Job Description

Payroll Title:
Psychiatry Sponsored Projects Office
Salary Range
Commensurate with Experience
Appointment Type:
Appointment Percent:
CX Contract
Total Openings:
Work Schedule:
Days, 8 hrs/day, Monday-Friday

As a federally-funded institution, UC San Diego Health maintains a marijuana and drug free campus. New employees are subject to drug screening.

#117600 Fiscal Assistant II - Hybrid/Remote

Extended Review Date: Wed 8/10/2022

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 and influenza before they will be allowed on campus or in a facility or office. For more information visit: Flu Vaccine Mandate / COVID Vaccine Policy

This position will remain open until a successful candidate has been identified.

UCSD Layoff from Career Appointment: Apply by 07/19/2022 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 07/28/2022. Eligible Special Selection clients should contact their Disability Counselor for assistance.

This position will work a hybrid schedule which includes a combination of working both onsite on campus and remote.


UCSD Department of Psychiatry is one of the most innovative and productive academic departments in the country, offering challenging career opportunities in the diverse areas of advanced educational programs, cutting-edge research, and state-of-the-art clinical services. The department is committed to offering a dynamic learning environment and growing opportunities to its talented and dedicated employees.

Under supervision, the incumbent will provide fiscal and administrative support to the Clinical Division teams in the Department of Psychiatry. Duties include reconciliation of monthly faculty and staff payroll along with operating ledgers, processing business transactions (e.g. non-personnel cost transfers and direct- retros, fund change requests), accessing Epic to run reports, identifying and reporting on variances, development and maintenance of Excel spreadsheets, assist with the interpretation of policies and procedures related to contracts, grants, and service agreements and assistance with special projects. Incumbent will serve as liaison with Division and department leadership and Payroll offices. Incumbent must have awareness of the importance of maintaining confidentiality.


  • Substantive knowledge and proven ability to monitor expenditures and reconcile ledgers monthly using Transaction Sampling process (reviewing invoices and packing slips).

  • Proficient computer skills using MS Excel and MS Word.

  • Experience developing and maintaining spreadsheets. Efficient and accurate data entry skills.

  • Skill communicating clearly and effectively with staff, faculty and the public, using tact, diplomacy and confidentiality in person, over the phone and in writing.

  • Demonstrated ability to identify problems, develop solutions, and take corrective action.

  • Proven ability to processes business transactions: cost transfers, personal reimbursements, and encumbrance lifts under direction of the clinical division team.

  • Ability to use Epic to run data reports.

  • Ability to pull Distribution of Payroll Expense (DOPE) reports to verify accurate pay for faculty and staff.

  • Experience to develop and maintain spreadsheets and utilizes databases to organize information and produce financial and other reports.

  • Experience reviewing Financial Management Data to reconcile non-payroll expenses on default projects and process cost transfers to correct accordingly.


  • Ability to analyze and interpret University operating ledgers and knowledge of proper procedures for correcting errors.
  • Knowledge of UCSD policies and accounting practices.
  • Substantive knowledge of Oracle and Concur financial systems.
  • Knowledge and experience with contracts and grants (including federal grants) applications and reporting guidelines, procedures and forms.
  • Experience with disbursement processes and procedures.
  • Demonstrated skills using databases.


  • Employment is subject to a criminal background check.
  • Must have access to reliable transportation.
  • Must be able to work overtime as needed.

Job offer is contingent on successful engagement in the UC COVID-19 Vaccination program (fully vaccinated with documented proof or approved exception/deferral).

If applicable, life-support certifications (BLS, NRP, ACLS, etc.) must include hands-on practice and in-person skills assessment; online-only certification is not acceptable.

UC San Diego Health Sciences is comprised of our School of Medicine, Skaggs School of Pharmacy and Pharmaceutical Sciences, The Herbert Wertheim School of Public Health and Human Longevity Science, and our Student Health and Well-Being Department. We have long been at the forefront of translational - or "bench-to-bedside" - research, transforming patient care through discovery and innovation leading to new drugs and technologies. Translational research is carried out every day in the hundreds of clinical trials of promising new therapies offered through UC San Diego Health, and in the drive of our researchers and clinician-scientists who are committed to having a significant impact on patient care. We invite you to join our team!

Applications/Resumes are accepted for current job openings only. For full consideration on any job, applications must be received prior to the initial closing date. If a job has an extended deadline, applications/resumes will be considered during the extension period; however, a job may be filled before the extended date is reached.

To foster the best possible working and learning environment, UC San Diego strives to cultivate a rich and diverse environment, inclusive and supportive of all students, faculty, staff and visitors. For more information, please visit UC San Diego Principles of Community.

UC San Diego Health 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:

UC San Diego is a smoke and tobacco free environment. Please visit for more information.

Application Instructions

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