Dining Financial Assistant

The selected candidate will be required to work primarily on site, with periods of remote work possible based on operational needs. If a hybrid work schedule is confirmed, the selected candidate must be able to work successfully from a home/remote office and be able to fulfill the requirements of the UCSC telecommuting agreement.

HOW TO APPLY

For full consideration, applicants should attach their resume and cover letter when applying for a job opening. For guidance related to the application process or if you are experiencing difficulties when applying, please review the Applicant Resources on our website.

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INITIAL REVIEW DATE (IRD)

UC Santa Cruz jobs are posted until filled. All application materials submitted by 11:59 pm on the IRD will be routed to the hiring team for consideration. NOTE: Applicants who miss the IRD are still encouraged to apply; their materials will still be forwarded for consideration if requested by the hiring team. Application materials cannot be accepted outside of the jobs portal. Applications cannot be edited on an applicant's behalf. For more information about the IRD and the applicant review process, view this link.

The IRD for this job is: 10/20/2025

ABOUT UC SANTA CRUZ

UC Santa Cruz is a public university like no other in California, combining the experience of a small, liberal arts college with the depth and rigor of a major research university. It's known as an unconventional place where innovation and experimentation is part of the campus's DNA. That playful, bold spirit still thrives today, all on a campus renowned as among the most beautiful in the world.

DEPARTMENT OVERVIEW

The Division of Student Affairs and Success (DSAS) is a division united in the service of students. The division's North Star values include student-centered decision-making, innovation, and equity and inclusion. DSAS consists of nearly 800 team members spanning 35 departments and 4 major units, each led by an associate vice chancellor. The division provides campus-wide coordination and leadership for student success programs, activities, and initiatives. The division also does its work through a range of resource centers dedicated to providing direct student support. The division's work is grounded in educational equity, institutional responsibility, and an unfettered commitment to supporting the whole student. The division aspires to ensure every student feels welcomed, supported, and a sense of belonging during their time on campus. The division's efforts are informed by robust and dynamic relationships with campus leadership, faculty, students, and staff from across the campus, reflecting the broad campus commitment to ensuring student success. Beyond UC Santa Cruz, the team is involved in numerous professional organizations and highly engaged in the local community.

Business and Financial Management (BFM) provides general oversight of the Division of Student Affairs and Success (DSAS) budget, capital management and deployment, division debt, and capital obligations. Specific responsibilities include budgeting and fiscal management, human resource management, management analysis, long-range planning and business-operations management. BFM delivers timely and accurate business plans, financial reports and other financial, business services, and human resource documents and reports as requested. BFM also provides oversight for development, review, and implementation of financial and human resource policies and procedures.

More information can be found at: https://dining.ucsc.edu/

JOB SUMMARY

Under the general supervision of the Principal Financial Analyst for Dining Services, the Financial Assistant will provide financial and administrative support in the areas of financial research and reporting related to a variety of fiscal operations within Dining Services. The incumbent will be responsible for processing purchase orders, preparing financial journals, reconciling and auditing expenses, ledger review, processing Entertainment Reporting forms, and providing support to Dining operations by responding to financial transaction inquiries. They will maintain all related files, reports, and required computer documentation. As directed, the Dining Financial Assistant will be responsible for monitoring expenditures and reviewing various financial transactions. The Dining Financial Assistant maintains a high level of accuracy and attention to detail across all financial analysis, reconciliations, and reporting tasks to ensure data integrity and informed decision-making.

APPOINTMENT INFORMATION

Budgeted Salary: $29.38/hourly
Under California law, the University of California, Santa Cruz is required to post a reasonable estimate of the compensation for this role. The salary shown above is the budgeted amount the University reasonably expects to pay and the salary extended should not exceed this posted amount.

Benefits Level Eligibility: Full benefits

Schedule Information:

• Full-time, Fixed
• Percentage of Time: 100%, 40 Hours per Week
• Days of the Week: Mon-Fri
• Shift Includes: Day

Employee Classification: Career appointment

Job End Date: None

Work Location: Scotts Valley (SVC)

Union Representation: Clerical Employees (CX)

Job Code Classification: BLANK AST 3 (004722)

Travel: Never or Rarely

JOB DUTIES

60% - Financial Transactional Support

• Prepares purchase orders and expense payments, including processing direct payments to vendors. Appropriately assigns and reconciles accounts and obtains appropriate approvals.
• Reviews vendor statements for accuracy. Facilitates resolution of payment issues with vendors and campus departments. Monitors vendor accounts and prepares reports on an ad-hoc basis using the campus financial systems. Monitors payments and accounts to ensure accuracy and researches and resolves invoicing discrepancies in a timely manner.
• Creates and enters data into internal databases or spreadsheets to monitor and report expenses and income. Tracks and reconciles transactions to source documents; assists in obtaining necessary approvals and supporting documentation while adhering to internal control principles and systems.
• Responds to financial transaction inquiries from units as appropriate to the position. May perform simple to moderate investigations within the financial budget and payroll systems in order to explain, clarify and/or correct discrepancies, collaborating with appropriate Dining personnel.
• Reviews credit card batch transfers and generates correctional actions as needed.
• Verifies and administers payment recharges, and intercampus orders as needed.
• Performs monthly encumbrance tracking and liquidation, major maintenance tracking, and meal ticket collection and tracking.
• Reviews and processes Entertainment Reporting Forms and obtains appropriate approvals.
• Prepares, maintains and reconciles Dining financial journals and ledgers. Investigates discrepancies and generates correctional actions, providing follow-up and documentation as necessary.
• Assists in maintaining various sales, labor and inventory reports as requested by the Principal Financial Analyst.
• Assists the Principal Financial Analyst with the Dining fiscal close by ensuring that all accounts are accurate, cleared and balanced. Supports the Principal Financial Analyst in various closing processes and activities.

25% - Financial Reporting and Budgetary Support

• As directed by the Principal Financial Analyst, prepares regular and ad hoc financial reporting for Dining Services, using campus financial systems as appropriate.
• Monitors and reports on expenditures of funds, notifying the Principal Financial Analyst of financial trends.
• Provides accurate, complete support work and review in preparation for the development of annual budgets - reviews specific budget categories under budgetary review with Dining Services.
• Prepares and processes budget and expense transfers as needed.
• Assists in the preparation of official monthly, quarterly, annual and ad-hoc Dining Services reports and information for budget presentations.

10% - Policy, Procedure and Process Interpretation

• Acts as a resource for CHES management and staff on complex or detailed accounting, purchasing, travel, and entertainment policies and procedures. Responds to inquiries, resolves problems and performs research as needed.
• Provides guidance in reading and interpreting financial reports, reconciliation practices and in resolving data entry and fund usage errors to management and staff. Advises management on application of policy or procedure to individual unit-specific situations.
• Models best financial practices and proposes process improvements as needed - Ensures compliance with all financial controls, adherence to university policy and internal audit guidelines, and employs accuracy controls to validate data integrity and minimize errors in financial work products.
• Engages in teamwork and coordination with staff in financial and payroll operations, as well as other CHES staff.
• Attends trainings as needed to remain knowledgeable of current policies, procedures and use of UC Systems.

5% - Other Duties as Assigned

• Conducts research and completes special projects as assigned within DSAS.
• As requested, participates in divisional and/or campus committees, workgroups and planning groups, attends meetings, and provides administrative support as needed.
• May also support additional departments and units within the division. Back-up other Financial Assistants within the unit.

REQUIRED QUALIFICATIONS

• Substantial experience in reviewing accounting data, identifying accounting related problems and performing financial reconciliation with a strong attention to detail and accuracy.
• Demonstrated experience in using spreadsheet and database software to perform financial reporting and analysis and budgetary projections.
• Excellent computer skills with ability to learn and use campus financial and/or acquisitions systems, personal computers, spreadsheets, and database utilities. Knowledge of Microsoft Word, Excel, and database systems.
• Demonstrated ability in researching information and in producing effective, clear and concise reports.
• Excellent organizational, record-keeping, and time management skills sufficient to work independently with shifting priorities.
• Excellent interpersonal skills with the ability to establish and maintain supportive relations with co- workers, colleagues, and customers, and to consistently provide quality service.
• Substantial experience working in a customer-service focused environment with an emphasis on effectiveness, professionalism, and integrity.
• Strong writing skills with the ability to create clear and concise written correspondence.
• Ability to establish and maintain cooperative working relationships with coworkers, vendors, and the campus community; Exercise discretion and good judgment with confidential and sensitive matters.
• Ability to work with individuals from diverse backgrounds with professionalism.

SPECIAL CONDITIONS OF EMPLOYMENT

• Selected candidate will be required to pass a pre-employment criminal history background check.
• Selected candidate must pass the employment misconduct disclosure process.
• Work place will be located at the Scotts Valley Enterprise Center - Some travel between the work place and the main campus may be required.
• Selected candidate will be required to complete training within established time frames as directed including UC compliance training.
• The University of California has implemented a Vaccination Policy covering all employees. Employees, including new hires, are required to comply with any applicable policies relating to the University of California vaccine program.
• 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.

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 allegations 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

SAFETY STATEMENT

All UCSC employees must understand and follow job safety procedures, attend required health and safety training, proactively promote safety at work, and promptly report actual and potential accidents and injuries.

NOTICE OF AVAILABILITY

EEO/AA

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 categories covered by the UC Anti-Discrimination Policy.

It is the policy of the University of California to undertake affirmative action and anti-discrimination efforts, consistent with its obligations as a Federal and State contractor.