Financial & Procurement Assistant

Position Number: 40075883

Payroll Title: Financial & Procurement Assistant

Job Code: BLANK AST 3 (004722)

Job Open Date: 3/6/2026

Application Review Begins: 3/23/2026

Department Code (Name): ICBT (INST COLLAB BIOTECHNOLOGIES)

Percentage of Time: 100%

Union Code (Name): CX

Employee Class (Appointment Type): Staff: Career

FLSA Status: Non-Exempt

Classified Indicator Description (Personnel Program): PSS

Salary Grade: STEPS

Pay Rate/Range: The budgeted salary range that the University reasonably expects to pay for this position is $30.00/hour to $32.91/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 $29.35/hour to $42.06/hour.

Work Location: BioEngineering Room 2002, Desk 01

Working Days and Hours: M-F 8:00 am - 5:00 pm

Benefits Eligibility: Full Benefits

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

Special Instructions:

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

Department Marketing Statement:

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.

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:

Responsible for purchasing, receiving, reimbursements, and equipment management functions within the Institute for Collaborative Biotechnologies in order to support administrative and innovative research initiatives. Acts as liaison between Business and Financial Services for routine matters related to procurement, receiving, reimbursements, and accounts payable. Maintains working knowledge of University procurement policies and procedures and applicable university financial policies. Resolves problems with transactions. Supports department events, welcomes visitors, and monitors room reservations.

Required Qualifications:

• Strong customer service skills.
• 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, systems, and requirements.
• Experience with word processing, spreadsheets, email, and other business productivity tools.
• Must be able to act with sound judgment, and work well independently and as part of a team.
• Strong customer service skills.
• 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, systems, and requirements.
• Experience with word processing, spreadsheets, email, and other business productivity tools.

• Must be able to act with sound judgment, and work well independently and as part of a team.

Special Conditions of Employment:

• Satisfactory criminal history background check
• Position is funded by federal contract/sub-contract and requires E-Verify 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:

• 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 Drug Enforcement Administration (DEA) controlled drugs; services; and publications. Ensures that all purchases meet federal, state, campus, and internal audit requirements by working closely with the Financial Manager/Financial Unit. 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 Gateway in a timely manner. 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 relate to procurement. Advises PIs and other requesters of sole source, price reasonableness, Federal Funding and Transparency Act (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. Ensures the data is complete and accurate, and that the appropriate documentation is completed.
• 20% Financial Administration - Responsible for travel, entertainment, reimbursements, and other needed financial transactions. Processes travel requests on ICB internal and extramural awards. Prepares all associated and required forms for domestic and international travel. May act as delegate in the Concur reimbursement system to ensure that travelers are paid in a timely manner. Responsible for data integrity, review of open transactions, and problem-solving. Processes petty cash, entertainment, membership, and Form 5 reimbursements. Responsible for processing all cash advances and issuing reimbursement payments to researchers for subject pools. Checks that appropriate signatures and IRB approvals have been received prior to processing. Prepares Transfers of Expense. Obtains proper backup and checks allowability of expenses on funding source; responsible for ensuring funds are available to be spent prior to processing expense reports. Ensures that appropriate prior approval is received for all entertainment (or retroactive approval). Responsible for the distribution of policies, practices, and procedures to researchers. Provides advice and training sessions. Uses a thorough working knowledge of University Policies and Procedures related to accounting, contracts and grants, material management, and insurance, as well as state and federal laws governing control of these expenditures.
• 15% Receiving and Accounts Payable - Receives all packages for the ICB and occupants of BioEngineering, interacting with external university delivery personnel to sign for packages and organize when pick-ups are needed for returned items. 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 student assistants for receiving and invoice-matching functions in the Gateway system. Ensures receipts of goods and services are properly documented, and that audits invoices against purchase orders and packing slips prior to payment approval.
• 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 Service Now to submit work order tickets to Campus Communication Services for issues with the telephone service, and telephone equipment in the ICB Offices. Works closely with the Chief Operating and Financial Officer and Director of Technology to ensure proper protocol is followed and successful arrangements are made for all special campus visitors and important events related to the ICB. Fields access to ICB conference rooms, conveys space rules, and monitors space calendar.
• 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.

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:

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