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Financial Services Coordinator

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POST DATE 9/19/2016
END DATE 10/11/2016

University of California - Santa Cruz Santa Cruz, CA

Santa Cruz, CA
AJE Ref #
Job Classification
Full Time
Job Type
Company Ref #
Entry Level (0 - 2 years)


Job Number

Recruitment Type

Job Title
Financial Services Coordinator

Humanities [316]


Hiring Unit
Dean's Office

Job Open Date

Position is open until filled; initial review of application materials will begin on:

Appointment Type
Career [2]

Start Date
Immediate Opening

End Date

Shift Differential


Furlough time period

Full time

Days per week

Average hours per day

Percent of Time

Fixed or Variable*

Average hours per week

Days of the week


Additional Comments

Salary Information
Starting Salary Range: $19.54 - $27.35/hourly. Salary commensurate w/qualifications and experience.

Benefits Eligibility
This position is eligible for Full benefits.


Personnel Program
Professional Support Staff (PSS)

Salary Grade

EEO/Affirmative Action Statement
The University of California is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, or protected veteran status. UC Santa Cruz is committed to excellence through diversity and strives to establish a climate that welcomes, celebrates, and promotes respect for the contributions of all students and employees.

Summary Statement
Under general supervision of the Finance Director, this position provides divisional accounting services and shares in the management of approximately 400 faculty research accounts worth over 1.8 MM. Each account represents an individual faculty contract, grant, award or gift, all from a variety of funds within the Division.

This position provides budget analysis, accounting services, customer service, report preparation and record management services. This position has signatory authority and implied approval up to certain limits for transactions related to these accounts.

Qualifications / Competencies
Work experience that demonstrates the ability to interpret and apply complex university, federal, and state agency policies and procedures along with experience and skills in financial analysis.

The ability to provide written and verbal summary of policy and procedures along with the ability to communicate financial information to a diverse customer base.

Knowledge and experience of generally accepted accounting principles, fund accounting, and grant administration, purchasing and other financial services.

Experience developing budgetary reports and performing financial analysis.

Demonstrated experience in administering large budgets with multiple fund sources.

Substantial working knowledge of federal, state and private contract and grant fiscal policies and procedures.

Ability to perform accurate mathematical functions.

Ability to perform data entry and process forms accurately.

Related administrative and clerical experience and the ability to develop and maintain accurate, legible records with a strict attention to detail.

Analytical skills and experience to analyze problems and situations in a multi-faceted way and develop and participate in implementing innovative solutions.

Experience using spreadsheets, enterprise databases, and word-processing software, with the ability to quickly learn and operate within a multi-system computing environment.

Excellent communication and interpersonal skills with the ability to demonstrate diplomacy, discretion and tact in relations with co-workers, university, faculty, government agencies, staff and research-support personnel.

Ability to work as part of a team and to act in a professional, friendly and courteous manner.

Skill in working independently and following through on tasks with minimal supervision.

Experience with accounting, financial reporting, and data management software systems and the willingness and ability to learn new systems.

Ability to exercise sound judgment and discretion when handling confidential information.

Ability to work on a computer for extended periods of time (up to 8 hours a day, with accommodation if necessary).

Supervisory experience.

Preferred Qualifications / Competencies
Experience in the campus financial system (Banner/FIS), campus purchasing system (CruzBuy), campus payroll/personnel software's inquiry module (PPS), campus Effort Reporting System (ERS) and campus Data Warehouse systems.

Demonstrated ability to work proficiently in Microsoft Excel and Word and Acrobat Adobe

Special Conditions of Employment
Successful candidate will be required to pass a criminal history background check

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:*section=pen&group=1100112000&file=11164-11174.3

Critical position requiring background check(s)*

Background check(s) required
Criminal History Review

If you selected "license, certificate or degree" above, specify the type here:

Does this position require an E-Verify check*

(Note: Certain positions funded by federal contracts or sub-contracts require the selected candidate to pass an E-Verify check which confirms the individual's eligibility to work in the U.S.) No, this position does not require an E-Verify Check.

Will the employee be required to participate in the DMV Pull Notice program*

For More Information See:

Supplemental documents (in addition to application) applicants will be allowed to attach
Cover Letter
Optional Doc #1
Optional Doc #2
Optional Doc #3


4 Records


Procurement/Travel Reimbursements/Entertainment
Provide assistance in spending and purchasing matters including consulting clients on proper forms, signatures required, purchasing clauses, accounting approvals, agency restrictions, managing domestic and foreign travelers expenses, visa restrictions and requirements and criteria, etc. Maintain accurate documentation to substantiate requests.

Educate organizers to UC travel requirements and assist in coordination of visa documents and out-of-state vendor compliance when applicable. Process and issue in a timely manner related honoraria payments, purchase orders, recharges, cash deposits, etc.

Serve as liaison with accounting and purchasing representatives for compliance and follow up on accounting review and approval standards. Assist Principal Researchers and department representatives in coordinating cross-disciplinary purchases with multiple PIs to ensure parity across fund sources.

Prepare and maintain Travel Advances and acquire trip numbers when required. Facilitate cash advances when applicable. Process post-travel forms, calculate domestic/foreign per diems, enforce mileage standards, airfare equivalencies, conversion of foreign currencies, adhere to original receipts and obtain Dean's signature for exception-to-policy transactions when