Job Description

Payroll Title:
Hiring Pay Scale
$43,900 - $67,900 / Year
Hybrid Remote
Appointment Type:
Appointment Percent:
Total Openings:
Work Schedule:
8 hrs/day, Mon - Fri

#122425 Graduate Financial Support Administrator (Remote)

Extended Deadline: Tue 6/6/2023

UC San Diego values equity, diversity, and inclusion. If you are interested in being part of our team, possess the needed licensure and certifications, and feel that you have most of the qualifications and/or transferable skills for a job opening, we strongly encourage you to apply.

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

UCSD Layoff from Career Appointment: Apply by 4/6/23 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 4/18/23. Eligible Special Selection clients should contact their Disability Counselor for assistance.

Job posting will remain open until a suitable candidate has been identified.


Under general supervision of the Graduate Program Coordinator Student Affairs Manager, the Graduate Funding Support Administrator is responsible for coordinating and implementing student financial support for 300+ graduate students annually (Masters and PhD). Collaborates in maintaining systems/methods for tracking student appointments, financial expenditures and data collection and implementation of support according to both academic and financial policy guidelines.

Responsible for implementing student affairs requirements (degree requirements, time-limits, exams, student progress) with support needs. Serves as primary contact for multiple types of appointments and sources (multiple type fellowships, Graduate Student Researchers (GSRs), Teaching Assistants, Graduate Tutors, and Non-Student Tutors), working closely in conjunction with Student Affairs Manager, Faculty, Graduate Advisors, and the Fiscal unit. Serves as primary financial support advisor to faculty, staff and students regarding student support expenditures, policies and procedures (University, funding source, union, etc.), and integration with academic program. Responsible for the implementation of graduate student human resources and payroll, i.e. hirings/on-boarding, funding changes, separations, etc.

Uses professional financial services concepts. Applies organization policies and procedures to resolve a variety of moderately complicated issues. Works on financial services problems of moderate scope where analysis of situations or data requires a review of a variety of factors.


  • Bachelor's degree in related area and / or equivalent experience / training.

  • Working knowledge of financial processes, policies and procedures.

  • Strong knowledge of financial data management and reporting systems. Knowledge of accounting systems and records, appointment rules and regulations.

  • Proficiency in the use of spreadsheet and database software.

  • Strong interpersonal skills, analytical skills, service orientation, active listening, critical thinking, attention to detail, ability to multi-task in a high-volume environment, organizational skills, effective verbal and written communication skills, sound judgment and decision making.

  • Ability to function effectively as a member of a team. Ability to work effectively and establish and maintain cooperative working relationships with staff, faculty and students.

  • Ability to adapt to changing priorities. Ability to develop and implement appropriate and creative solutions. Demonstrated skills to meet multiple deadlines and deal with frequent interruptions and changing priorities, strong concentration skills. Demonstrated skills to prioritize and organize workload.

  • Intermediate knowledge and understanding of internal control practices and their impact on protecting University resources.

  • Skills to provide coaching and mentoring to support staff.

  • Demonstrated knowledge of and ability to apply principles of student affairs funding and how these relate to academic programs in coordination of student support from advising and fiscal perspectives. Working knowledge of general issues related to the intersection of student affairs with fellowship policies, employment policy, union guidelines, etc.

  • Proficiency in the use of spreadsheet and database software. Demonstrated experience in using computer spreadsheet programs for forecasting and report preparation. Knowledge of various relational database software. Strong experience developing/preparing accurate financial reports based on Excel spreadsheets. Strong experience manipulating data using Excel. Experience using advanced functions of Excel including macros, pivot tables, and V-Lookup.

  • Excellent written communication skills, including correct grammar and punctuation usage, to compose, edit, and finalize correspondence and other documentation. Ability to adapt writing style as needed. Ability to write concisely, persuasively and in summary form.

  • Working knowledge of human resources policies and procedures. Proven ability to analyze complex pay records and personnel forms. Knowledge of employee citizenship and visa requirements, lawful permanent resident and alien authorized to work in the U.S.

  • Skill to prepare budgets, analyze spending patterns and communicate budget concerns to the appropriate person.

  • Skill to analyze large quantities of financial data, extract pertinent data, compile, analyze, and present data effectively, and ability to prepare accurate financial reports.

  • Ability to maintain the confidentiality required by law for student grades, financial information, etc. as well as confidentiality of department business, etc.

  • Demonstrated experience and competency with Windows OS and a variety of software including Microsoft Office suite, Google Apps, email and a variety of web-based programs and browsers, with the willingness and ability to update and increase skills as needed to meet the goals of the unit and the division.

  • Ability to clearly explain and offer guidance on university and departmental regulations, procedures and policies as they relate to student financial support.

  • Knowledge of and experience in using computer spreadsheet programs for forecasting and report preparation. Knowledge of various relational database software.

  • Demonstrated ability to understand abstract concepts and computer logic. Ability to identify accounting applications for computerization with the total system goals in mind. Possess knowledge of computer hardware and software and the ability to test and modify as appropriate to meet management information needs.

  • Ability to develop and implement appropriate and creative solutions. Demonstrated skill to meet multiple deadlines and deal with interruptions and changing priorities; good concentration skills. Demonstrated skill to prioritize and organize workload.

  • Strong written communication skills. Ability to adapt writing style as needed. Ability to write concisely, persuasively and in summary form.

  • Knowledge of accounting systems and records, appointment rules and regulations.

  • Skill to identify the most appropriate sources of data for management decision-making.

  • Strong problem-solving, negotiation, and decision-making skills.


  • Remote Hybrid work schedule is available.

  • Must pass a background check.

Pay Transparency Act

Annual Full Pay Range: $43,900 - $91,900 (will be prorated if the appointment percentage is less than 100%)

Hourly Equivalent: $21.02 - $44.01

Factors in determining the appropriate compensation for a role include experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. The Hiring Pay Scale referenced in the job posting is the budgeted salary or hourly range that the University reasonably expects to pay for this position. The Annual Full Pay Range may be broader than what the University anticipates to pay for this position, based on internal equity, budget, and collective bargaining agreements (when applicable).

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

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.

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:

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

Application Instructions

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