Job Description

Payroll Title:
BLANK AST 3
Department:
TRIO OUTREACH PROGRAMS
Hiring Pay Scale
$59,528 - $62,264/year
Worksite:
Hybrid Remote
Appointment Type:
Career
Appointment Percent:
100%
Union:
CX Contract
Total Openings:
1
Work Schedule:
Days, 8 hrs/day, Mon-Fri, Occasional overtime may be required

#130591 TRIO/EAOP Fiscal and Program Assistant

Filing Deadline: Tue 7/16/2024

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.

UCSD Layoff from Career Appointment: Apply by 7/6/24 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 7/15/24. Eligible Special Selection clients should contact their Disability Counselor for assistance.

DESCRIPTION

DEPARTMENT OVERVIEW

The mission of the UCSD TRIO Outreach Program is to increase the post secondary matriculation of low income, first generation college students. Approximately 950 San Diego County students are served from five U.S. Department of Education grants. Services to students include college advising, tutoring, mentorship, workshops, field trips, college tours and summer programs.

The mission of UCSD Early Academic Outreach Program is to work in the San Diego and Imperial Valley region to promote and assist students with college preparation including, academic advising, college knowledge, academic enrichment and family and community engagement. EAOP serves over 4,000 across dozens of target schools in the two regions.

POSITION OVERVIEW

Responsible for the fiscal and administrative management of the TRIO and EAOP departments, which are two separate university departments that report to the same Director. As such, the fiscal assistant works with over 25 program staff who are implementing weekly activities for high school students across San Diego and Imperial County. Responsible and accountable for understanding basic budget and accounting principles to assist the Director with managing payments and reconciling accounts. Directly responsible for all program purchases, payment reconciliation, vendor relationships, and record-keeping for financial records and transactions. Develop and implement policies and procedures for accessing funds that are compliant with federal agency and university guidelines and regulations. Process all requests for expenditures: purchase orders, check requests, student stipends, meals, housing, program supplies, and travel. Responsible for recording, keeping, and tracking TRIO and EAOP equipment, including fund source, service dates, and software expiration. Communicate frequently with other campus units to process payments and comply with campus policies and administrative expenditures. Proactively research and present cost-saving measures for student activities and new systems for staff communication regarding financial and travel items. Recommend solutions or policy changes to improve or streamline procedures and eliminate duplicate efforts. Work collaboratively with program staff, school sites, campus personnel, and district staff to implement guidelines and policies surrounding ethical fiscal principles, accounting, privacy of student records, and working with minors. Ensure compliance with all applicable university and agency policies. Act as departmental liaison for processing and reconciling fiscal records. Ensure program financial files are audit-ready. Create a welcoming environment for families and students at program events and assist with event logistics.

  • May be required to work in office setting off campus at designated site location, such as SD City College and/or UCSD campus dorms.

  • Occasional overtime may be required including evenings and/or weekends, as workload demands.Must have access to reliable transportation. Vacations must be scheduled during off-peak periods.

QUALIFICATIONS

  • Experience with events management and ability to effectively communicate with all constituents: students, staff, community, school partners, and educators. Ability to independently reserve facilities, order food, and communicate with guest speakers.

  • Demonstrated skill and experience in using computer applications: word processing (MS Word) and spreadsheets (MS Excel) necessary for preparing budgets and reports.

  • Demonstrated ability to review, analyze, and process financial data, extract pertinent information, and prepare financial reports (using online financial systems or internal spreadsheets). Reconcile expenses frequently to ensure proper expenditures on correct accounts.

  • Experience with equipment inventory and maintaining a check-out system for program equipment. Ability to keep detailed records and create operational procedures in accordance with federal, state, and UC guidelines.

  • Knowledge and ability to analyze and interpret federal, UC, and internal departmental policies and procedures and their applications necessary to carry out the duties connected with departmental fiscal operations (travel, budget administration, bookkeeping, inventory, fiscal reporting, etc.)

  • Ability to interpret and apply cost principles and federal regulations to departmental spending. Train employees on how to document expenses and allowable costs.

  • Ability to work as part of a team and to collaborate with colleagues maintaining cooperative working relationships. Experience working with diverse communities and/or university outreach programs.

  • Strong verbal and written communication skills. Ability to communicate clearly, effectively, tactfully, and flexibly in person, by telephone, and in writing with a diverse population, including students, school administrators, and staff.

  • Develop and maintain, with strict attention to detail, a system for fiscal files (both in paper and computerized form) for rapid-easy retrieval by self and others. Regularly alert Director of pending expenditures and payments.

  • Ability to advise department supervisors and staff and act as a resource on various issues pertaining to areas of fiscal administration, technology, transportation, and other areas of responsibility.

  • Ability to grasp information provided in meetings (departmental and campus), to effectively communicate the information to the appropriate staff, and apply the information to project operations.

  • Ability to organize and prioritize workload to meet shifting deadlines and changing priorities while ensuring a smooth workflow and handling multiple tasks simultaneously.

  • Ability to write letters, memos, and/or reports for signature or review by supervisor/manager, using correct spelling, grammar, punctuation, composition, text editing, and proofreading skills.

  • Ability to work independently and follow through on assignments with minimal direction.

  • Ability to keep detailed records and manage sensitive equipment and sensitive information.

  • Ability to provide office management in a residential setting to transport items to and from off-campus storage.

  • Skill in the use of Google Drive, Internet Explorer, and UCSD applications: UC Path, Concur, Oracle, Hire Online, Handshake, and Ecotime.

SPECIAL CONDITIONS

  • Background Check required.

  • Must sign CANRA form as a CA Mandated Reporter.

Pay Transparency Act

Annual Full Pay Range: $40,700 - $81,850 (will be prorated if the appointment percentage is less than 100%)

Hourly Equivalent: $19.49 - $39.20

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).


If employed by the University of California, you will be required to comply with our Policy on Vaccination Programs, which may be amended or revised from time to time. Federal, state, or local public health directives may impose additional requirements.

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.

UC San Diego is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status.

For the University of California’s Affirmative Action Policy please visit: https://policy.ucop.edu/doc/4010393/PPSM-20
For the University of California’s Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination

UC San Diego is a smoke and tobacco free environment. Please visit smokefree.ucsd.edu for more information.

Application Instructions

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