Finance and Purchasing Coordinator (4263C) - 38858
At the University of California, Berkeley, we are committed to creating a community that fosters equity of experience and opportunity, and ensures that students, faculty, and staff of all backgrounds feel safe, welcome and included. Our culture of openness, freedom and belonging make it a special place for students, faculty and staff.
The University of California, Berkeley, is one of the world's leading institutions of higher education, distinguished by its combination of internationally recognized academic and research excellence; the transformative opportunity it provides to a large and diverse student body; its public mission and commitment to equity and social justice; and its roots in the California experience, animated by such values as innovation, questioning the status quo, and respect for the environment and nature. Since its founding in 1868, Berkeley has fueled a perpetual renaissance, generating unparalleled intellectual, economic and social value in California, the United States and the world.
We are looking for equity-minded applicants who represent the full diversity of California and who demonstrate a sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds present in our community. When you join the team at Berkeley, you can expect to be part of an inclusive, innovative and equity-focused community that approaches higher education as a matter of social justice that requires broad collaboration among faculty, staff, students and community partners. In deciding whether to apply for a position at Berkeley, you are strongly encouraged to consider whether your values align with our Guiding Values and Principles, our Principles of Community, and our Strategic Plan.
The Department of History is rated one of the top academic programs nationally and globally. As one of the largest teaching departments in the College of Letters and Science, enrolling over 8000 students in 150 courses each year, our courses serve campus and department graduation requirements across the University. The department is comprised of 50 tenure-track faculty, 30 emeriti, and 11 career staff. Annual hires include 15-20 visiting instructors, 25-30 visiting scholars, approximately 230 academic student employee appointments, and 10-15 casual employees. With approximately 100 graduate students, 250 undergraduate majors, and 100 minors, students in our program are able to select from a broad range of fields of study. The History department is committed to supporting a large and diverse population of students. Over the past 5 years, the department has seen a significant increase in graduate and undergraduate students of color.
Application Review Date
The First Review Date for this job is: 07/22/2022.
Purchasing/Expense Processing Assistance
Provides a full scope of procurement, reimbursement, and payment functions (e.g. removal expenses, honoraria payments, stipend, etc.).
Reviews, ensures accuracy, and compliance on all B&FS transactions, including T&E reimbursements, procurement, and vendor payments. Ensures that all transactions are in compliance with History, L&S, and BRS procedures and UC policies.
Provides guidance, direction, and training to campus department users in purchasing (BearBuy support, payments for goods and services), travel and entertainment (booking travel, use of the online reimbursement systems, and in understanding Travel and Entertainment policy and department processes) and other reimbursements.
Participates in the development and revision of standard operating procedures and guidelines. Functions as a resource on issues such as researching complex financial discrepancies, escalated customer service problems and vendor concerns.
Serves as the initial reviewer of exceptional reimbursement requests and hotel and other event contracts. Follows established Department process to route to authorized campus officials, etc.
Advises non-US citizens and sponsoring staff of foreign visitors of visa requirements to qualify for travel reimbursement according to immigration regulations.
Understanding of the chart of accounts, including assigning the appropriate account code of expense type and working in the correct Org Node.
Ensures payment to vendor or individual is finalized.
Oversees departmental supply needs, including the coordination and tracking of computer software and equipment purchasing and use.
Manage purchases using Blucard and Event Planner Card, adhering to compliance requirements.
Prepares financial journals, budget journals, cost transfers, and payroll corrections as directed for department funds.
Maintains complete, detailed records of equipment inventory, financial transactions and administrative activities to establish proper audit trail.
In coordination with department events coordinator and events committee, provide business and finance support for primary department events such as the annual Fall welcome event, History Homecoming, and Commencement.
Manage support for a more extensive roster of departmental-sponsored conferences, colloquia, seminars, meetings, small social events, and dinners as needed, aligning budgets with mapped expenditures, and ensuring a wide variety of payments for processing.
Guide faculty and hired assistants who are coordinating department-events to ensure compliance with business and finance policies and procedures.
Process payments to vendors, honoraria, and direct contracts as appropriate.
Faculty Recruitment Support
Manage end-to-end process for new faculty recruitment and hiring, from event and travel-related support for recruitment visits, manage relocation process for newly hired faculty, and purchasing support for new office equipment and furniture.
Participates in employee development and training programs or other workshops to maintain or improve the necessary skills to perform the duties described above.
Demonstrated organizational and project management skills and ability to multi-task with demanding timeframes.
Solid communication and interpersonal skills to communicate effectively verbally and in writing.
Demonstrated ability to communicate and effectively interact with people across cultures, ranges of ability, genders, ethnicities, races, and other areas of difference.
Ability to use sound judgment in responding to issues and concerns.
Ability to use discretion and maintain confidentiality.
Knowledge of and/or ability to learn University and departmental principles and procedures involved in risk assessment and evaluating risks as to likelihood and consequences.
Working knowledge of and/or ability to learn common organization-specific and other computer application programs.
Bachelor's degree in related area and/or equivalent experience/training.
Salary & Benefits
This is a 100% full-time (40 hrs a week) non-exempt career position, which is paid bi-weekly and eligible for full UC Benefits. Hourly pay for this role is commensurate with experience, within the range of $27.20 (Step 1) - $35.61 (Step 13).
Please submit your cover letter and resume when applying.
Referral Source info This job is part of the Employee Referral Program. If a UC Berkeley employee is referring you, please ensure you select the Referral Source of "UCB Employee" and then enter the employee's Name and Berkeley email address in the Specific Referral Source field. Please enter only one name and email. Other Information
This is a hybrid position, with 40% remote work eligibility.
Conviction History Background
This is a designated position requiring fingerprinting and a background check due to the nature of the job responsibilities. Berkeley does hire people with conviction histories and reviews information received in the context of the job responsibilities. The University reserves the right to make employment contingent upon successful completion of the background check.
Equal Employment Opportunity
The University of California is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status. For more information about your rights as an applicant see: