Job Description

Payroll Title:
Hiring Salary Range
$54,000 - $58,000 /year
Appointment Type:
Appointment Percent:
Total Openings:
Work Schedule:
Days, 8 hrs/day, Mon. - Fri.

#115357 Graduate Financial Support/Payroll Coordinator

Extended Deadline: Fri 5/20/2022

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

UCSD Layoff from Career Appointment: Apply by 03/29/22 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 04/07/22. Eligible Special Selection clients should contact their Disability Counselor for assistance.

Job posting will remain open until a suitable candidate is identified.


Department Overview:

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 800 students (~300 PhD students and over 500 Master's students).

Position Overview:

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 (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 types of 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 complete application.


  • Proven 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.

  • 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.

  • Effective 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 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.

  • 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.

  • 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 skills 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.

  • 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.


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

  • Overtime and occasional evenings/weekends may be required.

  • Cover letter required for complete application.

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

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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