DESCRIPTION

Under direct supervision of the Financial Manager, the Assistant Fund Manager will provide support to a team responsible for the accounting activities of a large statewide program with research projects, fellowships, and extension services based throughout California. Responsibilities include learning the full post award administration of the department’s administrative, research and fellowship accounts from initiation through closeout in accordance with the policies and procedures of the University and funding agencies. Learn to establish and maintain internal bookkeeping systems for monitoring budgetary/financial activities. Assists with preparing financial reports, statements, agency invoices, and other special purpose reports. Assists with reviewing and approving invoices for payment, verifying appropriateness of expenditures, availability of funds and applicable funding restrictions in accordance with University and agency guidelines.

The Assistant Fund Manager will also prepare and process travel and entertainment reimbursements, generate monthly fellowship stipends and health insurance reimbursements, process and reconcile other types of payments and reimbursements, review and submit P-Card expense reports, purchase office supplies, submit requisitions to procurement for issuance of purchase orders, and maintain department spreadsheets/files for California Sea Grant's many research and fellowship awards.

Other duties will include assisting with meeting set-up and preparations, reserving meeting rooms and venues, organizing catering, creating name and table tags, and ordering other supplies, as needed.

The Assistant Fund Manager supports a fast-paced work environment, and daily responsibilities shift as needed. The incumbent must be able to interact professionally and confidently, and work within a team environment.

QUALIFICATIONS

• Ability to learn and develop understanding of applicable federal, state, local, sponsor and institutional regulations, policies, and guidelines. Ability to learn how to monitor spending on Procurement Cards and ensure university policy is followed.

• Ability to learn and develop understanding of applicable compliance requirements related to use of human or animal subjects in research, financial conflict of interest, biosafety, etc.

• Ability to perform routine financial analysis and reporting.

• Proficiency working with computer and information management systems. Proficiency working with Excel, Word, and other Microsoft programs.

• Ability to thrive in a busy, high-volume, and deadline driven work environment that requires coordination of multiple activities and the judgment and flexibility to reprioritize to accommodate emergency requests. Detail oriented. Ability to prioritize heavy workload and meet deadlines despite constant interruptions and competing deadlines where information must be assembled quickly with competing and conflicting deadlines. Ability to pay strict attention to detail, accurately complete documents in a timely manner, organize and maintain neat and accurate records for access by others, and assist to devise and implement new procedures or changes when necessary.

• Organization and communication skills and customer service focus.

• Interpersonal skills, including tact, diplomacy, and flexibility. Ability to interact effectively with a diversity of people at all levels within the University and externally to promote positive working relationships and to achieve the organization's goals and objectives.

SPECIAL CONDITIONS

• Job offer is contingent upon satisfactory clearance based on Background Check results.

• May be required to work some evening and weekend hours as well as occasional overtime to meet deadlines.