Personnel & Financial Coordinator

Position Number: 40078566

Payroll Title: FINANCIAL SVC ANL 2 CX (004754)

Job Code: 004754

Job Open Date: 11/2/26

Application Review Begins: 11/16/26

Department Code (Name): Office of the Executive Vice Chancellor and Provost (EXOF)

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 $34.26 to $36.36/hour. 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 $32.29 to $52.97/hour.

Work Location: SAASB 1207

Working Days and Hours: Monday - Friday, 8am-5pm

Benefits Eligibility: Full Benefits

Type of Remote or Hybrid Work Arrangement, if applicable: Hybrid schedule considered after completion of onboarding period.

Special Instructions:

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

Department Marketing Statement:

The Office of the Executive Vice Chancellor and Provost has oversight for academic planning and programming, the development and implementation of academic policy, and the academic personnel process. The office has responsibility for all academic units, on and off-campus instructional activities, and instructional support programs. It maintains formal liaison with the Office of the President.

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Brief Summary of Job Duties:

Under the general supervision of the Assistant Manager, Personnel & Payroll (AMPP), provides personnel, payroll, financial, and administrative support for units supported by the Business Operations Team in the Office of the Executive Vice Chancellor and Provost. These units include: Office of the Executive Vice Chancellor and Provost, Academic Affairs Information Technology (AAIT), Academic Personnel (AP), Title IX Compliance & Discrimination and Harassment Prevention Office, Ombuds Office, Office of Education Partnerships, Office of Admissions, Early Academic Outreach. Initiates financial transactions, such as reimbursements, purchase requisitions, direct payments, and transfers of expense. Processes UCPath transactions and payroll. Provides administrative, financial, analytical, and organizational support. Serves as office receptionist, as well as backup for EVCP and AP staff, providing phone and reception coverage, as needed.

Required Qualifications:

• Bachelor's Degree required in a related area and / or equivalent experience / training.
• 2+ years experience in financial and/or personnel operations
• 2+ years administrative experience
• Demonstrated strong organizational skills with the ability to work on multiple projects with conflicting deadlines and to work efficiently with frequent interruptions.
• Proven track record of solid communication and interpersonal skills to communicate effectively with a variety of people both verbally and in writing.

Preferred Qualifications:

• Experience in a higher education setting.
• Experience working with sensitive and/or confidential information, exercising good judgment, logic, tact, and diplomacy.
• Working knowledge of UCPath, Timekeeping, Gateway, Concur and FinHub.
• Proficient in Zoom, Google Suite and Microsoft Office applications.
• Demonstrated ability to think critically and effectively apply analytical, organizational, and problem-solving skills to administrative and financial issues.

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:

Payroll, Personnel, and Timekeeping Operations (35%): Provides payroll support for units supported by the Business Operations Team. Serves as a primary UCPath Preparer and Timekeeper for select units supported by the team. Serves as a backup UCPath preparer within the unit. Ensures proper authorizations and approvals have been obtained prior to submitting actions in UCPath. Initiates necessary UCPath transactions within established timelines and verifies that employees are paid accurately and on time. Systematically tracks and ensures that all hiring and employment documents and steps are complete and processed in compliance with University policies, collective bargaining units and applicable laws. As Timekeeper and Payroll Manager, processes multiple payroll cycles each month. Researches, analyzes, and recommends appropriate actions to resolve issues concerning payroll transaction and personnel actions. Independently troubleshoots and responds to pay inquiries from employees. Monitors and processes actions affecting employees' pay, including late payments, over payments, and salary cost transfers as necessary. Configures and modifies employee profiles in Timekeeping upon hire, reclassification, and change in leave accrual or time code. Monitors leave accruals for employees and processes corrections as needed. Provides support for the staff leave process. Notifies AMPP, or others as directed, when staff works in excess of approved time. Verifies compensatory time reported and ensures appropriate authorization is on file. Provides back-up support to units within Academic Affairs, particularly with respect to Timekeeping and UCPath.

Works closely with others to provide payroll data for reports and ledger reconciliation. Utilizes FinHub and other campus reporting tools to assist with monthly payroll reconciliation. May prepare reports and summaries of payroll expenditures; summarizing earnings and projected earnings for individual employees or groups of employees.

Provides support for recruitments. Duties include updating job descriptions, entering information in Job Builder and TAM, serving as the TAM hiring manager, and organizing search committees. May also provide administrative support for management level or other staff recruitments in other units within the Division.

Provides support for the onboarding and separation processes. Ensures timely completion of assigned tasks. Coordinates with internal staff and other campus units to ensure all processes are completed accurately. Applies procedures for hiring personnel, ensuring internal, campus, state, and federal employment practices are followed. Adheres to all relevant policies, procedures, rules and regulations pertaining to employment. Works closely with the Office of International Students and Scholars on visa classifications. Responsible for processing the hiring documents for student employees, academic personnel, and staff. Systematically tracks and ensures that hiring and employment documents and steps are complete and processed in compliance with University policies, collective bargaining agreements and applicable laws.

Maintains an understanding of Academic Personnel policies and processes. Serves as staff support to committees and searches, organizing meetings, contacting committee members and candidates, securing catering and space for meetings, handling complex scheduling and verbal and electronic communication throughout the process. Acts as processor for additional compensation (such as summer salary, by agreement payments, monthly administrative stipends, and other special salary).

Financial Operations (25%): In conjunction with the Assistant Manager, Personnel & Payroll (AMPP) and other key staff, provides financial and budget. Assists with tracking cost projections and reconciling expense accounts from diverse sources. Produces monthly detail reports using FinHub and other UC systems. Initiates transfers of expenses as needed. Assists with fiscal closing. Acts as Requistioner for purchase requisitions and vendor blankets in the Gateway procurement system, including reviewing chart strings, commodity codes, and natural accounts and verifying that purchases are allowable and applicable to the funding source. Processes Gateway receipts, ensuring accuracy in the process. Serves as a FlexCard Holder and FlexCard Allocator, ensuring that proper approvals are in place and that expenditures are allowable and allocated to the correct chart strings to meet required deadlines. Prepares paperwork for FlexCard audits performed by Business & Financial Services. Prepares requests and expense reports as a delegate in Concur for senior staff, search committee chairs and others, as needed. Reviews travel and entertainment documents for accuracy and ensures that all expenses are reimbursable and appropriate. Initiates payment requests via various mechanisms, obtains necessary approvals and monitors requests for completion, following up and troubleshooting as needed. Assists with arranging travel and entertainment. Demonstrates a high degree of flexibility and initiative in learning, adopting, and training staff on University policies, procedures, and systems. Provides support for UCOP funded initiatives, and gift and endowment funds according to UC policy, including monitoring annual payouts and expenditures to ensure conditions of the gifts are met.

Divisional Support (25%): Utilizing a working knowledge of campus, systemwide, and federal policies and in collaboration with the Manager, Business Operations (Manager) and Assistant Manager, Financial Operations, provides support for the control point review of all approvals, expenditures and reimbursements, including prior approvals; travel, entertainment and payment requests submitted to the EVC and Provost for signature. Acts as a resource to other units within Academic Affairs regarding travel and entertainment policies and payment processing.

Provides support for the control point review of one-time service agreements, conducting a preliminary analysis and review of the proposed agreement. Ensures proposed agreements have necessary components for compliance and budgets meet requirements for campus-wide assessments.

In collaboration with the Manager and AMPP, provides support for control point review of divisional staff and academic personnel actions. Maintains confidentiality, understands and is able to apply relevant policies and procedures and exercises judgment, logic, tact, and diplomacy while reviewing personnel actions.

Provides financial and/or administrative support for administrator searches within the division, including but not limited to deans and associate vice chancellors.

Analytical and Organizational Support (15%): Works on multiple projects simultaneously, meeting deadlines while maintaining a high level of accuracy. Sets priorities, coordinating deadlines for projects and information responses. Researches background material including policies, procedures, and historical data, analyzes content, and uses judgment to recommend appropriate course of action. Gathers, analyzes and prepares background content material and designs reports. Reviews correspondence, reports, and responses. Responsible for updating approved workflow documentation and ensuring that any revisions have been reviewed and approved. Projects may include review of policies, procedures, and historical information; researching and analyzing data; organization of files and documents; preparation of spreadsheets, graphs, tables, reports and presentations; establishing agendas and timelines, and drafting documents and confidential reports.

Coordinates assignments and projects including setting objectives; developing processes; and planning, coordinating, and implementing activities. Informs, updates, and consults with senior staff on activities, discussions, issues, and related actions.

Maintains confidentiality, understands and is able to apply current policies and procedures and exercise judgment, logic, tact, and diplomacy while performing the critical duties of the position. Using knowledge of calendaring procedures and careful attention to detail, provides support for calendaring for senior management and others, as needed. Serves as back-up receptionist for the main suite for the Office of the EVC and Provost, providing phone and reception coverage and maintaining calendars as needed.

Acts as the primary Departmental Safety Representative (DSR) in coordination with other DSRs in the EVC and Provost's Office, AP, and AAIT. Provides support for business continuity planning as needed. Ensures that emergency procedures and related information is up to date and disseminated in a timely manner.

Serves as a backup to other staff. Works with the Director and Associate Director to manage operational, administrative, and organizational activities for the divisional office. Responsible for general office oversight, guidance, and direction on administrative activities, ensuring that all functions operate smoothly and efficiently. Identifies needs and issues, and independently resolves or recommends a course of action, in such areas as workflow practices and procedures, staff training, and general office management. Develops and implements business practices and procedures and creates administrative systems to ensure office efficiency and effectiveness.

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:

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.

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