Payroll Title: Blank Assistant 3

Job Code: 004722

Job Open Date: 5/9/2023

Application Review Begins: 5/24/2023; open until filled

Department Code (Name): LIBR (Library)

Percentage of Time: 100%

Union Code (Name): CX (Clerical)

Employee Class (Appointment Type): 2 - Staff (Career)

FLSA Status: Non-Exempt

Classified Indicator Description (Personnel Program): PSS

Salary Grade: STEPS

Hiring/Budgeted Salary or Hourly Range: $26.09 - $27.90/hr.

Full Salary Range: 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 $26.09 to $37.40/hr. The budgeted hourly range the University reasonably expects to pay for this position is $26.09 to $27.90/hr.

Work Location: UCSB Library

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

Benefits Eligibility: Full Benefits

Special Instructions

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

Department Profile

UCSB Library empowers researchers and students to create and adapt knowledge for the benefit of society. Situated at the interdisciplinary crossroads of campus, the Library embodies scholarship and advances UCSB as a world-class research and learning institution. With a staff of 240 employees and student workers, the Library manages more than 3.6 million unique print and digital resources, including world-renowned special research collections, and provides a wide range of innovative research, teaching and learning services to more than 2 1/2 million physical and virtual visitors per year.

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 Library Director of Business Operations and CFO, oversees all travel, entertainment, reimbursements and miscellaneous payment activities for the UCSB Library, which includes a client base of 150 librarians and staff. Reviews and approves complex travel and entertainment transactions in Concur. Serves as the subject matter expert for all Travel and Entertainment matters for the Library. Acts as a liaison between campus Travel and Entertainment Office, Library Business Operations Office and Library users. Maintains knowledge of university policies and procedures regarding travel and entertainment, reimbursements, miscellaneous payments and applicable restrictions and allowability. Responsible for all business operations and financial activities for the Office of the University Librarian, including purchasing of supplies and services, using campus systems. Organizes and maintains a complex electronic filing system for audit and financial reconciliation purposes. Works with efficiency, conducts business with sensitivity and discretion, as part of the Library Business Operations team and the Office of the University Librarian.

Required Qualifications

• Bachelor's Degree or equivalent experience and/or training.
• Thorough knowledge and experience in word processing, spreadsheet and database applications.
• Excellent verbal and written communication skills, attention to detail, critical thinking, multi-task and problem solving, time management and follow-up skills.

Preferred Qualifications

• Knowledge of UC Policies and Procedures related to Travel and Entertainment, Procurement, and FlexCard.
• Experience using UC campus systems such as Gateway, Flexcard, Concur, Data Warehouse, Docusign.

Special Conditions of Employment

• Satisfactory conviction history background check
• May be required to work on holidays as needed.
• UCSB is a Tobacco-Free environment

Job Functions/Percentage of Time/Duties

• Travel & Entertainment (65%): Responsible for a high-volume of Travel and Entertainment reimbursement activities for the Library. With full understanding of travel and entertainment policies, reviews/approves complex travel and entertainment Requests and Expense Reports in Concur, providing advice and direction to Library Concur users. Tracks approval flow of Concur requests and expense report and intervenes when necessary. Works with the Concur users to troubleshoots problems. Is cognizant of and advises librarians and staff of proper University policies and procedures regarding travel and entertainment. Screens, analyzes and reviews each Concur expense report for proper authorization and appropriateness of funding source to ensure expense is allowable, allocable, and adheres to University Policy G-28. Verifies that all necessary backup and receipts have been obtained and uploaded and that Exceptional approval forms are completed and signed, when applicable.

Acts as a delegate for all guest travelers, books airfares and hotel accommodations, as needed and is responsible for their travel expense reimbursements through Concur.

Responsible for processing miscellaneous payments, including honoraria, travel vendor payment and removal expenses reimbursements, resulting from academic recruitments. Works closely with new hires, guest travelers, vendors, Library Administration and Human Resources, and campus Business and Financial Services to resolve issues and ensure timely payments. Provides training to and serves as a resource to Library for all reimbursement matters. Maintains and revises Library guidelines for Travel, Entertainment and Reimbursements and makes updates on the Library Wiki as needed.

• Business & Financial Services (30%): Serves as the Gateway and FlexCard buyer, responsible for procurement activities for supplies and services for the Office of the University Librarian. Must be knowledgeable and informed on all policies and procedures related to purchasing and procurement, and provides recommendations and advise. Facilitates and processes payments for individual Librarian memberships through Gateway and FlexCard.

Utilizes the campus Data Warehouse system to track travel and entertainment expenditures. Researches financial data and prepares monthly budget-to-actual reports and periodic fiscal projections related to travel and librarians and staff professional development funds. Works closely with LAUC Chair to track spending of LAUCPD funds and provides periodic status reports to ensure compliance within allocated funds. Provides analytical support for the annual budget related to learning and growth and professional development resources. Researches and gathers financial data utilizing online systems to analyze and forecast expenditure patterns and potential budgetary issues. Creates and presents reports to the Director of Business Operations as needed.

In coordination with the Library Business Operations and Financial Analyst, performs monthly general ledger reconciliation of all Concur transactions and related Concur default accounts. Independently identifies discrepancies and provides the Director of Business Operations with recommendations to perform corrections and adjustments.

Independently responsible for the enhancement and maintenance of electronic filing system for audit and financial reconciliation purposes.

Contributes to a collegial teamwork environment, working with professionalism, treating others courteously and respectfully, conducting business with sensitivity and discretion, and working efficiently and collaboratively to meet deadlines and ensure the smooth functioning of the Business Operations Office and Library as a whole.

• Miscellaneous (5%): May provide support to the Office of University Librarian and Library wide projects and serve on committees as needed.

Engages in training for professional skills enhancement and career development

Vaccinations Programs – Including SARS-COV-2 (COVID-19)

As a condition of employment, you will be required to comply with the University of California Policy on Vaccinations Programs – With Interim Amendments. 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:

• UC Santa Barbara COVID-19 Information https://www.ucsb.edu/COVID-19-information
• University of California Policy on Vaccinations – With Interim Amendments https://policy.ucop.edu/doc/5000695/VaccinationProgramsPolicy
• August 5, 2021 California Department of Public Health (CDPH) Order (Heath Care Worker Vaccine Requirement) https://www.cdph.ca.gov/Programs/CID/DCDC/Pages/COVID-19/Order-of-the-State-Public-Health-Officer-Health-Care-Worker-Vaccine-Requirement.aspx

• Covered Individuals: A Covered Individual includes anyone designated as Personnel, Students, or Trainees 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 Opportunity/Affirmative Action Statement

UC Santa Barbara is an Equal Opportunity/Affirmative Action Employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law.

Reasonable Accommodations

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