Job Description

Payroll Title:
ADMIN OFCR 3
Department:
ACADEMIC AFFAIRS
Hiring Salary Range
$75,000 - $85,000 /year
Worksite:
Hybrid Remote
Appointment Type:
Contract
Appointment Percent:
100%
Union:
Uncovered
Total Openings:
1
Work Schedule:
8 hrs/day, Mon-Friday

#116394 Sr. Graduate Fellowship, Employment & Fiscal Coord

Extended Review Date: Tue 7/5/2022

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 is a 100% Contract position for one (1) year that may be extended or converted to career status based on the needs of the department.

  • This position is open until filled.

DESCRIPTION

Academic Affairs is the largest of the vice chancellor areas at UC San Diego. Led by the Executive Vice Chancellor (EVC), it is comprised of seven academic divisions and schools, seven undergraduate colleges, the University Libraries and University Extension. The vice chancellor area also includes academic support units, as well as the units under the purview of the Vice Chancellor Student Affairs and Vice Chancellor Equity, Diversity & Inclusion. Academic Affairs annually manages expenditures in excess of $1.5B, 4.0M ASF of space and employs over 13,500 academic, staff and research employees. The Office of the EVC is responsible for policy and procedure communication and implementation, resource administration, training and guidance, and program development for administrators, faculty, and staff within the EVC areas.

The unit works with staff and administrators, as well as external partners, to support nearly 9,000 graduate and professional students from diverse ethnic and academic backgrounds in more than 50 graduate degree programs across General Campus, Health Sciences, and Scripps Institution of Oceanography. Responsible for researching, interpreting, and implementing complex regulations and policies from various UC sources, federal agencies, as well as domestic and international foundations, NGOs, and governments who financially support graduate students. Independently serves as a consultant regarding graduate financial support and graduate student employment policies and is responsible for effectively training and communicating policy and policy changes to graduate program staff, faculty, other campus offices, and individuals and organizations outside the University.

Uses skills as a seasoned and experienced administrative operations professional to manage, plan and administer the operations of a small to mid-sized academic or non-academic department or organizational unit with limited scope. May report to a chair, director, or a higher level administrative operations professional or manager. Perform short- and long-term planning for the organization. May supervise staff or students. Demonstrates good judgment in selecting methods and techniques for obtaining solutions.

As Senior Graduate Fellowship, Employment & Fiscal Coordinator for the Graduate Division, individual has lead responsibility for administering life cycle of graduate student support, disbursement and package coordination, which includes: fellowships, fees, stipends and employment. Serves as the primary campus resource for graduate student employment; provide recommendations and information to the Dean of the Graduate Division, Labor Relations, and the Office of the President on all aspects of graduate academic employment, including collective bargaining and taxation; serves as lead adviser to various central offices, campus-wide departmental staff, students and faculty. Advises on fellowships. Reviews funding opportunities and assesses applicable packaging policy. Trains new Graduate Division staff in academic personnel. Evaluates campus department requests for additional funds and make recommendations to Dean of Graduate Division. Develops informational training materials.

This position may work remotely, requiring a remote work agreement, anywhere in the United States. The employee shall be available full-time during assigned work hours (specific hours to be discussed with supervisor).

  • Please submit a cover letter for a complete application.

QUALIFICATIONS

  • Thorough knowledge of University rules and regulations, processes, protocols and procedures for budget, accounting and fund management, and / or personnel management. In-depth knowledge of graduate education aims and program structures in a university environment with extensive knowledge of, and experience with, the educational process, institutional policies and procedures, and organizational goals and objectives. In-depth knowledge of complex graduate student financial support matters, including university policies, external agency and legal requirements, special requirements for international students, university electronic systems.

  • Knowledge of a variety of administrative operational activities such as event planning, basic fundraising processes, risk management planning, website design, accounting and payroll, and contracts and grants regulations and guidelines. Proven knowledge of accounting principles with strong mathematical skills and demonstrated experience analyzing financial data and payroll transactions, performing statistical summaries and calculations, determining and implementing appropriate actions. Sound knowledge of and experience with UC accounting policies and procedures.

  • Effective interpersonal skills including verbal and written communication, active listening, critical thinking, persuasiveness, advising and counseling skills. Extremely strong organizational skills with ability to coordinate, prioritize, and complete work with strict attention to detail and accuracy while meeting multiple deadlines and with regular interruptions. Extremely strong interpersonal and negotiation skills sufficient to interact and consult effectively with UCSD staff and faculty, and members of the UC Office of the President. Demonstrated training and public speaking skills in a classroom setting for large or small groups including ability to develop course guidelines and training materials, and demonstrate test applications.

  • Solid knowledge of common University-specific computer application programs. Knowledge of UCSD fiscal systems, strong skills in use of spreadsheet and reporting software, (e.g., Cognos or Tableau).

  • Strong skills in short-term planning, analysis, problem-solving, and customer service. Proven ability to exercise sound judgment, take initiative, and work independently with a high degree of autonomy.

  • Thorough knowledge of financial analysis and reporting techniques, and / or human resources policies and procedures for staff and academic employees. Superior analytical and problem solving skills with extensive experience to research and interpret complex materials, organize data in a logical manner, incorporate information into coherent reports acceptable to diverse groups, recommend and implement new approaches and innovative solutions to complex graduate student employment situations, and make decisions having campus-wide impact.

  • Strong knowledge of ASE/UAW union regulations related to graduate student academic appointments.

  • Advanced leadership skills to act as a campus resource/mentor on graduate employment, serve on campus committees, and direct and evaluate the work of unit staff and student assistants.

  • Thorough knowledge of federal and state tax laws affecting graduate students who are U.S. citizens or from international countries.

  • Demonstrated ability to actively participate, guide and contribute to change management activities.

PREFERRED:

  • In-depth knowledge of UC and UCSD policies and procedures pertaining to student academic personnel with demonstrated ability to interpret and articulate personnel policy regulations and financial support guidelines to staff, students, and faculty.

SPECIAL CONDITIONS

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

  • Duties may require direct contact and/or supervision of children (defined as individuals under the age of 18); completion of the Child Abuse and Neglect Reporting Act (CANRA) form will be required.


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.

Application Instructions

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