Administrative Assistant Job at UC Santa Barbara in Santa Barbara

Job Posting Details

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: $29.35 to $30.73/hour (budgeted). Full range: $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 supports a range of sub‑units that receive funding from outside the IHC and whose mission aligns with the IHC’s commitment to interdisciplinary engagement. The center serves over 13 departments and 80 Principal 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

• Monitor department accounts, generate reports and data as needed.
• Process financial transactions such as payments and reimbursements (travel, honoraria, miscellaneous, entertainment, membership, payroll).
• Post, store, and manage financial records.
• Make decisions requiring application and interpretation of University financial policies.
• Serve as backup for the Payroll & Financial Assistant and UCPath Initiator.
• Coordinate administrative logistics for IHC‑sponsored events and research initiatives.
• Handle purchasing support through FlexCard and Gateway systems.
• Perform backup payroll processing duties.
• Assist in preparation of financial reports and closeout processes.

Qualifications

Required Qualifications

• High School Diploma or equivalent experience.
• Excellent typing and computer skills.
• Excellent attention to detail and data entry skills.
• Excellent communication skills.
• Proficiency with Microsoft programs (Excel, Word, PowerPoint).
• Proficiency with Google software (Sheets, Docs, Gmail, chat).
• Proficiency with Zoom.

Preferred Qualifications

• 1–3 years of experience working with financial data.
• 1–3 years of experience working with UC systems.
• Solid knowledge of University Accounting forms and processing.
• Solid knowledge of University policies on travel, entertainment, and reimbursements and procurement methods.
• Solid knowledge of UC programs such as GUS, Gateway, FlexCard, UCPath, Espresso, and online travel and reimbursement applications.
• Solid knowledge of accounting principles.
• Ability to interface professionally with staff, faculty, students, and others on behalf of the Center.
• Ability to establish priorities, multi‑task and meet deadlines.
• Ability to exercise good judgment, 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 will be required to disclose any misconduct within the past seven years or any ongoing administrative or disciplinary proceedings. Misconduct includes any violation of the policies or laws governing conduct at the applicant’s previous place of employment, including but not limited to sexual harassment, sexual assault, other forms of harassment, discrimination, dishonesty, or unethical conduct. Relevant UC policies: Sexual Violence and Sexual Harassment Policy, Anti‑Discrimination Policy, and Abusive Conduct in the Workplace.

Job Functions And Percentages of Time

• 30% Financial Support – prepare travel payment requests, process reimbursements, manage vendor relationships, produce Excel reports, handle grants, and provide financial reports to stakeholders.
• 30% Administrative Support – front‑desk duties, inventory management, conference room scheduling, student assistant coordination, and administrative support for teaching and research initiatives.
• 20% Event & Programming Coordination – oversee logistics for IHC‑sponsored events, coordinate catering and travel, manage event promotion, and liaise with external partners.
• 15% Purchasing Support – manage FlexCard purchasing, submit orders through Gateway, process corporate card reimbursements, and serve as a financial assistant for travel reimbursements.
• 5% Backup Payroll Processor – handle payroll processing, salary cost transfers, and related online transactions.

UC Vaccination Programs Policy

As a condition of employment, you will be required to comply with the University of California Policy on Vaccination Programs. Covered individuals must provide proof of up‑to‑date vaccinations or submit an exemption request. For more information, visit UCP Vaccination Programs Policy.

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 any other protected status under state or federal law.

Reasonable Accommodations

The University of California endeavours to make jobs.ucsb.edu accessible to all users. If you would like to contact us regarding the accessibility of our website or need assistance completing the application process, 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 application status.

Privacy Notification Statement

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

Seniority Level

Not Applicable

Employment Type

Full‑time

Job Function

Administrative

Industry

Higher Education