Administrative Assistant

Position Number: 40077093

Payroll Title: BLANK AST 3 (004722)

Job Code: 004722

Job Open Date: 11/7/25

Application Review Begins: 11/25/25

Department Code (Name): HMCT (HUMANITIES CENTER)

Percentage of Time: 100

Union Code (Name): CX

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 $29.35 to $30.73/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 $29.35 to $42.06/hour.

Work Location: Humanities And Soc Sci Bldg - 6046

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

Benefits Eligibility: Full Benefits

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

Special Instructions:

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

Department Marketing Statement:

The Interdisciplinary Humanities Center (IHC), founded in 1987 to implement the Humanities Initiative, serves faculty and students in fine arts, humanities, and the humanistic social sciences (HFA). The IHC's mission is to advance knowledge about human experience in cultural, historical, and social contexts and to do so through programs that foster human agency, social connectivity, and civic empowerment. The IHC provides research funding to faculty and graduate students through a variety of awards, including collaborative research grants, faculty release-time awards, graduate student fellowships, and visual, performing, and media arts awards. The IHC funds several research units and 8-12 Research Focus Groups. The IHC also provides support to a range of sub-units who receive funding from outside the IHC and whose mission supports the IHC's commitment to interdisciplinary engagement. The center serves over 13 departments and 80 Principle Investigators for externally sponsored research (contracts and grants) and UC grants. Interdisciplinary courses are also offered each quarter at the IHC. The IHC's conference spaces, the McCune Conference Room and the Crowell Library, serve as central campus events space for the humanities and social sciences.

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 supervision of the Business Officer, the Administrative Assistant is responsible for the transactional financial efforts of the Interdisciplinary Humanities Center (IHC). Job duties include accounting, fund tracking and management, processing all payment related activities, and close interaction with faculty and staff in both the IHC and other campus departments. Responsibilities include monitoring department accounts, generating reports and data as necessary, processing financial transactions such as payments and reimbursements, including but not limited to travel, honoraria, Misc. Form 5, Entertainment, Membership, payroll, and the processing, posting and storage of financial records. The Administrative Assistant works independently with only minimal supervision and regularly makes decisions that require application and interpretation of University financial policies and procedures. Also serves as backup for the Payroll & Financial Assistant and UCPath Initiator.

Qualifications:

Required Qualifications:

• Required Or equivalent experience. High School Diploma
• Excellent typing and computer skills.
• Excellent attention to detail and data entry skillls.
• Excellent communication skills.
• Proficiency with Microsoft programs such as Excel, Word, Powerpoint, etc.
• Proficiency with Google software programs such as Sheets, Docs, Gmail, chat.
• Proficiency with Zoom

Preferred Qualifications:

• 1-3 years Experience working with financial data.
• 1-3 years Experience working with UC systems.
• Solid knowledge of University Accounting forms and processing.
• Solid knowledge of University policies relating to travel, entertainment, and reimbursements, and appropriate procurement methods for various commodities.
• Solid knowledge of UC programs such as GUS, Gateway, FlexCard, UCPath, Espresso and online travel and miscellaneous reimbursement applications.
• Solid knowledge of accounting principles.
• Ability to interface professionally with a broad range of staff, faculty, students, and others on behalf of the Center. Must be comfortable explaining reimbursement processing guidelines and policies to faculty.
• Ability to establish and maintain priorities, multi-task and meet deadlines.
• Ability to exercise good judgement, common sense, and discretion.
• Ability to work effectively and cooperatively as a team member.
• Analytical and problem-solving skills.
  

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 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:

• 30% Financial Support - Prepares travel payment requests, travel advance requests and travel vouchers. Processes appropriate forms for entertainment reimbursement, memberships, honorarium payments, and miscellaneous disbursements. Submits nominations to the Glacier tax compliance system for payments to non-resident aliens. Assists faculty, staff, and campus visitors with travel arrangements and direct billing through the Concur travel payment system. Prepares requisitions, enters receipts, and submits invoices in the Gateway purchasing system to ensure appropriate approval and documentation for supplies and other purchases as needed. Follows up with vendors, campus departments, purchasing and equipment management offices, solving discrepancies and obtaining necessary documentation for payment processing. With Supervisor support, makes determinations on interpretation of UC travel and entertainment policies and procedures, notifies staff when an exception to policy is required and assists with requests for exception to policies. Prepares detailed Excel reports for complex travel reimbursements with a high volume of receipts, which may involve the calculation of exchange rates for foreign currency transactions. Analyzes obstacles to payments and proposes solutions which may include: updating departmental financial forms, delegating appropriate workload to clerical student assistants, and additional communication of policies, processes, and division of duties to staff members across various departments. Prepares transfers of expense and transfers of funds, as directed by the Business Officer. Trains clerical students in processes for posting expenses into GUS and filing financial documentation, and monitors student clerical work for accuracy. Posts expenditures in the GUS financial tracking system to ensure accurate tracking of balances. Disperses funds for grants, granted by the IHC based on a schedule and approval of the Associate Director and Business Officers. Responsible for inputting and tracking program expenses and allocations in the accounting system; monitor purchases, recharges, travel, entertainment, recruitment, supplies, payroll, stipends, research, and other expenses. Monitors fiscal activity within the department including reconciling department financial records with general and payroll ledgers. Provides monthly financial reports to the Associate Director, Business Officer, granted faculty and Research Group leads. Prepares forms and related approvals for financial transactions. Experienced with the appropriate procedures to ensure accurate and timely financial transaction processing. Researches and resolves discrepancies on accounts prior to receipt of the next ledger. Assists Business Officer and Associate Director with departmental year-end budgets for IHC programs and grants. Assists Business Officer for the annual fiscal closing process for all department accounts. Prepares carry forward requests as appropriate. Acts as department representative with outside vendors and campus service departments. Initiates work orders for space modifications, communications, and transportation services. Responsible for posting and storage of financial records. Assist with Course Buyout forms, Summer salary forms, and other academic forms to initiate payments. Collects ledgers from academic departments with Faculty Fellowships administered by IHC and provide report on funding left on awards. Administers IHC stipends to Grad and undergraduate students per the Stipend calendar, for Associate Director and Business Officer approval. Tracks when stipends hit the GradDiv accounts and report in IHC accounts. Tracks funds in for both systems and provide quarterly financials to Business Officer.
• 30% Administrative Support - From the front desk of the IHC office, serves as an initial point of contact for inquiries from visiting faculty, staff, students, and community members. Responsible for elements of general office upkeep, including maintaining inventory of office supplies and media equipment, tracking copier usage and supplies, and submitting maintenance requests for IHC spaces as needed. Sorts and distributes daily mail. Reserves parking permits for events as directed by faculty and event coordinators. Oversees the the McCune conference room, Crowell reading room, and Seminar room schedules and maintenance. Manages a high volume of conference room reservation requests, forwarding requests to the Associate Director for approvals when needed. Updates Google Sheets with reservation schedules, explains rules for conference room usage, and grants scheduled users access to rooms. Serves as front desk contact for conference room users and other visitors, answering a variety of inquiries and directing visitors to the appropriate resources. Participates in interviews and hiring of new student assistants as needed, typically on an annual basis. Tracks schedules of IHC student assistants and notifies department staff of student availability. Serves as a primary point of contact for student assistants, coordinating with department staff to determine high priority student tasks and projects. Administers IHC courses in conjunction with the Academic Coordinator. Schedules classes, reviews proofs, and administers end of quarter evaluations for faculty members. Creates and distributes add codes as necessary and requested from professors. Prepares paperwork for creation of new IHC courses to ensure addition to schedule of classes. Submits paperwork to make changes as necessary throughout the quarter. Responsible for annual equipment inventory audits. Maintains accurate records of equipment and performs physical audit as required Responsible for operation of departmental copy and fax machines, calls for service, assigns user numbers, and trains users. Maintains up-to-date desk manual.
• 20% Event & Programming Coordination Duties - Under the general supervision of the Associate Director, is responsible for overseeing the administrative logistics for IHC-sponsored events and research initiatives. Duties may include arranging for special equipment and furniture needs, coordinating catering and/or refreshments, contacting current or potential guest speakers and visiting artists, coordinating availability with departmental schedules, assisting in scheduling and booking of events; managing all aspects of event promotion including development of promotional materials, determining and processing travel itineraries, arranging for hotel reservations, coordinating in-town entertainment, and liaising with conference and symposium organizers. Works closely with the IHC Graduate Assistant in coordinating event logistics. Responsible for assisting with the preparation of programming in accordance with various IHC endowment bequests. Responsible for outreach among various constituencies to expand relevant and enhanced supplemental programming content for the IHC by collaborating with faculty, administrators, and staff representatives from throughout the campus and community.
• 15% Purchasing Support - Serves as department FlexCard holder to make general purchases for the IHC with the approval of the Associate Director or Business Officer. Allocates FlexCard purchases to the designated accounts and gathers order, receipt, and approval documentation for financial files. Submits IHC Amazon orders and other purchase orders as needed through the Gateway purchasing system. Processes Corporate Card reimbursements for travel and entertainment purchases made by the Associate Director. Processes Corporate Card requests. Serves as a financial assistant for other travel reimbursements and accounts payable processes.
• 5% Backup Payroll Processor - Serves as backup Payroll/Personnel UC Path initiator for all staff. Responsibilities include processing Salary Cost Transfers, preparing forms and processes online transactions for payroll, expense transfers, late payments, and overpayments.

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:

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