Job Description

Payroll Title:
Hiring Salary Range
$49,000 - $62,250 /year
Appointment Type:
Appointment Percent:
Total Openings:
Work Schedule:
8 hrs/day, Mon-Fri

#112591 Graduate Funding Coordinator & Financial Analyst

Extended Deadline: Fri 1/28/2022

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 10/26/21 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 11/05/21. Eligible Special Selection clients should contact their Disability Counselor for assistance.

  • This position is open until filled. First Review Date: 11/05/21.


Physics is a prominent, highly-ranked, and research-intensive department at UC San Diego, with 400+ employees, annual expenditures of roughly $35M, annual course enrollment greater than 16K, and over 140K square feet of space in 8 campus buildings. Research and instructional activity occurs over an unusually broad range of disciplinary areas, including: astrophysics & astronomy, atomic/molecular physics, biophysics, condensed matter physics, controlled fusion & plasma physics, elementary particle physics, nanoscience, and nonlinear dynamics.

Research activity occurs both on-campus and in multiple off-campus locations, including: U.S. National Laboratories such as Argonne, Lawrence Livermore, and LANL (Los Alamos National Lab); observatories throughout the world; Antarctica; Gran Sasso Underground Laboratory (LNGS) in Italy; PandaX experiment at China Jinping Underground Laboratory (CJPL); the Large Hadron Collider at CERN (the European Organization for Nuclear Research) in Switzerland; also to include the currently constructed Simons Observatory in the Atacama Desert in Northern Chile. Research collaborations frequently involve other U.S. and international universities, National Labs; research institutes such as The Scripps Research Institute and the Salk Institute; and/or companies such as SAIC and General Atomics. Sponsored research activities are funded by 40-50 different funding agencies, including NSF, NIH, DOE, DOD, and AFOSR.

Instruction occurs at multiple levels. With approximately 150 students, the doctoral program has a flexible and broad-based curriculum which leads to a Ph.D. in Physics or a Ph.D. in Physics with a Specialization in Biophysics. With nearly 600 Physics majors, the undergraduate major program is one of the most productive in the nation. Students may obtain B.S. degrees with optional specializations in Astrophysics, Biophysics, Computational Physics, Earth Sciences, or Materials Physics, or B.A. degrees with an optional specialization in Secondary Education. A unique 5-year contiguous program leading to a B.S./M.S. in Materials Physics is also available. Lower division courses allow students to satisfy their general education requirements and serve as foundational courses for students majoring in the sciences and engineering.

Uses professional financial concepts. Applies organizational policies and procedures to resolve various issues. Works on problems of limited to moderate scope where analysis of situations or data requires a review of multiple factors. Exercises judgment within defined procedures and practices to determine appropriate action. Contacts are primarily internal to the department, but may also be external.

Under general supervision of the Department Business Manager, administer the Department of Physics general funds budget of $20 million, plus another $14 million in other funds (e.g., faculty start up/renovation funds, equipment matching, student fellowships, Undergraduate Labs (UGL) Materials Fees, Regents and UCSD Foundation Gift Funds, recharges, etc). Independently provide projections, forecast expenses, review ledger expenditures, analyze and problem-solve for accounts.

Responsible for coordinating and implementing graduate student financial support for Physics graduate students, working closely in coordination with the Fiscal Unit, Student Affairs, Faculty, and Graduate Advisors. 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 the financial functions of all self-supporting activities and facilities in the department. This includes development and implementation of business and financial plans and systems that incorporate sound business practices, which respond to UC and Federal rules and regulations. Interfaces directly with investigators and administration to determine cost efficiencies and programming needs that lead to enhancing the mission of the department. Assist the Business Manager and Chief Operating Officer with long term planning for the department.

Determines use of appropriate methods to correct discrepancies, including the initiation of direct retros (UCPath) for payroll, commitment adjustments, budget adjustment journals, and transfers of funds. Maintains accurate information and prepares monthly financial statements for the Department’s operating units. Assists Business Manager with monthly financial statements for overall department, closing accounts, and fiscal closing activities. Liaison with General Accounting, Travel & Disbursements, Office of Procurement, and other central campus units. Assist in maintaining SAS 112/115 standards.


  • Working knowledge of accounting principles, business math and bookkeeping for budget planning and analysis, and in reconciling discrepancies.

  • Demonstrated experience in principles and practices of fund accounting, cost analysis, and audit procedures.

  • Strong ability to effectively present information verbally and in writing clearly and concisely.

  • Proficient ability using spreadsheet and database software for moderately complex financial analysis, fiscal management, and financial reports. Experience using computer spreadsheets and database applications for report generation.

  • Effective interpersonal skills at all levels within the unit; excellent service orientation and critical thinking skills; and attention to detail. Ability using organizational skills to multi-task in a high volume environment.

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

  • Proven ability to analyze complex financial issues, recognize potential impact, identify creative and alternative solutions, and make recommendations

  • Knowledge of university policies and procedures relating to contracts and grants, and accounting. Ability to analyze and interpret application of policies and procedures to any given situation.

  • Ability to analyze and prepare budgets, to identify spending patterns, and to project future expenditures to include projecting salary, benefits, and indirect costs with knowledge of payroll and personnel regulations impacting such costs.

  • Ability to interpret and apply University policies and procedures regarding purchasing, returned goods, travel, disbursements, inventory, audits, and contracts and grants administration.

  • Demonstrated experience using Microsoft Suite of applications.

  • Ability to maintain professional attitude during interaction with a wide variety of personalities in demanding situations.


  • Background check is required.

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.

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