Graduate Financial Support/Payroll Coord. (Hybrid) - 123301
#123301 Graduate Financial Support/Payroll Coord. (Hybrid)Filing Deadline: Mon 6/5/2023
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 5/24/23 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.
Special Selection Applicants: Apply by 6/5/23. Eligible Special Selection clients should contact their Disability Counselor for assistance.
UC San Diego career employees will have priority consideration for this position. Recruiters will begin to refer qualified internal applicants after the first 7 days of the job posting. Qualified external applicants may be referred to the hiring department, if a qualified pool of internal candidates is not identified and upon the request of the hiring manager.
The Computer Science and Engineering (CSE) department embodies the university's tradition of excellence as a world-class leader in computer science and engineering education and research. Ranked in the top 20 nationwide, the department is dedicated to research, education and overall excellence.
CSE has approximately 73+ faculty FTE, 20+ professional researchers, 45+ staff in career/casual titles, 300+ tutors, and 135+ TAs. There are over 1,900 undergraduate students enrolled in 3 majors, with annual enrollments of 25,000+. The department has a graduate education program with over 900 students (~300 PhD students and over 600 Master's students).
Under general supervision of the PhD Program Manager/Assistant Director of Student Affairs, the Graduate Financial Support/Payroll Coordinator is responsible for coordinating and implementing student financial support (~$7 million) for over 500 ASE and GSR appointments annually (UG, MS, MAS, and PhD). Maintains systems/methods for tracking student appointments, financial expenditures and data collection and coordination of support according to both academic and financial policy guidelines.
Responsible for coordinating student affairs requirements (degree requirements, time-limits, exams, student progress) with support needs. Serves as co-primary contact for multiple types of appointments and funding sources (multiple type fellowships, Graduate Student Researchers (GSRs), and Academic Student Employees (ASEs)), working closely in conjunction with Director of Student Affairs, Faculty, Graduate Advisors, and the Fiscal unit. Serves as co-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 coordination of academic student human resources and payroll, e.g. hiring/on-boarding, separations, paychecks, UCPath entries, etc. Responsible for coordinating and processing all institutional and extramural student fellowship and scholarship funding via the Graduate Division Financial Support Request Tool and the UC San Diego Financial Aid and Scholarships Office.
Cover letter required for a complete application.
Bachelor's degree in related area and/or equivalent experience/training.
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.
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. Excellent interpersonal and oral communication skills. Demonstrated ability to communicate clearly, effectively, tactfully and patiently in person, on the telephone and in writing to a diverse group of people in the academic and business communities.
Strong problem-solving, negotiation, and decision-making skills.
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.
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.
Ability to adapt to changing priorities. Ability to develop and implement appropriate and creative solutions. Demonstrated skils to meet multiple deadlines and deal with frequent interruptions and changing priorities; strong concentration skills. Demonstrated skills to prioritize and organize workload.
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.
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.
Proven ability to analyze complex financial issues, recognize potential impact, identify creative and alternative solutions, and make recommendations.
Intermediate knowledge and understanding of internal control practices and their impact on protecting University resources.
Demonstrated experience and skill to work independently without supervision; strong leadership, organization, planning, and management practice skills.
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.
Skills to provide coaching and mentoring to support staff.
This position is eligible for a Hybrid flexible work arrangement, which could include a non-standard work schedule, and/or the ability to work off-site part of the time.
Job offer is contingent upon satisfactory clearance based on Background Check results.
Overtime and occasional evenings/weekends may be required.
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: http://www-hr.ucsd.edu/saa/nondiscr.html
UC San Diego is a smoke and tobacco free environment. Please visit smokefree.ucsd.edu for more information.
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Job Reference #: 123301