Fiscal and Human Resources Assistant - 131767

Payroll Title:
BLANK AST 3 Department:
MARINE BIOLOGY Hiring Pay Scale
$28.51 - $34.22/Hour Worksite:
SIO Appointment Type:
Career Appointment Percent:
100% Union:
CX Contract Total Openings:
1 Work Schedule:
Days, 8 hrs/day, Mon-Fri

#131767 Fiscal and Human Resources Assistant
Filing Deadline: Wed 9/4/2024
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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 08/26/2024 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants : Apply by 09/04/2024. Eligible Special Selection clients should contact their Disability Counselor for assistance.

This position will work a hybrid schedule which includes a combination of working both onsite in La Jolla and remote. This is subject to change due to business needs.

DESCRIPTION

Responsible for fiscal activities for the SIO Biology Section. Fiscal responsibilities include bookkeeping, procurement, travel, personal reimbursements, processing new awards, allocating funding via a financial journal, and coordinating with other departments. Prior to approval by Finance Manager, review expenditures for appropriateness, availability of funds, and applicable funding restrictions (OMB Uniform Guidance, 133, 110, CASB). Prepare and review cost transfers and other transfers as needed. Review transactions for allowable and available funding and approve up to designated level. Process Oracle Procurement requests, coding properly for account, tax, and commodity information. Process other procurement actions including procurement cards, Concur reimbursements, campus orders for goods and services. Coordinate travel for staff, including advising on proper procedures and guidelines, document review and approval, and UCSD Travel Card enrollment. As needed, provide back-up to help coordinate field safety research plans as required by policy, providing guidelines and submit to Risk Management/EH&S. Facilitate shipping and logistics arrangements for complex international research expeditions. Provide interpretation of UC, Federal and State policies in order to ensure compliance with all processes. Work with supervisor to ensure all fiscal deadlines are completed in a timely manner. As needed, assist with fiscal closing activities annually.

Responsible for providing a variety of Human Resources administration tasks for the SIO Biology Section, including but not limited to: staff service credit; assist with academic appointment preparation for Visiting Research, Research Associate, and Postdoctoral Scholar files; process Volunteer appointment renewals, Volunteer terminations, and Non-Salaried Visiting Graduate Student (VGS) appointments; perform personnel database and UC system entries; prepare HR reports; create/maintain HR spreadsheets and other documents; as needed assist with staff performance appraisal and job description process; and provide general support to SIO Biology Section HR Team.

Work direction provided by several team members.

QUALIFICATIONS

• Experience processing financial and purchasing transactions.
• Strong ability to independently perform a variety of accurate financial calculations using basic arithmetic functions including addition, subtraction, multiplication, division, percentages, ratios, etc. Ability to analyze financial data.
• Knowledge of human resources administration and related policies and procedures. Some experience with employment processes.
• Intermediate to advanced level skills in Excel or similar spreadsheet software.
• Customer service experience with a service oriented attitude. Excellent customer service skills with experience in responding to requests in a timely manner and maintaining cooperative working relationships.
• Strong, demonstrated ability to work independently with a variety of computer platforms and software programs. Demonstrated ability to use MS Word and Microsoft office suite.
• Experience with web-based applications, database entry, email, and calendaring systems. Experience with file sharing. Proficient in use of video platforms (such as Zoom) to conduct and participate in discussions and meetings. Ability to self-teach.
• Strong skills in composing documents and correspondence in English using correct grammar, spelling, and punctuation. Good and accurate typing skills, including proofreading ability.
• Demonstrated record management experience. Proven skill in establishing and maintaining accurate, organized records, files and filing systems.
• Strict attention to detail and ability to accurately complete documents in a timely manner. Ability to pay close attention to detail and to produce accurate and timely work despite frequent interruptions.
• Demonstrated ability to work within a team framework, participating in-group discussions regarding systems, procedures, and goals of the units. Strong teamwork attitude to independently and willingly assist in other areas of Business Office as needed. Ability to accept changing priorities regularly and to perform duties not normally assigned to this position as needed or directed.
• Ability to prioritize tasks. Demonstrated ability to self-motivate, to independently follow tasks through to completion and to take ownership of work performance.

SPECIAL CONDITIONS

• Must pass background check.
• Must be willing to work overtime as required to fulfill position responsibilities, particularly during fiscal closing and during peak periods for HR Team.
• Valid Driver's License preferred and may be subject to DMV check for driving record and valid driver's license.

Pay Transparency Act

Annual Full Pay Range: $40,700 - $85,295 (will be prorated if the appointment percentage is less than 100%)

Hourly Equivalent: $19.49 - $40.85

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).

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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

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