University of California, Santa Cruz · 3 months ago
Facility/Financial Assistant
Santa Cruz County, CA
Full-time
Onsite
New Grad, Entry Level
$29.38/hr - $29.38/hrThe University of California, Santa Cruz is seeking a Facility/Financial Assistant to provide specialized fiscal and facility support within the Student Health Services department. The role involves coordinating purchasing, facility, and fiscal operations to ensure operational efficiency and reliable continuity.
ArtEducationUniversities
Responsibilities
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
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
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
Qualification
Required
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
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
Benefits
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
Company
University of California, Santa Cruz
UCSC opened in 1965 with 650 students. Forty-five years later, the campus is home to nearly 15,000 undergraduates and 1,500 graduate
Founded in 1965
1001-5000 employees
H1B Sponsorship
University of California, Santa Cruz has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2025 (34)
2024 (48)
2023 (52)
2022 (41)
2021 (46)
2020 (29)
Funding
Current Stage
Late StageTotal Funding
$19.6MKey Investors
U.S. Department of AgricultureNational Endowment for the Humanities (NEH)James S. McDonnell Foundation
2023-06-21Grant· $10M
2023-01-10Grant· $0.15M
2022-02-24Grant· $0.25M
Leadership Team
Benedict Paten
Professor
Marco Rolandi
Jack Baskin Endowed Chair in Engineering
Recent News
News-Medical.Net
2025-11-24
2025-11-08
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