Finance and Procurement Assistant

Payroll Title: BLANK AST 3

Job Code: 4722

Job Open Date: 8/9/22

Application Review Begins: 8/24/22; open until filled

Department Code-Name: ICBT - Institute for Collaborative Biotechnologies

Percentage of Time: 100%

Collective Bargaining Unit (CBU): CX (Clerical)

Grade Type/Grade: PSS

FLSA Exemption Status: Non-Exempt

Work Location: BioEngineering Building (UCSB)

Pay Rate/Range: $24.61 - $26.32/hr.

Days/Hours: Monday - Friday 8:00 am - 5:00 pm

Benefits Eligibility: Full Benefits

Located on the beautiful campus of UC Santa Barbara, The Institute for Collaborative Biotechnologies is a uniquely interdisciplinary, powerful alliance of Academia, Industry and the Government. Led by the University of California Santa Barbara, in collaboration with MIT, Caltech, the Federal Government, and Industry partners, the ICB transforms biological inspiration into technological innovation. Within this context, the financial unit is a fast-paced, dynamic environment that provides a broad set of services. Staff members take pride in providing high-quality service and creating a strong working relationship with our diverse clientele.

Responsible for purchasing, receiving, and equipment management functions of the Institute for Collaborative Biotechnologies. Acts as liaison between Business and Financial Services for routine matters related to procurement, receiving, and accounts payable. Maintains working knowledge of University procurement policies and procedures and applicable university financial policies. Prepares travel, entertainment, and reimbursements. Resolves problems with transactions. #LI-KA1

• Demonstrated strong administrative, organizational, math, interpersonal, and written and oral communication skills.
• Ability to pay strict attention to detail and prioritize work to meet deadlines among competing demands with minimal errors.
• Demonstrated ability to learn and adapt to new policies, procedures, and requirements.
• Experience with word processing, spreadsheets, email, and other office productivity tools.
• Must be able to act with sound judgment, maintain strict confidentiality, and work well independently and as part of a team.

Preferred Qualifications

• Bachelor's degree in a related area or equivalent experience and/or training.
• Knowledge of UC procurement, travel and entertainment policies and processes.
• Experience with UCSB or other business process systems such as payroll (e.g., Gateway and CONCUR), shadow financial systems (e.g., GUS), database systems (e.g., Data Warehouse).
• Understanding of research administration guidelines of Federal and non-Federal sponsors supporting research and educational activities.

• Satisfactory conviction history background check.

• Position is funded by federal contract/sub-contract and requires E-Verify check.

• UCSB is a Tobacco-Free environment.

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

50% Purchasing

Responsible for executing all purchasing functions for the Institute for Collaborative Biotechnologies. Types of orders include technical, scientific, and general-purpose inventorial equipment; items for equipment fabrications; supplies; restricted chemicals and DEA controlled drugs; services; and publications. Ensures that all purchases meet federal, state, campus, and internal audit requirements by working closely with Financial Analyst and Financial Manager.

Utilizes the Gateway procurement system, for purchase orders. Ensures accuracy and completeness of all data, and obtains additional approvals, as required, for restricted items. Maintains knowledge of campus restricted items list to ensure that all goods requiring additional review are properly routed for required approvals.

Responsible for all Flexcard credit card purchases, and reconciliation of Flexcard purchases ensuring the purchase is allocated to the correct project within the Flexcard Allocation Module. Responsible for retaining all Flexcard documentation and providing documentation to the Flexcard Manager for monthly and annual audits, as requested.

Maintains knowledge of department, UC, and extramural agency policies and procedures as they related to procurement. Advises PIs and other requesters of sole source, price reasonableness, FFATA, and bidding policies; processes all required forms. Advises PIs and other requesters of duty and customs procedures for international orders and shipments; recommends purchasing sources and vendors, including those within the planned purchasing agreements.

Uses the departmental shadow system to track purchases, costs, vendors, order receipts, and equipment allocation information. Ensures the data is complete and accurate, and that the appropriate documentation is completed.

20% Travel, Entertainment & Reimbursements

Responsible for processing travel requests on ICB internal and extramural awards. Prepares all associated and required forms for domestic and international travel.

Ensures completion of travel vouchers, and that travelers are paid in a timely manner. Enters travel data into departmental financial database. Responsible for data integrity, review of open transactions, and problem-solving.

Processes petty cash, entertainment, membership, and Form 5 reimbursements. Obtains proper backup and checks allowability of expenses on funding source; responsible for ensuring funds are available to be spent prior to processing reimbursements and vouchers. Ensures that appropriate prior approval is received for all entertainment (or retroactive approval) as necessary.

Responsible for processing all cash advances and issuing reimbursement payments to researchers for subject pools. Responsible for the distribution of policies, practices, and procedures to researchers. Provides advice and training sessions when necessary. Checks that appropriate signatures and IRB approvals have been received prior to processing.

Uses a thorough working knowledge of University Policies and Procedures related to accounting, contracts and grants, materiel management, and insurance, as well as state and federal laws governing control of these expenditures.

10% Administrative Support

Acts as "first contact" for visitors to the ICB, directing them to the appropriate contact or desired information. Functions as front office receptionist. Picks up and distributes ICB mail, and fields phone calls to the department general line. Contacts Facilities and/or the Building Manager to arrange for office maintenance needs.

Prepares ICB supply orders, and maintains organization of the ICB supply cabinet. Responsible for submitting purchase requests on behalf of the ICB Directors and others, as assigned by the MSO.

Utilizes the BORIS system to submit work order tickets to Campus Communication Services for issues with the telephone service, and telephone equipment in the ICB Offices.

10% Receiving and Accounts Payable

Tracks order delivery dates and expedites overdue orders. Ensures requesters are notified when items are received. Maintains appropriate backup files on all purchases. Collaborates with the student assistants for receiving and invoice-matching functions in the Gateway system. Ensures receipt of goods and services is properly documented, and that invoices are audited against purchase orders and packing slips prior to payment approval. Receives all packages, interacting with external university delivery personnel to sign for packages and organize when pick-ups are needed for returned items.

5% Equipment Inventory

Responsible for ensuring all inventorial equipment is labeled with assigned UC property tag, information is recorded in the campus financial system and physical audit is completed bi-annually or as requested by the Equipment Management Office.

5% Back-up to Payroll and Research Administration Assistant

In the absence of the Payroll & Research Administration Assistant, or as workload requires, assists in the processing of payroll and personnel transactions.

The University of California is vigilantly monitoring and acting in accordance with all applicable public health directives related to COVID-19. As a condition of employment, you will be required to comply with the University of California SARS-CoV-2 (COVID-19) Vaccination Program Policy. All Covered Individuals under the policy must provide proof of Full Vaccination or, if applicable, submit a request for Exception (based on Medical Exemption, Disability, and/or Religious Objection) or Deferral (based on pregnancy) no later than the applicable deadline. New University of California employees must (a) provide proof of receiving at least one dose of a COVID-19 Vaccine no later than 14 calendar days after their first date of employment and provide proof of Full Vaccination no later than eight weeks after their first date of employment; or (b) if applicable, submit a request for Exception or Deferral no later than 14 calendar days after their first date of employment. (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
• UC SARS-CoV-2 (COVID -19) Vaccination Program Policy: https://policy.ucop.edu/doc/5000695/SARS-CoV-2_Covid-19

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