112205 - Fiscal and Office Assistant
#112205 Fiscal and Office AssistantExtended Deadline: Tue 10/26/2021
For the safety and well-being of the entire university community, the University of California requires, with few exceptions, that all students, faculty and staff be vaccinated against the COVID-19 virus before they will be allowed on campus or in a facility or office. For more information visit: https://ucnet.universityofcalifornia.edu/news/2021/10/flu-vaccination-requirement-for-uc-students,-faculty-and-staff-issued-for-2021-2022.html
UCSD Layoff from Career Appointment: Apply by 10/8/21 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.
Special Selection Applicants: Apply by 10/19/21. Eligible Special Selection clients should contact their Disability Counselor for assistance.
Under general supervision, the Fiscal Assistant will provide high-level fiscal and administrative support for two Organized Research Units (ORUs): Center for Human Development and Kavli Institute for Brain and Mind.
Serve as the department Procurement Card reviewer, process a variety of reimbursements, payments and financial transactions, initiate purchases and independently follow up with vendors as needed, analyze and clear purchase order commitments, and request various forms of human subjects payments. Manage key and door code distribution, track inventorial equipment, prepare various work orders, and coordinate all surplus requests.
Additionally, the incumbent will assist with planning and execution of events and meetings, update departmental websites using the campus content management system, maintain volunteer appointment paperwork and request extensions, and assist with other duties as needed.
Knowledge of and experience with working in a Higher Education/University setting.
Experience working in a fast-paced research setting with responsibility for a wide variety of fiscal and administrative responsibilities.
In-depth knowledge of computer environments, such as MS Office, Adobe products, G Suite, and internet browsers. Experience using web-based applications. Ability to prepare original and computerized reports, charts, tables, graphs, and other material.
Skill to independently compose and reply to memos and email correspondence using correct English grammar, punctuation, and spelling. Ability to write clear and concise copy for use in reports and documents such as SOPs. Excellent proofreading skills.
Superior organizational skills, including the ability to effectively prioritize own work. Proven ability to develop and maintain accurate and effective organizational/filing systems (both electronic and paper) for rapid retrieval by self and other staff.
Excellent interpersonal and customer service skills with ability to communicate clearly, effectively, and professionally verbally and in writing.
Effective problem solving and decision making skills. Demonstrated skill to independently research, interpret, and apply policies and procedures for problem.
Previous experience processing reimbursements and payments. Experience with purchasing, including managing records related to purchases made with university procurement cards.
Strong record keeping abilities to track, monitor, and audit access to departmental space. Experience managing keys and door codes. Experience with inventory tracking and equipment management systems.
Experience with general ledger reconciliation; working knowledge of generally accepted accounting principles and practices, and of auditing and internal control standards.
Some experience in planning and executing small to large events.
Experience providing training and work direction to others.
Job offer is contingent upon satisfactory clearance based on Background Check results.
Occasional evenings and weekends may be required.
Job offer is contingent on successful engagement in the UC COVID-19 Vaccination program (fully vaccinated with documented proof or approved exception/deferral).
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, national origin, disability, age, protected veteran status, gender identity or sexual orientation. For the complete University of California nondiscrimination and affirmative action policy see: http://www-hr.ucsd.edu/saa/nondiscr.html
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