Procurement and Accounting Coordinator

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Procurement and Accounting Coordinator

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89680

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UCSB Campus

Full/Part Time

Full Time

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Job Posting Details

Position Number: 40070689

Payroll Title: GEN ACCOUNTANT 2 (007736)

Job Code: 007736

Job Open Date: 10/28/2026

Application Review Begins: 11/12/2026

Department Code (Name): EAPQ (EDUC ABROAD PROGRAM LOC Q)

Percentage of Time: 100%

Union Code (Name): 99

Employee Class (Appointment Type): Staff: Career

FLSA Status: Non-Exempt

Classified Indicator Description (Personnel Program): PSS

Salary Grade: Grade 19

Pay Rate/Range: The budgeted salary range that the University reasonably expects to pay for this position is $29.74 to $40.52/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 $29.74 to $51.29/hour.

Work Location: UCEAP - Goleta, California

Working Days and Hours: M-F, 8-5 Pacific Time or similar schedule aligned with core business hours

Benefits Eligibility: Full Benefits

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

This position is eligible for a hybrid work arrangement within California. On-site presence will be required for leadership and staff meetings, delegation visits, training sessions, etc. The selected candidate must reside in California or be willing to relocate.

The UCEAP Systemwide Office located in Goleta, CA (near the UCSB campus) is the official designated office. The University of California is unable to pay or reimburse expenses prohibited by University policy, including travel expenses associated with commuting to the designated office.

Special Instructions:

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

Department Marketing Statement:

As the University of California's systemwide education abroad organization, the University of California Education Abroad Program (UCEAP) inspires and empowers global learning. Since 1962, UCEAP has served more than 100,000 UC students and welcomed over 30,000 international exchange students, advancing the University's commitment to accessible, academically integrated international education. Today, UCEAP supports more than 6,000 student participants annually through more than 160 academically rigorous study, research, internship, and experiential learning programs across 37 international locations, while welcoming approximately 1,500 international students annually to UC campuses through the UCEAP Reciprocal Exchange Program.

Guided by its values of integrity, collaboration, agility, inclusion, and stewardship, UCEAP works with faculty, campuses, and global partners to prepare graduates to lead, serve, and contribute in California and around the world.

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:

Primary interface with UCSB campus Procurement Office, and General Accounting. On a daily basis interprets and applies basic University policies and procedures. Has acquired job skills, follows UC policies, and procedures to complete substantive assignments, both domestically here in California, as well as for operations abroad. Exercises judgement within defined guidelines and practices to determine appropriate action for acquisition of goods and services, including equipment acquisition, contracting for professional services, design and/or construction services, business contracts, maintenance services, consulting and personal services. Uses professional accounting concepts. Completes accounting assignments that are of moderate scope when analysis of data requires a review of a variety of factors and multiple sources. Maintains one or more general accounting systems. Provides records of assets, liabilities, and other financial transactions.

Required Qualifications:

• Associate's Degree in accounting, finance, business administration, or a related field, or an equivalent combination of education and experience.

• Demonstrated progressively responsible experience performing accounting or financial operations functions, including financial transactions, account reconciliations, accounts payable, or general ledger activities.

Working knowledge of accounting principles, practices, and financial transactions, including account reconciliations and journal entries.

• Ability to analyze financial information, identify discrepancies, and resolve accounting issues of moderate complexity.

• Ability to interpret and apply accounting, procurement, and financial policies and procedures, including applicable compliance and recordkeeping requirements.

• Working knowledge of financial systems and proficiency with Microsoft 365 applications or comparable software, particularly Excel, with the ability to learn and adapt to new technologies.

• Ability to evaluate the cost effectiveness of purchasing options and apply established procurement procedures, including reviewing basic contract terms and conditions.

• Strong organizational skills, attention to detail, and ability to manage multiple assignments and meet established deadlines.

• Effective written and verbal communication skills, with the ability to collaborate with internal and external stakeholders.

Preferred Qualifications:

• Bachelor's Degree in accounting, finance, business administration, or a related field, or an equivalent combination of education and experience.
• Experience working within a higher education or a similarly complex organization.

Working knowledge of University of California accounting and procurement policies, procedures, and financial systems.

• Experience with financial transactions involving international operations, including foreign currency payments or reconciliations.

Special Conditions of Employment:

• This position is eligible for a hybrid work arrangement within California. On-site presence will be required for leadership and staff meetings, delegation visits, training sessions, etc. The selected candidate must reside in California or be willing to relocate. The University of California is unable to pay or reimburse expenses prohibited by University policy, including travel expenses associated with commuting to the designated office.
• Satisfactory criminal history background check
• UCSB is a Tobacco-Free environment

Misconduct Disclosure Requirement:

As a condition of employment, the final candidate who accepts an 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; or have filed an appeal of a finding of substantiated misconduct with a previous employer.

"Misconduct" means any violation of the policies governing employee conduct at the applicant's previous place of employment, including, but not limited to, violations of policies prohibiting sexual harassment, sexual assault, or other forms of harassment, or discrimination, 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:

• 20% Procurement - PROCUREMENT ANALYSES Conducts an analysis on the method of payments for various purchase requests; determines and recommends appropriate process and method of payment. TRAINING Works collaboratively with UCEAP staff in determining and explaining the best methods for obtaining goods/services. Exercises judgment within defined limits and practices to determine the most effective methodology to acquire goods and services. Explains and advises on Purchase Orders, Vendor Blankets, various types of Contracts, Bidding & Sole Sourcing. Facilitates and provides guidelines on UC Policies. Analyzes and indicates tax status and as required, in accordance with State and UC regulations. COORDINATION WITH UCSB Regularly communicates with UCSB Procurement Office on UC policies surrounding purchases, and stays informed on changes to rules and regulations; works on problems of moderate scope where analysis of situations or data requires a variety of factors. Works with UCSB on monthly audit checks of purchases, and remits supporting documentation to ensure compliance. Monitors Flexcard purchases and adherence to UC policies and regulations. Fulfills role of Flexcard Department Administrator. INVENTORY Regularly communicates with organization's customers, reducing risk to the University by ensuring compliance with procurement policy. Works in conjunction with end-users to develop specifications for RFQ's and RFP's. Monitors and advises on purchase and disposal of inventory in alignment with UC policies (IT equipment, etc.). Manages equipment inventory, performs annual analysis and records existing and/or disposition of Excess Property, and transfer of University-owned property. Guides annual audit for inventorial equipment and produces required reports.
• 75% Accounting - BILL PAYMENTS Working with vendors on timely submission of invoices and bills: 600 invoices annually in Gateway, and over 750 Flexcard transactions during the fiscal year. Allocates expenses and project codes to department budgets. ACCOUNTING DUTIES Performed Daily, Monthly and Annually DAILY Systematize and reconcile monthly expenses for the following: - Posting deposits to students account, reconcile, create and send journal to post to the General Ledger. - For Study Centers abroad in over 40 countries, including expenses associated with payroll, rent and other operating costs. - Student Finance accounting journals against the General Ledger, reviews backup billing assigned to student accounts, conducts audit review, submits final journals to UCSB for approval. - Manages Use-tax on goods and services obtained by staff domestically and abroad, reducing risk to the University by ensuring departmental compliance with procurement policies. - Prepares, analyzes, reviews and reconciles monthly, quarterly and yearly UCEAP Systemwide Office expenses according to the budget. - Reconciles monthly the Financial Control Journals Accounts. MONTHLY - Monitors monthly Business Resource Center for recharged expenses from UCOP, such as software and conference registrations. - Reconciles Bank Statements with Bank of America for Students payments by checks, credit cards, Non-Sufficient Funds). - Reconciles Mellon Bank for electronic funds transfers to students abroad, and Bank of America for incoming and outgoing Wires sent or received nationally and internationally for Study Center expenses. - Reconciles Funds Functioning as Endowments (UCEAP Endowment Scholarship Funds) & Grants, creating journals to ensuring funds are moved and recorded to the appropriate accounts. - Reconciles Blackbaud payments, assess credit fees and record with financial journals. - Reconciles payments for Visiting Scholars/Reciprocity. ANNUAL - Maintains an active role in the Fiscal Closing process for all aspects of the UCEAP Systemwide Office and Study Centers abroad. - Works efficiently with internal units on deadlines, and UCSB timelines for submittal of year-end purchases.
• 5% Special Projects and Other Duties - Performs other duties and completes special projects as assigned.

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:

The University of California endeavors to make https://jobs.ucsb.edu accessible to any and all users. If you would like to contact us regarding the accessibility of our website or need assistance completing the application process, please 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 the status of applications.

Privacy Notification Statement

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

Application Status: If you would like to check the status of your application, please log into the Candidate Gateway where you applied and click on 'my activities'.

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