Fiscal Coordinator Job at UC San Diego (La Jolla)

Job Description

The Undergraduate College System at UC San Diego is what makes our campus so unique. No other university in the United States organizes the undergraduate experience around a college system as comprehensive as ours. Our small colleges – each about 5,000 students – help students thrive in a welcoming community. Students have access to personalized advising, support services, and leadership opportunities with all of the advantages of one of the best large, Tier 1, research institutions in the world. Each college is inspired by the philosophy of its namesake and has distinctive general education requirements, and a student life and residential experience attuned to that philosophy. The Undergraduate Colleges Business Office (UCBO), established in 2012, provides financial, human resources, academic personnel, facilities management, and related administrative services to the undergraduate colleges, which include the Provost offices, Writing/Core sequence programs, academic advising, student affairs, and residence life units, UC San Diego International House, as well as the Council of Provosts (COP).

Job Responsibility

Serves as 1 of 4 Fiscal Coordinators for the Undergraduate Colleges and UCBO
Provides fiscal administration and customer service support for their respective colleges, in a team environment, for approximately over 300 staff, 700+ student employees, 20 + faculty, and student leaders
Serves as unit financial transactors submitting and reviewing: Purchase Orders (PO)
UC Path Funding
Concur requests and reports including but not limited to Procurement Card (PCard), Travel and Entertainment Card (T and E Card), Travel, Reimbursements, Gift Card requests, etc
student scholarship processing
and Performance Agreements (PA)
Responsible for internal controls performing the audit, analysis, and reconciliation of department ledgers to monthly operating ledger for their respective colleges
Determines use of appropriate methods to correct discrepancies including but not limited to the preparation of cost transfers, lift commitments, and UCPath funding adjustments
Responsible for resolving complex problems with vendors and assisting with special projects
Serves as liaison with the Colleges, central offices, other campus departments, and non campus affiliated partners and vendors

Requirements

Demonstrated experience using online financial systems such as Oracle, Concur, and other financial resources to reconcile ledgers, produce monthly financial statements, and perform appropriate cost adjustments (cost transfer, direct retro)
Demonstrated knowledge of budgeting, fund accounting, and bookkeeping to maintain department financial records and reports
Demonstrated analytical and problem-solving skills with ability to analyze situations, identify existing or potential problems, recommend solutions, determine and implement procedures to accomplish effective resolution, and evaluation results or progress
Demonstrated ability to work independently, take ownership of work performance, follow through on assignments, and identify problems and resolve or recommend course of action for resolution as appropriate
Demonstrated strong organizational, planning, and time management skills to handle multiple tasks simultaneously. Ability to prioritize workload to meet shifting deadlines and changing priorities with frequent interruptions
Ability to interact constructively and with sensitivity with staff, faculty, students, and community members, with diverse personalities and cultures, exercising sensitivity, tact and diplomacy with an emphasis on flexibility, customer service and professionalism
Ability to work within a team framework, participating in and sharing information to solve problems and improve work processes
Ability to communicate clearly and effectively, orally and in writing, including effective writing skills to prepare correspondence, various documents and reports, and email with knowledge of correct usage of English language, grammar, punctuation and spelling
Demonstrated understanding and skill in the use of a variety of computer software, platforms, and systems, such as Excel, Word, Oracle, Concur, and UCPATH, with the willingness and ability to update skills and knowledge as required
Ability to maintain confidentiality in all areas of work and to be able to communicate tactfully and with discretion
Willingness and ability to meet University and department standards for attendance
Willingness and ability to embrace and follow the UCSD Principles of Community
Demonstrated ability to analyze data accurately to present data in a clear and meaningful way

Nice to have

Demonstrated knowledge of UCPATH System and the EcoTime on–line Timekeeping policies application, and skill in using multiple resources and references
Demonstrated working experience and ability to interpret university policies, procedures and regulations related to all aspects of staff and student personnel, including affirmative action, recruitment, merit promotions, payroll policies, employee benefits, and job classifications
Knowledge of UCSD policies and procedures, facilities and resources, and online systems

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Fiscal Coordinator

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