Facility/Financial Assistant

From budgets to buildings, make it all flow-become a Facility / Financial Assistant. UC Santa Cruz (UCSC) Student Health Services seeks a Facility / Financial Assistant to provide specialized fiscal and facility support to ensure operational efficiency and reliable continuity within our department.

UC Santa Cruz is the county's largest employer and one of the most beautiful campuses in the nation. Perched on the coast overlooking Monterey Bay, our main campus offers a stunning setting and a vibrant community where over 3,100 staff members build meaningful careers, enjoy comprehensive benefits, and contribute to a mission that makes a difference.

UCSC offers staff a comprehensive benefits package designed to support health and well-being. Sample benefit options include:

• Medical, dental, and vision insurance plans
• UC Retirement Pension Plan
• Optional group term life, legal, and pet insurance
• Paid holidays, plus accrued vacation and sick leave
• Discounts at UCSC recreation facilities

For details, please visit: UCnet Benefits

Thank you for your interest in joining the UC Santa Cruz community.

HOW TO APPLY

For full consideration, applicants should attach their resume and cover letter when applying for a job opening. For guidance related to the application process or if you are experiencing difficulties when applying, please review the Applicant Resources on our website.

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INITIAL REVIEW DATE (IRD)

UC Santa Cruz jobs are posted until filled. All application materials submitted by 11:59 pm on the IRD will be routed to the hiring team for consideration. NOTE: Applicants who miss the IRD are still encouraged to apply; their materials will still be forwarded for consideration if requested by the hiring team. Application materials cannot be accepted outside of the jobs portal. Applications cannot be edited on an applicant's behalf. For more information about the IRD and the applicant review process, view this link.

The IRD for this job is: 10-13-2025

ABOUT UC SANTA CRUZ

UC Santa Cruz is a public university like no other in California, combining the experience of a small, liberal arts college with the depth and rigor of a major research university. It's known as an unconventional place where innovation and experimentation is part of the campus's DNA. That playful, bold spirit still thrives today, all on a campus renowned as among the most beautiful in the world.

DEPARTMENT OVERVIEW

UC Santa Cruz (UCSC) Student Health Services (SHS) is a full-service medical facility offering clinical, educational, and psychological support to UCSC students. SHS is deeply committed to ensuring affordable, well-integrated, multidisciplinary healthcare that effectively supports the university's diverse campus communities through equitable access and culturally competent, high-quality programs and services.

The Primary Care Program offers primary care and same-day care services, supported by on-site radiology, a COLA-accredited clinical laboratory, and the campus pharmacy offering prescription and over-the-counter products. Counseling and Psychological Services, Case Management, and Psychiatry services are available for crisis intervention, mental health support, and outreach services.

Additional departments include Student Health Outreach and Promotion (SHOP), home of the Condom Co-op, the Cove Collegiate Recovery Program (CCRP), where students receive harm-reduction and recovery services; CARE (Center for Advocacy, Resources & Empowerment) the advocacy and prevention education office that supports those who have experienced sexual assault, stalking, and dating/domestic violence; Optometry, and Student Insurance and Referral Programs.

Student Health Services employs approximately 150 staff and welcomes staff with an interest and experience working with college students with a wide range of ethnic, cultural, and gender identities.

More information can be found at healthcenter.ucsc.edu.

JOB SUMMARY

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.

APPOINTMENT INFORMATION

Budgeted Salary: $29.38/hourly
Under California law, the University of California, Santa Cruz is required to post a reasonable estimate of the compensation for this role. The salary shown above is the budgeted amount the University reasonably expects to pay and the salary extended should not exceed this posted amount.

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

JOB DUTIES

40% - Purchasing, Travel/Entertainment and Accounts Payable Operations

• Process and track financial transactions for SHS using CruzBuy and BANNER system. Act as SHS resource person for CruzBuy, assisting the Director, managers, and staff. 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 over-the-counter (OTC) sales, including ordering from Costco, the 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 person for researching and recommending new vendors. Resolve disputes and discrepancies with existing vendors.
• Review CruzBuy 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. Work with SHS employees to reconcile travel and entertainment paperwork and resolve any issues.
• 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 that all SHS copy machines are in satisfactory working order. Contact and monitor vendors as appropriate for needed repairs.
• 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 in relation to these processes. Serve as SHS unit contact for divisional and central offices for problem-solving, approvals, research, 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 for services.
• In conjunction with SHS medical assistants assigned to clinical inventory, maintain an accurate and current inventory database for all medical and orthopedic supplies. Perform a biannual physical inventory count of all medical and orthopedic supplies in central supply. Facilitate and track all medical supply purchases and orders. Remain current on the status of all backorders and returns. Compare received medical supply orders and packing lists. Liaise with medical supply vendor representatives regarding regular and periodic specialty medical supply orders.

40% - Facility Operations

• Act as liaison and resource for all facility-related issues, including day-to-day events as well as special projects. Resolve problems with facility repairs, services, and related equipment, working directly with SHS employees to solve facility-related concerns.
• Review and respond to various repair, maintenance, and disposition requests, including electrical, custodial, carpentry, plumbing, heating and ventilation, and surplus equipment. Perform occasional hands-on repair and installation tasks related to SHS operations as necessary.
• Submit and process facility work orders for Student Health Services and CAPS Satellite offices. Serve as SHS Department liaison for all work orders.
• Prioritize and schedule repairs, maintenance, moves, and deliveries in concert with SHS and CAPS clinical operations, factoring in clinic flow and patient privacy concerns and HIPAA Security regulations. Receive and distribute goods.
• Resolve problems and contact custodial staff in a timely manner when services do not meet clinical standards.
• Responsible for securing the facility at the close of the weekday.
• Issue and collect SHS keys in accordance with unit guidelines, including keys for CAPS satellite offices. Maintain key inventory. Issue and collect SHS official Omni Lock badges. Coordinate with the Business Services Director for badge clearance. Maintain inventory of issued badges.
• Monitor conference room setup for meetings and conferences, ensuring access, accurate and timely setup, and technology needs. Set up tables, chairs, and equipment, as needed.
• Deliver items to satellite offices or vaccination clinics. Provide on-site satellite offices for moves, work orders. and access-related issues as needed.

20% - Fiscal Operations

• Obtain proper authorizations and adhere to unit, campus, and system-wide policies and procedures.
• Adhere to adequate separation of duties, appropriate authorization, and approval mechanisms when performing business functions such as accounting records, purchasing, receipt of goods, travel, and entertainment.
• Adhere to all system-wide policies, procedures, and internal control guidelines.
• Maintain signature authority records, accounting manual, and business and finance Bulletins.
• Prepare and review payments received from over-the-counter (OTC) credit card sales and student accounts. Deposit monies accurately and within established time frames. Maintain accurate and up-to-date records of all deposited funds by account.
• Attend training sessions as needed to remain knowledgeable of current policies and procedures and the use of online financial information systems.
• Process purchase orders, annual blankets (exceeding $400,000 annually), direct payments, and recharges.

REQUIRED QUALIFICATIONS

• High school diploma or equivalent experience
• Related administrative experience sufficient to coordinate purchasing, fiscal, and accounts payable functions of a multifaceted organization; Demonstrated ability to learn, and adhere to internal control principles and systems.
• Direct experience coordinating the facility operations of a multifaceted organization; Demonstrated ability to make decisions and respond to situations requiring emergency or immediate response during the open hours of daily operations in a multifaceted facility.
• Experience with facility-related projects that require coordinating with various constituents, and short and/or long-term follow-up.
• Ability to coordinate routine facility-related repairs and/or installations during open hours, maintaining awareness of operational environment and following sound safety practices.
• Basic familiarity with accounting and fiscal management principles and practices, especially fund accounting.
• Ability to learn and apply federal, state, and University regulations and policies relating to purchasing, facility, fiscal, travel, and entertainment.
• Experience with various computer applications, including but not limited to database, spreadsheet, reporting tools, word processing, electronic calendar, and email applications software in a Windows environment.
• Ability to work as a competent member of the team, willingly providing backup support for co-workers when required, and actively support group goals.
• Demonstrated ability to take and follow direction with minimal monitoring and follow up.
• Excellent record keeping skills; ability to organize and access information in a timely manner; Strong attention to detail, ability to present legible work, and to maintain a high degree of accuracy.
• Strong organizational skills with the ability to establish priorities and complete a number of competing assignments in a timely manner under the pressure of deadlines and with frequent interruptions.
• Excellent interpersonal skills to ensure efficient, responsive delivery of high-quality services to customers and interact in a professional and courteous manner with a diverse group of people from both the campus and the community.
• Ability to exercise good judgment and discretion, especially with regard to sensitive or confidential matters.
• Excellent verbal communication skills.
• Excellent writing skills with the ability to research information and produce clear, concise correspondence and reports and information.

PREFERRED QUALIFICATIONS

• Experience working in a university environment on a campus with a diverse staff and student body.
• Knowledge of UCSC financial system and policies, including prior experience working with FIS, Infoview, CruzBuy, ProCard, UC Travel, and Entertainment Reporting Forms.
• Knowledge of medical office functions and requirements.

SPECIAL CONDITIONS OF EMPLOYMENT

• Selected candidate will be required to pass a pre-employment criminal history background check.
• Selected candidate must pass the employment misconduct disclosure process.
• Complete Health Insurance Portability and Accessibility (HIPAA) training within 30 days of hire.
• Selected candidate will be required to complete training within established time frames as directed including UC compliance training.
• Ability to safely perform the physical requirements necessary to move light to moderate objects up to 60 lbs., with or without accommodation.
• The selected candidate will be required to work all scheduled hours on-site.
• Ability to travel to multiple work locations on and off campus.
• Ability to maintain appearance and conduct suitable for working in a professional setting.
• Will be required to comply with current Student Health Center employee health safety requirements for health care workers as defined by state and federal regulatory agencies. Current health safety requirements are discussed during interview.
• The University of California has implemented a Vaccination Policy covering all employees. Employees, including new hires, are required to comply with any applicable policies relating to the University of California vaccine program.
• Per the Child Abuse and Neglect Reporting Act (CANRA), this position has been identified as a Mandated Reporter. The selected candidate will be required to report known or suspected child abuse or neglect as defined by CANRA and will be required to sign a Statement Acknowledging Requirement to Report Child Abuse prior to commencing employment. CANRA Penal Codes, and related definitions, requirements, and responsibilities may be obtained here.

MISCONDUCT DISCLOSURE REQUIREMENT

As a condition of employment, the final candidate who accepts a conditional 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; received notice of any allegations or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

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

SAFETY STATEMENT

All UCSC employees must understand and follow job safety procedures, attend required health and safety training, proactively promote safety at work, and promptly report actual and potential accidents and injuries.

NOTICE OF AVAILABILITY

EEO/AA

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 categories covered by the UC Anti-Discrimination Policy.

It is the policy of the University of California to undertake affirmative action and anti-discrimination efforts, consistent with its obligations as a Federal and State contractor.