Facility/Financial Assistant Location: Job ID: 81472 JOB POSTING 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. How to ApplyTroubleshootingTips for Applicants FAQ's 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 . click apply for full job details
