Financial Administrative Assistant

Position Number: 40077224

Payroll Title: BLANK AST 3 CX (004722)

Job Code: 4722

Job Open Date: 10/14/26

Application Review Begins: 10/29/26

Department Code (Name): TECH (DEPARTMENT OF TECHNOLOGY MANAGEMENT)

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 $30.82 to $33.79/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 $30.82 to $44.16/hour.

Work Location: Phelps Hall - 2208

Working Days and Hours: M-F, 8am-5pm

Benefits Eligibility: Full Benefits

Type of Remote or Hybrid Work Arrangement, if applicable: N/A - in person

Special Instructions:

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

Department Marketing Statement:

Technology Management is an academic department focused on a multidisciplinary field of science that examines the opportunities and challenges of technological innovation, industry disruption, and organizational change, and the influence on business performance and competitive advantage. The field of research and education is informed by the engineering, information, and social sciences. The faculty investigate the dynamic interplay of technological, organizational, and human factors within and beyond the enterprise and their impact on the way businesses create and operate. Technology Management students explore the world of work through research-based, theoretical, and experiential learning and one or more academic pathways: Ph.D. in Technology Management, Master of Technology Management, New Venture Program and Competition, and UC-recognized Undergraduate Certificate in Technology Management and Graduate Program in Management Practice (GPMP Certificate).

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:

Under the general direction of the Financial Manager and in close consultation with the Business Officer, the Financial Administrative Assistant provides financial, operational, and administrative support for the Department of Technology Management. The position serves as a primary administrative contact for departmental purchasing and financial transactions, coordinating procurement activities, processing reimbursements, and supporting compliance with University policies and procedures. Applies working knowledge of University purchasing, travel, reimbursement, and financial policies to support departmental transactions in campus systems including Gateway, Concur, FinHub, and UCPath. Maintains departmental tracking systems and documentation to ensure financial activity is accurately recorded and aligned with University and departmental guidelines. The Financial Administrative Assistant also provides programmatic and personnel support, assists with course logistics and space coordination, maintains departmental equipment and inventory records, and supports general departmental operations and events.

Required Qualifications:

• High School Diploma or equivalent experience.
• 1-3 years of administrative or operational support experience involving office coordination, recordkeeping, scheduling, or general administrative processes.
• 1-3 years' experience processing financial or administrative transactions such as purchasing, reimbursements, travel arrangements, or expense tracking with strong attention to detail.
• Thorough knowledge in administrative procedures and processes including word processing, spreadsheet and database applications.
• Requires good verbal and written communication skills, active listening, critical thinking, multi-task and time management skills.
• Strong interpersonal skills and ability to work collaboratively with faculty, staff, students, and external partners.
• Ability to interpret and apply organizational policies and procedures related to purchasing, reimbursements, and administrative operations while maintaining accuracy and attention to detail.

Preferred Qualifications:

• Bachelor's Degree in related area and/or equivalent experience/training.
• 1-3 years' experience supporting financial or administrative operations in a higher education, government, or similar organizational environment.

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:

65% Financial Administration

Supports departmental purchasing and financial transaction processing while ensuring compliance with University policies and procedures. Executes purchasing transactions through the campus e-procurement system (Gateway), including creating carts, assigning funding sources, initiating purchase orders and requisitions, processing invoices, completing receiving documentation, and assisting with vendor blanket orders and contract renewals. Tracks purchasing activity to ensure orders are processed in a timely manner and renewals are initiated with adequate lead time. Serves as backup Gateway Department Analyst when needed to support departmental purchasing transactions and ensure continuity of procurement operations. Verifies receipt of goods and services and ensures invoices align with purchase orders and supporting documentation prior to payment processing. Maintains working knowledge of University purchasing, travel, reimbursement, and FlexCard policies and demonstrates familiarity with campus financial systems including Gateway, Concur, FinHub, and related tools. Applies understanding of the Chart of Accounts (CCOA) to ensure transactions are assigned to appropriate funding sources. Serves as a FlexCard holder and maintains knowledge of policies and procedures governing procurement card use. Processes FlexCard purchases and allocations and maintains required documentation in accordance with campus guidelines. Coordinates initial entry of reimbursement requests in Concur and serves as a delegate to support faculty and staff in preparing expense reimbursements. Ensures required documentation is attached and obtains exceptional approvals when necessary. Provides guidance to faculty and staff regarding purchasing procedures, travel arrangements, and reimbursement requirements. Assists with booking travel accommodations when requested and helps ensure compliance with University travel policies. Maintains departmental purchasing records and tracking systems for Gateway, FlexCard, and Concur transactions. Generates reports and maintains documentation to support internal recordkeeping and financial tracking. Maintains office supply inventory and coordinates ordering of departmental and course materials as requested.

20% Program and Personnel Support

Provides administrative support for departmental academic programs, personnel processes, and departmental activities. Coordinates room scheduling and maintains calendars for classrooms, conference rooms, and shared departmental spaces. Adds undergraduate and graduate courses scheduled in department classrooms and conference rooms to departmental calendars to ensure accurate space reservations. Runs course rosters and prepares printed name cards for undergraduate courses each quarter. Coordinates course evaluation requests and supports the administration of course evaluation processes. Downloads final grade reports each quarter and prepares files for upload to departmental tracking systems such as Airtable. Serves as backup UCPath initiator for hiring student employees, graduate student researchers, and staff positions as needed. Assists with I-9 verification processes and supports onboarding tasks for new employees. Coordinates Zoom phone line requests and assists faculty and staff with setup, training, and troubleshooting. Coordinates logistics for departmental visitors, including travel arrangements, reimbursements, office setup, access coordination, and scheduling needs. Provides logistical support for seminars, workshops, meetings, and student enrichment events, including coordinating reservations, catering arrangements, parking permits, signage, and day-of event support.

15% General Administration

Provides general administrative support to ensure the effective daily operations of the department. Serves as a primary point of contact for general departmental inquiries and the first point of contact for visitors, faculty, staff, and students. Responsible for opening and closing shared departmental spaces and ensuring common areas are operational for daily use. Maintains records for department keys and coordinates the distribution and return of keys for department-controlled spaces. Submits facilities service requests and coordinates with the Financial Manager or Business Officer when requests involve associated costs to confirm funding and approval. Maintains equipment and office inventory and assists the Business Officer with tracking departmental equipment, furniture, and space inventory, including UC property tag records when applicable. Supports departmental space scheduling and room reservations, maintains space calendars, and coordinates room access for meetings, events, and academic activities. Performs special projects and other administrative duties as assigned.

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.

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