DESCRIPTION

Uses professional concepts to apply organization policies and procedures to oversee a variety of ongoing administrative operational issues. Administers defined operational program. Analyzes and resolves operational problems of moderate scope.

Under general supervision, plans, manages and directs administrative functions for all TP&DM units, ensuring compliance with University and department policies, and procedures. Conducts moderate to complex analysis of business model and support systems, services, policies and procedures. Reviews, analyzes and summarizes various reports; prepares recommendations, directives or other instructional material. Serves as main point of contact for all equipment requests, machine moves, removals and changes to features.

Serving as liaison with RMP Financial Services Unit and RMP Financial Managers, analyzes, reviews and coordinates the maintenance and modification of TP&DM's recharge billing system, currently Maximo and RMP Recharge App. Monitors, analyzes and makes recommendations for policies and procedures for stock ledger, sales audit, cash control and General Ledger. Manages and coordinates maintenance of business management systems for all recharge, cash and credit card billing. Responsible for all recharge billing from all areas; data collection; data input and verification; data transfers/uploads and other month-end activities. Collects and reports cost transfer requests for revenue and materials. Reviews all data business systems including but not limited to Maximo, Oracle, Concur and all internal databases for errors. Completes miscellaneous budget schedules and provides detailed fund management. Prepares financial statements.

Serve as project assistant and primary customer contact for TP&DM-managed digital displays and print advertising. Serve as primary content assistant for FourWinds platform and associated digital wayfinding kiosks and displays as needed.

Reviews and processes supply orders for all TP&DM’s operations. Manages purchase orders for all leased production center equipment and MFPS equipment. Serves on TP&DM leadership team and as backup for other TP&DM’s leadership team members.

• May need to work evening or weekend hours as operationally necessary.

• Required to work in any TP&DM location.

QUALIFICATIONS

• Graduation from college with a major in human resources, business or related degree; or equivalent combination of education and experience.

• Working knowledge of common organization-specific and other computer application programs. Demonstrated proficiency and advanced skills in the suite of business applications required to support operations including Oracle Financials Cloud, Concur, MIS systems such as EFI PrintSmith, NetzCore, Nextent, the Microsoft Office suite (Word, PowerPoint, Teams, SharePoint, Outlook, Access, Visio), or equivalent software applications.

• Working knowledge of finance policies, practices, and systems. Working knowledge of generally accepted accounting principles, practices and ability to perform basic financial calculations and analyses. Proven experience and skill to audit financial data, format special financial reports and communicate budgetary information using moderate to complex data, process analysis, rules, regulations and resource materials.

• Demonstrated ability to independently analyze complex business and administrative problems; conduct research, investigate situations, identify and recommend various options that meet departmental and/or customer needs.

• Demonstrated professional working knowledge and experience in fund accounting, accounts payable and receivable principles and practices. Ability to reconcile information and balance accounts.

• Ability to use sound judgment in responding to issues and concerns. Demonstrated ability to work independently, prioritize job functions anddemonstrate flexibility to meet deadlines in a high volume work environment and insure smooth work flow, and to handle multiple tasks simultaneously.

• Solid communication and interpersonal skills to communicate effectively with all levels of staff verbally and in writing. Demonstrated ability to communicate effectively one-on-one or in group settings; using appropriate vocabulary; taking account of differences in social, cultural, professional and educational backgrounds; ability to communicate ideas, thoughts, and meaning to articulate one's position clearly. Ability to work collaboratively with individuals and groups of employees to incorporate their ideas, adapt to their needs, and to encourage them.

• Ability to train others with varying levels of computer application knowledge in the use of new programs and applications and provide them with direction in their work.

• Solid organizational skills and ability to multi-task with demanding timeframes. Demonstrated ability to work in a fast paced environment to complete work and meet deadlines with accuracy and attention to detail. Ability to adapt to changing priorities.

• Ability to negotiate and follow through on long processes and implementations. Ability to understand contract language and hold vendors/consultants accountable to contract terms.

• Clear understanding of service goals in the key areas of customer satisfaction, service response time, equipment performance, technical productivity, and all related service costs.

• Ability to use discretion and maintain confidentiality.

• Demonstrated ability to work effectively with a wide variety of customers including but not limited to: students, staff, supervisors, senior managers, central offices, and vendors.

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

• Demonstrates competency and commitment to equity, diversity, and inclusion.

• Ability to model and advocate UCSD Principles of Community.

SPECIAL CONDITIONS

• FBI/DOJ and DMV background checks and clearances required prior to employment.

• Must possess and maintain a valid CA Driver License and participate in the DMV Pull Notice Program.