Position Information
*Payroll Title: Financial and Administrative Assistant
*Job Code: 004722
*Job Open Date: 11/24/2020
Primary Consideration Date for Open Until Filled: 12/15/2020. Thereafter open until filled.
*Department Code-Name: DRAM
*Percentage of Time: 100
*Collective Bargaining Unit (CBU): CX
*Grade Type/Grade: None
*FLSA Exemption Status: Non-Exempt
*Work Location: UC Santa Barbara campus, Theater Dance - West (Bldg 223)
*Pay Rate/Range: $23.89/hr.
*Days/Hours: M-F, 8-5
Department Marketing Statement
The Department of Theater and Dance fosters a vibrant and stimulating environment that encourages creative self-expression and critical thinking. Undergraduate programs include intensive, conservatory-style training for actors and dancers, as well as general degrees with a focus on Dance, Design, Directing, Playwriting, Theater and Community and Theater and Performance Studies. The department's nationally recognized and highly ranked graduate program offers a diverse array of interdisciplinary approaches to performance research within a global orientation. The department provides a lively forum for faculty to integrate teaching and research, at the cutting edge of their areas of expertise.
Brief Summary of Job Duties
The Financial and Adiminstrative Assistant provides advanced level clerical support to the Chief Administrative Officer (CAO) of a dynamic academic and performing arts department. Assists with all facets of departmental administrative operations, particularly financial administration. Maintains expense records, monitors invoices, and tracks costs and revenues. Conducts regular audits and reconciliation of general ledgers and payroll ledgers. Creates a variety of detailed financial reports for management. Reviews monthly financial statements, and analyzes spending patterns. Processes travel advances, travel expense vouchers, and travel reimbursements. Assists the CAO in managing all departmental purchasing. Primary preparer of payroll for all non-academic staff appointments. Performs a variety of other administrative clerical duties. Maintains high level of discretion, confidentiality, sensitivity, and professional judgment in all situations, as well as offering sound customer service to Theater/Dance constituents.
*Minimum Requirements
Demonstrated organizational, interpersonal and communication skills; accounting and budgeting experience. Ability to work independently, handle high volume of transactions, prioritize, interpret and apply procedures, meet deadlines, and work with speed and accuracy. Demonstrated experience with computerized systems for accounting and financial management and other records management. Familiarity with Word, Excel and database programs. Strong analytical and problem-solving skills. Ability to handle time sensitive and confidential materials.
Desirable Qualifications
Knowledge of UC policies, procedures, systems and forms related to financial and academic affairs.
*Special Conditions of Employment
- Satisfactory criminal history background check.
- UCSB is a Tobacco-Free environment.
Special Instructions:
For full consideration, please include a resume and a cover letter as part of your application.
*Job Functions/Percentage of Time/Duties
FINANCIAL ADMINISTRATION, PERSONNEL/PAYROLL, TRAVEL PROCESSING, PURCHASING - 70%
Assists the Chief Administrative Officer in handling all aspects of departmental financial matters and accounting systems, both for departmental administrative operations and the performing arts production-related costs. Assists with implementing and monitoring internal financial controls. Performs monthly audit and reconciliation of general ledgers in shadow accounting system, including payroll costs. Maintains expense records, monitors and receives invoices in campus procurement system, and tracks costs and revenues. Creates a variety of detailed financial reports for department management. Reviews monthly financial statements, and analyzes spending patterns. Supports departmental information storage and retrieval systems for financial planning. Assists with financial management of extramural and intramural funds, fiscal closing and in developing the department's annual carry-forward justification for various projects. Responsible for assisting with preparation of proposals and reports to various funding agencies. Assists in managing faculty start-up and retention accounts. Assists in managing all departmental various donors and other gift funds and endowments in collaboration with the UCSB Foundation and Development personnel. Responsible for processing Gift Acceptance Reports and deposit of performance contributions according to university cash handling and gift acceptance policies. Manages journal and income accounts. Ensures all financial transactions meet audit requirements. Assists the CAO with hiring paperwork for initial employment into UC Path and is the primary preparer of personnel for all non-academic staff appointments. Advises faculty, staff, and students regarding appropriate policy governing research and travel grants, faculty start-up and retention, removal funds, and intramural and extramural grants. Processes travel advances, travel expense vouchers, and travel reimbursements for individuals and groups and is department expert on these processes in terms of implementing and advising on policy and procedure. Assists the CAO in managing all departmental purchasing, including using online procurement system and issuing speed types to on-campus recharge units. Works closely with the CAO and production staff on administering all purchasing transactions, from transaction authorization to receipt of goods. Maintains accurate and detailed purchasing records.
GENERAL ADMINISTRATIVE DUTIES - 30%
Responsible for space and equipment inventory; coordinates office administrative work-study positions with the Office of Financial Aid which includes interviewing and selecting candidates; oversees maintenance and operation of fax and departmental office machines, ordering repairs, toner, paper, and other supplies, and coordinates the programming of user and account codes in copier; researching and ordering of office supplies utilizing online campus procurement system; coordinates distribution of on-campus and off-campus mail and delivery service(s); coordinates travel for faculty (foreign and domestic); coordinates parking permits for departmental guests; administers access requests for departmental personnel as needed; and serves as alternate department benefits representative. In CAO's absence, acts as the main point of contact for administrative and financial affairs.
*Equal Opportunity/Affirmative Action Statement
The University of California is an Equal Opportunity/Affirmative Action 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.
*Reasonable Accommodations
The University of California endeavors to make https://jobs.ucsb.edu accessible to any and all users. If you would like to contact us regarding the accessibility of our website or need assistance completing the application process, please contact Katherine Abad in Human Resources at 805-893-4664 or email katherine.abad@hr.ucsb.edu. This contact information is for accommodation requests only and cannot be used to inquire about the status of applications.
*Privacy Notification Statement
The State of California Information Practices Act of 1977 (effective July 1978) requires the University to provide the following information to individuals who are asked to supply information about themselves: Application: The principal purpose for requesting information on the Application is for applicant-tracking purposes and to collect applicant contact information. Affirmative Action and Equal Employment Opportunity Data Form: Information furnished on this form is requested by UCSB's Affirmative Action Office. The University of California, Santa Barbara is a Federal contractor and, therefore, must comply with Affirmative Action regulations issued pursuant to Executive Order 11246, Federal Revised Order No. 4, Section 503 of the Rehabilitation Act of 1973 and Section 402 of the Vietnam Era Veterans Readjustment Assistance Act of 1974. Furnishing the information on this form is voluntary. There is no penalty for not completing this form. The offices responsible for maintaining the information supplied on this form are the UCSB Human Resources Office and the Affirmative Action Office.
GENERAL DATA PROTECTION REGULATION (GDPR) STATEMENT FOR PERSONS IN THE EUROPEAN ECONOMIC AREA: As part of our commitment to protecting your privacy, the General Data Protection Regulation (GDPR) Privacy Statement ("Privacy Statement") is designed to provide you, as a person in the European Economic Area, with information regarding the types of personal information that the University of California’s Human Resources departments and offices collect about you. The Privacy Statement can be found at: https://ucnet.universityofcalifornia.edu/gdpr.html.nformation supplied on this form are the UCSB Human Resources Office and the Affirmative Action Office.
*Notice of Availability of the UCSB Annual Security Report
The University is committed to providing a safe and secure campus environment for our students, faculty, staff, and visitors. In accordance with the "Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act" (Clery Act), UCSB publishes an Annual Security Report to provide information regarding campus safety and security policies, crime statistics, and resources to current and prospective students and employees. This report includes statistics for the previous three years concerning crimes reported to Campus Security Authorities (CSAs) that occurred on campus, in certain off-campus buildings or property, and on public property adjacent to and accessible from campus. The report also includes campus policies concerning crime prevention, crime reporting, alcohol and drug use, sexual and interpersonal violence, student discipline, and other matters. To access the Annual Security Report, visit www.police.ucsb.edu/asr. A copy of this report may also be requested by contacting the UCSB Police Department (call 805-893-3446 or visit 574 Public Safety Bldg., Santa Barbara, CA 93106 during business hours). To learn more about the Clery Act and CSA duties and reporting requirements, please visit www.police.ucsb.edu/clery-act.