or Rarely

JOB DUTIES

65% - Financial Services

• Ensures that financial processing functions, which may include accounts payable, accounts receivable, purchasing, recharge billing, travel/entertainment, gift accounting, cashiering, and collections, are performed with accuracy, and that daily operations run smoothly.
• Works with managers on cost recovery of program expenditures, prepares transfers of expense (TOEs), enters funding info and salary cost transfers in UCPath; completes recharge, pass throughs and miscellaneous expense billing for multiple programs; prepares cash deposits and works with clearing accounts.
• Managing grants any new and/or exisiting grants for EH&S and Fire
• Reviews and reconciles standardized financial data and transactions for erroneous posting and missing data.
• Monitors the delivery of quality customer services to various constituencies including internal department clients and external vendors. Effectively addresses difficult and complex customer inquiries.
• Functions as a resource to support staff on issues such as researching financial discrepancies, escalated customer service problems, and vendor concerns.
• Monitors/queries financial and payroll transactions through campus financial system tools to ensure the accuracy of transactions and compliance with internal policies, principles, and controls.
• Applies professional financial and accounting concepts to independently perform analyses of moderately complex financial services such as researching discrepancies and tax implications and compliance with external regulations and internal policies.
• Participates in audits of internal records and processes and prepares recommendations for changes as needed. Ensures that the appropriate internal controls are addressed, maintained, and strengthened to protect University resources.
• Prepares reports and analyses to include summaries of financial transactions, evaluation of current and proposed services, etc. for management review and decision-making.
• Under general supervision, researches and gathers information from a variety of sources; prepares and summarizes information and reports relative to new services, regulatory compliance issues and / or vendor selection and support activities.
• Support the Diving and Boating Safety programs by monitoring operational budget and expenditures, including OneCard reconciliations, recharges, miscellaneous fees, and transfers of expense.

20% - Operational Support

• Assists EH&S, Fire Services and Risk and Safety Services staff with computer, technical, and data management system support. Supports basic computer use, Zoom or other technology setups for online meetings, and Google Suite use. Serves as a technical resource and point of contact for EH&S data management systems, including the Risk and Safety Solutions platform and third-party systems.
• Provides support with the campus, divisional calls, and projects for RSS such as but not limited to: Annual campus facilities inventory, ITS projects, work orders, and communication dissemination to RSS Units.
• Provides backup to other RSS business and financial support positions within the workgroup, as needed. Provides support for other unit operations, project research, and compliance functions as needed. May support campus incident response operations.
• Assist the Diving and Boating Safety programs with administrative tasks related to documentation and recordkeeping of diver training records.

15% - Other

• Assists in planning, organizing, and coordinating recruitments. Helps manage recruitment suite.
• Set up meetings, interviews, and reference checks for recruitment. Assists in onboarding and offboarding within units.
• Attends training to keep up to date with policy and procedures.
• Attends mandatory business meetings and other meetings as needed.
• Other non-specified, ad hoc research, analysis and special projects as assigned.
• Manages the fleet services maintenance schedule and road calls as needed for all UCSC EH&S vehicles.

REQUIRED QUALIFICATIONS

• Bachelor's Degree in related area and/ or equivalent experience/ training.
• Intermediate knowledge and understanding of internal control practices and their impact on protecting University resources.
• Demonstrated ability with financial accounting principles, policies, procedures and systems.
• Demonstrated ability to apply knowledge, analyze and interpret policies and regulations.
• Demonstrated ability to gather reasonably retrievable information to organize, and perform basic financial analysis assignments.
• Demonstrated interpersonal skills, service orientation, and active listening skills. Effective verbal communication skills.
• Demonstrated analytical skills and critical thinking skills.
• Ability to multitask in a high-volume environment with strong organizational skills and attention to detail. Demonstrated ability to prioritize assignments and independently organize work, demonstrating initiative and follow through.
• Motivation to be part of a cohesive team in an optimistic, professional and challenging work environment.
• Excellent judgment and discretion in handling confidential and sensitive issues and information.
• Proficiency in the use of google sheets, spreadsheets and database software. Ability to use standard computing tools including Microsoft Word, Excel, PowerPoint, Google, Adobe Acrobat, email, online calendaring systems and web-based applications and systems.
• Demonstrated skill and experience in cash handling and facilitating financial transactions within office.

PREFERRED QUALIFICATIONS

• Knowledge of or experience with university or university-like systems, policies and procedures, and or/ familiarity with higher education institutions.
• Working knowledge of financial processes related to miscellaneous fees, recharge rates, clearing accounts, and grants accounting.

SPECIAL CONDITIONS OF EMPLOYMENT

• Selected candidate will be required to pass a pre-employment criminal history background check.
• Selected candidate must pass the employment misconduct disclosure process.
• Ability to work long periods of time at a computer with or without accommodation.
• The selected candidate will be required to work a hybrid work schedule and must be able to work successfully from a home/remote office and fulfill the requirements of the UCSC telecommuting agreement.
• Selected candidate will be required to complete training within established time frames as directed including UC compliance training.
• The University of California has implemented a Vaccination Policy covering all employees. Employees, including new hires, are required to comply with any applicable policies relating to the University of California vaccine program.

• Per the Child Abuse and Neglect Reporting Act (CANRA), this position has been identified as a Mandated Reporter. The selected candidate will be required to report known or suspected child abuse or neglect as defined by CANRA and will be required to sign a Statement Acknowledging Requirement to Report Child Abuse prior to commencing employment. CANRA Penal Codes, and related definitions, requirements, and responsibilities may be obtained here.

MISCONDUCT DISCLOSURE REQUIREMENT

As a condition of employment, the final candidate who accepts a conditional 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; received notice of any allegations or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

• "Misconduct" means any violation of the policies or laws governing conduct at the applicant's previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, 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

SAFETY STATEMENT

All UCSC employees must understand and follow job safety procedures, attend required health and safety training, proactively promote safety at work, and promptly report actual and potential accidents and injuries.

NOTICE OF AVAILABILITY

EEO/AA

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 covered by the UC Anti-Discrimination Policy.

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.