Job Details

College Financial & Administrative Officer

Position Number: 6461716
Location: Santa Barbara, CA
Position Type: Business and Financial Management

College Financial & Administrative Officer

University of California Santa Barbara

Job Posting Details

Position Number: 40066553

Payroll Title: Administrative Officer 2 CX

Job Code: 004263

Job Open Date: 08/11/2025

Application Review Begins: 08/26/2025; open until filled

Department Code (Name): LTSC (DEAN COLLEGE LETTERS & SCIENCE)

Percentage of Time: 100%

Union Code (Name): CX (Clerical)

Employee Class (Appointment Type): Staff (Career)

FLSA Status: Non-Exempt

Classified Indicator Description (Personnel Program): PSS

Salary Grade: STEPS

Pay Rate/Range: The budgeted hourly range that the University reasonably expects to pay for this position is $31.00 to $32.57/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 hourly range for this position is $31.00 to $50.78/hour.

Work Location: Cheadle 2217

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

Benefits Eligibility: Full Benefits

Type of Remote or Hybrid Work Arrangement, if applicable: No hybrid during probationary period. One day hybrid upon successful completion of 6-month probationary evaluation.

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

Department Marketing Statement:

The College of Letters & Science is an innovative and diverse academic unit, the largest at UC Santa Barbara. Serving more than 20,000 undergraduates and some 2,000 graduates, the college provides exciting opportunities for faculty and students at the cutting edge of interdisciplinary inquiry. The college is organized into four divisions comprising more than 45 departments and programs as well as student services to support and enhance the undergraduate experience. Interdisciplinary study is characterized by a crossing of academic borders and boundaries. The College of Letters & Science is a vibrant academic community that joins UCSB in embracing and promoting intellectual, socioeconomic and ethnic diversity. Faculty in the college make up 68% of total academic personnel, while staff account for 70% of the campus total. As the largest academic unit, we strive to support and fulfill the University of California's mission of teaching, research and public service.

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:

Using independent judgment and strong financial skills, the College of Letters & Science Financial & Administrative Officer provides direct administrative and analytical support to the Executive Dean and the Director of Policy & Administration. Serves as a financial administrator for the College Office, coordinating and processing all Payroll/Personnel System transactions, processing and posting financial transactions into the accounting database, reviewing and reconciling College Office accounts with the General Ledger, processing and guiding L&S departments on reimbursement for eligible faculty recruitment costs, instructing departments and monitoring accurate usage of annual College-funded programs such as Critical Issues in America. Serves as operations coordinator of the College Office, maintaining adequate supplies, office equipment, supports in onboarding and serves as primary receptionist for the office. Coordinates event planning for quarterly and annual College meetings. Provides backup support to the Divisional and Associate Deans. Adheres to a strict policy of confidentiality.

Required Qualifications:

1-3 years of experience with administrative and finance.
Strong interpersonal skills including verbal and written communication, active listening, critical thinking, persuasiveness, advising and counseling skills.
Requires good verbal and written communication skills, active listening, critical thinking, multi-task and time management skills.
Strong skills in analysis, problem-solving, and customer service.
Requires strong financial skills.

Preferred Qualifications:

Requires interpersonal and work leadership skills to provide guidance to other nonexempt personnel.
Solid knowledge of common University-specific computer application programs.
Thorough knowledge in administrative procedures and processes including word processing, spreadsheet and database applications.
Bachelor's degree in related field and/ or equivalent experience/ training.

Special Conditions of Employment:

Satisfactory conviction history background check
UCSB is a Tobacco-Free environment

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 allegation 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

Job Functions and Percentages of Time:

40% Financial Budget & Personnel Coordination - Under the direction of the Director of Policy & Administration (DPA), provides financial, budget and accounting support for the Central College Office. Works with financial systems such as UC Path, Espresso, Gateway, FlexCard, Concur, and data warehouse, among others. Researches and compiles information, prepares detailed reports, including summaries of data, and updates databases and spreadsheets. Examples include but are not limited to monthly account reconciliation, monthly payroll reconciliation, quarterly department conference support, and annual Faculty Recruitment Reimbusements to departments across three divisions in the College using in depth research and analysis from both internal and external databases and sources to complete tasks. Payroll/Personnel: Independently prepares and submits all Sub 1 and Sub 2 employment and payroll transactions for approximately 25 Central College Office (CCO) staff. Responsible for UCPath entries for all CCO employees and various student staff. Audits monthly attendance records for staff and serves as payroll administrator in Kronos electronic timekeeping system. Notifies divisional managers and employees of payroll deadlines. Processes monthly payroll and prepares summary spreadsheet. Provides backup UCPath support for departments that report to the College Divisional Deans. Accounting: Processes and posts transactions for the Central College Office into a tracking/shadow database, including invoices, purchase orders, transfers of funds and expenses, gifts, campus recharges, cash deposits, and miscellaneous items. Audits invoices for payment by verifying the accuracy and adequate approval documentation and reconciles differences with accounting, vendor, or department. Prepares background information and invoices for signature approval, sends to the appropriate authority and accurately records actions taken. Serves as FlexCard holder/purchaser for the Central College Office. Consults with the Director of Policy and Administration and trains College departmental staff on the policies and procedures for all College-funded programs and monitors expenditures to ensure appropriate use of College funds for Critical Issues in America, Rupe Debate, and other annually-rotating College-funded programs. Provides guidance to departments on policy and funding source, tracks and reports usage of faculty recruitment funds. Monitors operational expenses and reports trends to DPA. Prepares College accounts for fiscal close, as directed by the DPA.

20% Analytical & Special Projects Support - Provides direct analytical and administrative support to the Executive Dean and Director of Policy & Administration (DPA) on various special and ongoing projects, which may include but are not limited to analyzing funding trends, providing reports, and feedback related to the L&S Faculty Recruitment Reimbursement Program, L&S Conference Support Program, or other initiatives. Providing analysis of funding commitments, expenditures, trends on faculty recruitments, and allocation of temporary funding for both programs. Make recommendations to the Executive Dean and DPA for senior staff of these programs and other initiatives which require analytical and organizational skills, knowledge of budgeting, event planning, coordination, and public relations. Coordinates cross-departmental, cross-divisional, and campus-wide information sharing for L&S programmatic activities that involve staff and faculty professional development, Chairs Workshop Series, and other L&S programs like Critical Issues in America, Rupe Great Debate Series, Panuzio Award, and others. Routinely handles highly confidential material with discretion. Maintains current knowledge of College issues and activities related both to University and external matters, requiring a high degree of political acumen. Assesses and analyzes a variety of situations promptly and accurately, determining the most effective course of action and implementing the plan, advising the Executive Dean and senior staff as necessary by assisting with institutional research on policy issues, compiling information from central offices and UCOP as needed to improve and enhance decision making. Draws upon a thorough understanding of university policies and procedures and an overall knowledge of the inner workings and dynamics of the College in order to take appropriate actions and understand the implications of the actions of others. Works on multiple projects simultaneously while maintaining a high level of accuracy and meeting deadlines. Oversees timely receipt and distribution of correspondence and reports. Arranges meetings, conferences, and appointments, which require coordination of multiple schedules and facilities. Maintains accurate filing system. Provides administrative support for College senior staff as needed for special projects and provides backup support to Divisional Deans and Associate Deans.

20% Administrative Support & Training - Provides operational support for the Central College Office. Serves as primary College receptionist and main line phone operator; directs calls to respective divisions and welcomes walk-in guests. Serves as primary contact with campus service units such as Facilities Management, Communications Services, Ergonomics, and others. Orders and monitors need for supplies and equipment. Under the direction of senior College staff, ensures that incoming staff and academic administrators have adequate access to equipment and infrastructure. Uses Gateway eProcurement management system to prepare requisitions for the Central College Office and monitors requisitions throughout the purchasing process. Serves as an online releaser of purchase requisitions initiated by other College departments as needed. Prepares travel and entertainment approvals and processes forms for reimbursement or payment using appropriate fund sources. Provides event coordination for quarterly Chair/Business Officer briefings, annual New Chair Orientation, and other College-wide events. Maintains accurate records and keeps current on related campus processes, analyzing changes and reporting implications and proposed solutions to College senior staff. Provides backup support to the College of Letters & Science department/s as a preparer or an ad hoc reviewer and approver for UC Path Transactions and other financial or administrative tasks in the absence of qualified personnel within Departments. Coordinates these tasks with the College Director of Policy & Administration and Divisional Assistant Deans.

10% Training Coordination - Assists Director of Policy & Administration with College-wide training initiatives involving finance, academic personnel, and all other training opportunities for departments that fall under the College of Letters & Science. Coordinates with key subject matter experts to secure the date, time, and location for training. Sends out invites to department staff and coordinates all aspects of the training. Including but not limited to updating the Central College Office website and keeping all training material current and up to date.

10% College Office Operations - Supervisory/Administrative: Hires, trains and indirectly supervises student office assistant who work on special projects as designated by the DPA and College Finacial & Administrative Officer. Distributes office mail and order office supplies for the Central College Office. Serves as the key operator for photocopy and fax machines and also handles key distribution when onboarding and offboarding staff. Arranges meetings as directed by the Executive Dean or the Director of Policy & Administration (DPA). Takes notes and provides meeting minutes to the DPA. Serves as the Departmental Benefits Representative for the Central College. Researches and answers employee queries about university benefits. Maintains departmental files, archives, and updates according to University Policies & Procedures.

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.

Privacy Notification Statement

Privacy Notification Statement and Notice of Availability of the UCSB Annual Security and Fire Safety Report Disclosures

Application Status: If you would like to check the status of your application, please log into the Candidate Gateway where you applied and click on 'my activities'.

To apply, please visit: https://careerspub.universityofcalifornia.edu/psc/ucsb/EMPLOYEE/HRMS/c/HRS_HRAM_FL.HRS_CG_SEARCH_FL.GBL?Page=HRS_APP_JBPST_FL&JobOpeningId=80399&PostingSeq=1&SiteId=31&languageCd=ENG&FOCUS=Applicant