Customer Service Assistant (BLANK AST 3)

Under the general supervision of the Customer Service Supervisor in Student Accounting, this position is the primary contact for our sponsored students and their sponsors and it's responsible for analyzing student accounts and review sponsorship authorizations to determine eligibility. This position is responsible for invoicing sponsored fees to different federal and state agencies, foreign governments and other private entities. It will provide assistance to various campus departments and outside agencies in setting up sponsorships. It will work closely with the Campus Veterans Success Center, Financial Aid & Scholarships, Graduate Studies, and the Law School. In addition, it will be responsible for reconciling agency sponsorships and state student aid programs. This position will also serve as a backup to outside scholarships and the customer service unit. This position interacts and assists customers and outside agencies requesting information on federal, University, and campus policies affecting students and/or client accounts. Must provide quality customer service, assess and resolve customer issues, work independently, and use good decision making skills when making recommendations.

Apply By Date: December 10, 2025

Qualifications

Minimum Qualifications - For full consideration, applicants are encouraged to upload license and/or certification if required of the position

• Experience working in a customer service environment, resolving problems and complaints in both written and oral form.
• Customer service and communication skills to provide courteous service in person, on the telephone, and in writing; convey a professional and business-like image.
• Computer skills using MS Excel, Word, PowerPoint, Outlook, and conducting research via the Internet. Experience preparing and modifying spreadsheets with attention to detail. Skills in reviewing and analyzing spreadsheet data, including filtering, sorting, subtotals, etc.
• Critical thinking, interpretative and analytical skills to research situations, define problems, interpret policies, identify concerns, develop and propose solutions.
• Organizational skills with demonstrated ability to prioritize overlapping activities, multi-task and work with interruptions, exercise initiative and work independently while maintaining a high degree of accuracy and meeting deadlines with minimum supervision.

Preferred Qualifications

• Experience identifying accounting problems within an automated environment and to reading and understanding computer reports; to query accounting financial systems using SQL (either directly or using business intelligence tools) to generate reports.
• Experience using the University Financial System, Banner and SponsorPoint. Experience working effectively with multiple constituencies, including a diverse student body, staff, general public, and other campus departments; continually adjusting in a dynamic environment, and the skills to advice students and solve problems.
• Experience working with confidential information; the knowledge of, and the skill to adhere to federal and state laws as they apply to student records including the Family Educational Rights and Privacy Act of 1974, California Information Practices Act, and campus procedure implementing the University of California policies applying to the disclosure of information from student records.
• Account reconciliation experience in a government, nonprofit or other fund accounting organization.
• Knowledge of Generally Accepted Accounting Principles (GAAP) and terminology.
• Strong professional ethics and accountability.
• Understand the various systems, policies, procedures, and regulations that govern and guide the department and university.

Key Responsibilities

• 60% - Process Sponsorships and Waivers
• 20% - Reconciliation and Reporting
• 20% - Advising/Customer Service

Department Overview

The Student Accounting Division of Finance unit is responsible for maintaining student accounting data; ensuring timely and accurate payments and billings to students, sponsors, and federal and state agencies. Manages all student accounting and reporting including; interpretation and application of federal and state laws and regulations, compliance and reporting requirements of Internal Revenue Service and various agencies. Advise and train campus departmental users on loan policies, procedures and systems and coordinate accounts receivable interface with the campus financial system.

POSITION INFORMATION

• Salary or Pay Range: $29.40 - $42.14/hour
• Salary Frequency: Bi-Weekly
• Salary Grade: 108
• UC Job Title: BLANK AST 3
• Number of Positions: 1
• Appointment Type: Career
• Percentage of Time: 100%
• Shift (Work Schedule): M-F 8:00 AM - 5:00 PM
• Location: Davis, CA
• Union Representation: Yes - CX
• Benefits Eligible: Yes
• This position is hybrid (mix of on-site and remote work)

Benefits

Outstanding benefits and perks are among the many rewards of working for the University of California. UC Davis offers a full range of benefits, resources and programs to help you bring your best self to work, as well as to help you and your family achieve your health, wellness, financial and career goals. Learn more about the benefits below and eligibility rules by visiting either our handy Benefits Summary for UC Davis Health Employees or Benefits Summary for UC Davis Employees and our Benefits Page.

If you are represented by a union, benefits are negotiated between the University of California (UC) and your union and finalized in a contract. Read your bargaining unit's employment contract, stay abreast of current negotiations and learn about collective bargaining at UC: https://ucnet.universityofcalifornia.edu/labor/bargaining-units/index.html

• High quality and low-cost medical plans to choose from to fit your family's needs
• UC pays for Dental and Vision insurance premiums for you and your family
• Extensive leave benefits including Pregnancy and Parental Leave, Family & Medical Leave
• Paid Holidays annually as stipulated in the UC Davis Health Policies or Collective Bargaining Agreement
• Paid Time Off/Vacation/Sick Time as stipulated in the UC Davis Health Policies or Collective Bargaining Agreement
• Continuing Education (CE) allowance and Education Reimbursement Program as stipulated in the UC Davis Health Policies or Collective Bargaining Agreement
• Access to free professional development courses and learning opportunities for personal and professional growth
• WorkLife and Wellness programs and resources
• On-site Employee Assistance Program including access to free mental health services
• Supplemental insurance offered including additional life, short/long term disability, pet insurance and legal coverage
• Public Service Loan Forgiveness (PSFL) Qualified Employer & Student Loan Repayment Assistance Program for qualified roles
• Retirement benefit options for eligible roles including Pension and other Retirement Saving Plans. More information on our retirement benefits can be found here

Physical Demands

• Standing - Occasional Up to 3 Hours
• Walking - Occasional Up to 3 Hours
• Sitting - Frequent 3 to 6 Hours
• Lifting/Carrying 0-25 Lbs - Occasional Up to 3 Hours
• Pushing/Pulling 0-25 Lbs - Occasional Up to 3 Hours
• Bending/Stooping - Occasional Up to 3 Hours
• Squatting/Kneeling - Occasional Up to 3 Hours
• Twisting - Occasional Up to 3 Hours
• Reaching overhead - Occasional Up to 3 Hours
• Keyboard use/repetitive motion - Frequent 3 to 6 Hours

Mental Demands

• Sustained attention and concentration - Frequent 3 to 6 Hours
• Complex problem solving/reasoning - Occasional Up to 3 Hours
• Ability to organize & prioritize - Frequent 3 to 6 Hours
• Communication skills - Frequent 3 to 6 Hours
• Numerical skills - Occasional Up to 3 Hours
• Constant Interaction - Frequent 3 to 6 Hours
• Customer/Patient Contact - Frequent 3 to 6 Hours
• Multiple Concurrent Tasks - Frequent 3 to 6 Hours

Work Environment

UC Davis is a smoke and tobacco free campus effective January 1, 2014. Smoking, the use of smokeless tobacco products, and the use of unregulated nicotine products (e-cigarettes) will be strictly prohibited on any UC Davis owned or leased property, indoors and outdoors, including parking lots and residential space.

Handle a variety of assignments with constant interruptions. Work effectively and meet deadlines in a dynamic environment subject to changing priorities. Meet expectations, with an emphasis on quality, quantity, and timeliness of work. Actively build constructive and effective relationships with colleagues at all levels; advise and collaborate with others to develop a stronger team and enhance workplace spirit; share knowledge and resources and encourage the same of others. Initiate and maintain cooperative relationships with people from diverse backgrounds. Contribute as a team player in a respectful and professional environment. Limited vacation usage during peak workload periods. Vacation is restricted during July and September, as well as the first 2 weeks of each academic term. Work in a dynamic, knowledge sharing environment with frequent interruptions. Employee is personally responsible for following safety procedures/guidelines. This is a hybrid position and it requires to be on campus most of the time on a weekly basis.

Special Requirements - Please contact your recruiter with questions regarding which activities apply by position

• This is a critical position, as defined by UC Policy and local procedures, and as such, employment is contingent upon clearing a criminal background check(s) and may include drug screening, medical evaluation clearance and functional capacity assessment

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.

A Culture of Opportunity and Belonging

At UC Davis, we're committed to solving life's most urgent challenges and building a healthier, more resilient world. We believe in growing through every challenge, continually striving to improve, and welcoming new perspectives that strengthen our community. We recognize that a vibrant and innovative organization values both individual strengths and shared purpose. The best ideas often emerge when people with different experiences come together.

As you consider joining UC Davis, we invite you to explore our Principles of Community, our Clinical Strategic Plan and strategic vision for research and education. We believe you belong here. The University of California, Davis is an Equal Opportunity Employer. All qualified applicants will be considered for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status.

To view the University of California's Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination

Because we want you to feel seen and valued, our recruitment process at UC Davis supports openness and authenticity. Research shows that some individuals hesitate to apply unless they meet every qualification. You may be an excellent fit for this role-or the next one. We encourage you to apply even if your experience doesn't match every listed requirement. #YouBelongHere

To learn more about our background check program, please visit: https://hr.ucdavis.edu/departments/recruitment/ucd/selection/background-checks