Facility​/Financial Assistant

Overview

Join to apply for the Facility/Financial Assistant role at University of California, Santa Cruz
.

From budgets to buildings, make it all flow—become a Facility / Financial Assistant. UCSC Student Health Services seeks a Facility / Financial Assistant to provide specialized fiscal and facility support to ensure operational efficiency and reliable continuity within the department.

Under the general direction of the Business Services Director, the Facility/Financial Assistant is responsible for coordinating purchasing, facility, and fiscal operations for Student Health Services (SHS), including Counseling and Psychological Services (CAPS) and all SHS satellite offices.

• Budgeted Salary: $29.38/hourly
• Benefits Level Eligibility:
  Full benefits
• Schedule Information:
  Full-time, Fixed;
  Percentage of Time: 100%, 40 Hours per Week;
  Days of the Week:
  Mon-Fri;
  Shift Includes:
  Day
• Employee Classification:
  Career appointment
• Job End Date:
  None
• Work Location:
  
  UC Santa Cruz Main Campus
• Union Representation:
  Clerical Employees (CX)
• Job Code Classification: BLANK AST 3 (004722)
• Travel:
  Never or Rarely

• 40% - Purchasing, Travel/Entertainment and Accounts Payable Operations
• Process and track financial transactions for SHS using Cruz Buy and BANNER system. Prepare online purchase orders and maintain logs. Monitor and set up blanket purchase orders. Arrange for shipping by coordinating trucking and air/sea forwarder vendor arrangements.
• Ensure all incoming invoices are covered under proper purchase order amounts and descriptions. Resolve financial discrepancies related to data entry. Maintain closed purchase orders and shipping memo files.
• Prioritize, coordinate, and schedule placement of orders in concert with SHS and CAPS clinical operations, factoring in clinic flow and patient privacy concerns and HIPAA regulations. Coordinate the retail pharmacy purchasing process for OTC sales, including ordering from Costco, receipt and reconciliation, and delivery of product to the Pharmacy.
• Liaison for all vendor relationships for office and medical equipment within SHS. Serve as a resource for researching and recommending new vendors. Resolve disputes and discrepancies with existing vendors.
• Review Cruz Buy and travel and entertainment transactions for proper authorization, coding, and adequate information, and coordinate approval processes within SHS, the Division, and central units.
• Process travel and entertainment paperwork and reimbursements for all SHS staff. Reconcile travel and entertainment paperwork and resolve issues with SHS employees.
• Monitor and reorder office supplies. Process weekly office order requests. Coordinate printing service needs and process requisitions. Monitor, reorder, and restock printing/paper inventory. Ensure SHS copy machines are in working order. Coordinate vendor repairs as needed.
• Devise and create internal forms, flyers, and other resources to assist managers and staff with purchasing, travel and entertainment, and accounts payable processes. Initiate meetings, trainings, and check-ins with managers and staff regarding these processes. Serve as SHS unit contact for divisional and central offices for problem-solving and follow-up.
• Prepare high-dollar technical purchases for submission to central purchasing. Obtain written competitive bids and written justification for specialized or single-source purchases.
• Obtain proof of insurance and check business license status for service requests. Establish additional insurance and maintenance agreements as required.
• In conjunction with SHS medical assistants, maintain an inventory database for medical and orthopedic supplies. Perform a biannual physical inventory, facilitate purchases, stay current on backorders, and liaise with vendors.

• Act as liaison for facility-related issues, resolve problems with repairs, services, and equipment, and coordinate with SHS staff.
• Review repair, maintenance, and disposition requests; perform occasional hands-on repairs as needed.
• Submit and process facility work orders for SHS and CAPS Satellite offices; serve as department liaison for work orders.
• Prioritize…