DESCRIPTION

Responsible for fiscal activities for the SIO Biology Section. Fiscal responsibilities include bookkeeping, procurement, travel, personal reimbursements, processing new awards, allocating funding via a financial journal, and coordinating with other departments. Prior to approval by Finance Manager, review expenditures for appropriateness, availability of funds, and applicable funding restrictions (OMB Uniform Guidance, 133, 110, CASB). Prepare and review cost transfers and other transfers as needed. Review transactions for allowable and available funding and approve up to designated level. Process Oracle Procurement requests, coding properly for account, tax, and commodity information.

Process other procurement actions including procurement cards, Concur reimbursements, campus orders for goods and services. Coordinate travel for staff, including advising on proper procedures and guidelines, document review and approval, and UCSD Travel Card enrollment. As needed, provide back-up to help coordinate field safety research plans as required by policy, providing guidelines and submit to Risk Management/EH&S. Facilitate shipping and logistics arrangements for complex international research expeditions. Provide interpretation of UC, Federal and State policies in order to ensure compliance with all processes. Work with supervisor to ensure all fiscal deadlines are completed in a timely manner. As needed, assist with fiscal closing activities annually.

Responsible for providing a variety of Human Resources administration tasks for the SIO Biology Section, including but not limited to: staff service credit; assist with academic appointment preparation for Visiting Research, Research Associate, and Postdoctoral Scholar files; process Volunteer appointment renewals, Volunteer terminations, and Non-Salaried Visiting Graduate Student (VGS) appointments; perform personnel database and UC system entries; prepare HR reports; create/maintain HR spreadsheets and other documents; as needed assist with staff performance appraisal and job description process; and provide general support to SIO Biology Section HR Team.

Work direction provided by several team members.

QUALIFICATIONS

• Experience processing financial and purchasing transactions.

• Strong ability to independently perform a variety of accurate financial calculations using basic arithmetic functions including addition, subtraction, multiplication, division, percentages, ratios, etc. Ability to analyze financial data.

• Knowledge of human resources administration and related policies and procedures. Some experience with employment processes.

• Demonstrated customer service experience with a service oriented attitude. Excellent customer service skills with experience in responding to requests in a timely manner and maintaining cooperative working relationships.

• Strong ability to work independently with a variety of computer platforms and software programs. Demonstrated ability to use MS Word or similar word-processing software. Intermediate to advanced level skills in Excel or similar spreadsheet software. Experience with web-based applications, database entry, email, and calendaring systems. Experience with file sharing. Proficient in use of video platforms (such as Zoom) to conduct and participate in discussions and meetings. Ability to self-teach.

• Strong skills in composing documents and correspondence in English using correct grammar, spelling, and punctuation. Good and accurate typing skills, including proofreading ability.

• Demonstrated record management experience. Proven skill in establishing and maintaining accurate, organized records, files and filing systems.

• Strict attention to detail and ability to accurately complete documents in a timely manner. Ability to pay close attention to detail and to produce accurate and timely work despite frequent interruptions.

• Proven ability to work within a team framework, participating in-group discussions regarding systems, procedures, and goals of the units. Strong teamwork attitude to independently and willingly assist in other areas of Business Office as needed. Ability to accept changing priorities regularly and to perform duties not normally assigned to this position as needed or directed.

• Effective interpersonal communication skills. Ability to interact on the phone and in person, using tact and diplomacy, with diverse personalities including academic, staff, student employees and other institutions/organizations. Ability to communicate effectively both verbally and in writing.

• Strong experience in taking verbal and/or written instructions and translating accurately into actions. Ability to remember and follow standard procedures consistently.

SPECIAL CONDITIONS

• Job offer is contingent upon satisfactory clearance based on background check results.
• Must be willing to work overtime as required to fulfill position responsibilities, particularly during fiscal closing and during peak periods for HR Team.
• Valid Driver's License preferred and may be subject to DMV check for driving record and valid driver's license.