Hybrid Finance & Grants Assistant III

UC San Diego; San Diego (CA); Ibrido; USD 64.000 - 92.000; Tempo pieno

Descrizione del lavoro

UC San Diego in La Jolla/Hillcrest seeks a Project Assistant III to provide fiscal and administrative support in the Department of Psychiatry. You will monitor expenditures, reconcile ledgers, and manage transactions across multiple labs, ensuring compliance with policies and audits.

The role requires strong data skills, collaboration across offices, and experience with contracts and grant administration. The position offers a hybrid schedule and opportunities to contribute to research funding

Competenze

• Substantive knowledge and proven ability to monitor expenditures and reconcile operating ledgers monthly using Transaction Sampling process (reviewing invoices and packing slips).
• Strong demonstrated computer skills.
• Demonstrated experience developing and maintaining spreadsheets. Efficient and accurate data entry skills.
• Strong skill communicating clearly and effectively with staff, faculty and the public, using tact, diplomacy and confidentiality in person, over the phone and in writing.
• Demonstrated ability to identify problems, develop solutions, and take corrective action.
• Proven ability to prioritize work in an environment with frequent interruptions, using good judgment.
• Proven ability to processes business transactions: cost transfers, personal reimbursements, and encumbrance lifts under direction of the business office and fund managers.
• Demonstrated ability to analyze and interpret University operating ledgers and knowledge of proper procedures for correcting errors.
• Demonstrated knowledge of UCSD policies and accounting practices.
• Demonstrated knowledge of Scrip policies and procedures.
• Demonstrated knowledge and experience with contracts and grants (including federal grants) applications and reporting guidelines, procedures and forms.
• Demonstrated experience with disbursement processes and procedures.
• Demonstrated skills using databases.
• Intermediate skill using Macintosh computers, MS Word and MS Excel.
• Demonstrated knowledge of Oracle Financial Cloud (OFC), UCPath Business Analytics Hub (BAH), Kuali Research (KR), Concur, ANAPLAN PIPER and FSWs, Blink, AccessLink or equivalent programs.
• Demonstrated knowledge of University policy and procedures regarding purchasing, returned goods, travel, disbursements, inventory, and contract and grant administration.
• Demonstrated ability to collaborate and communicate effectively and diplomatically at all organization levels, both verbally and in writing. Proven ability to work effectively with a diverse population, including the business community, academics, staff and students.
• Demonstrated experience independently managing, developing, and revising procurement/travel/reimbursements standard operating procedures and guidelines. Proven ability interpreting policies and develops processes to ensure compliance with new regulations and participates in continuous improvement of processes.
• Demonstrated experience overseeing human subject payment process for checks and gift cards for approx. 20 studies, using scheduling and human subject compensation tracking databases (including travel to pick up gift cards).

Mansioni

• Provide fiscal and administrative support in the Department of Psychiatry.
• Manage expenditures and reconcile operating ledgers monthly using Transaction Sampling.
• Serve as office of record to ensure documentation for audits.
• Process business transactions (cost transfers, reimbursements, encumbrance lifts).
• Develop and maintain Excel spreadsheets; interpret policies related to contracts and grants.
• Liaise with Disbursements, Facilities and Telecommunication offices; ensure compliance and fiscal integrity.
• Assist with special projects and maintain confidentiality across tasks.
• Collaborate effectively with staff, faculty, and the public; support multiple studies and fund managers.

Conoscenze

Ledger reconciliation

Data entry

Spreadsheet development

Communication

Problem solving

Task prioritization

Procurement/reimbursements

Confidentiality

Interpersonal collaboration

Macintosh / MS Office

Strumenti

Oracle OFC

UCPath BAH

Kuali Research

Concur

ANAPLAN PIPER

Blink

AccessLink

Descrizione del lavoro

UC San Diego in La Jolla/Hillcrest seeks a Project Assistant III to provide fiscal and administrative support in the Department of Psychiatry. You will monitor expenditures, reconcile ledgers, and manage transactions across multiple labs, ensuring compliance with policies and audits.

The role requires strong data skills, collaboration across offices, and experience with contracts and grant administration. The position offers a hybrid schedule and opportunities to contribute to research funding