Career Center

Graduate Financial Support Administrator

Location: Remote
Job ID: 52172

JOB POSTING

NOTIFICATIONS

UC Vaccination Policy: With limited exceptions, COVID-19 vaccinations are required for Covered Individuals under the Policy. Covered Individuals include all employees, students, or trainees who physically access a University facility or program in connection with their employment, appointment, or education/training.

Covered Individuals do NOT include employees who work 100% remotely with NO expectation that they will physically access any University location or program at ANY time. If 100% remote work ends, the employee is subject to policy.

INITIAL REVIEW DATE (IRD)

UC Santa Cruz staff jobs are posted until filled. Application materials submitted by 11:59 pm on the IRD will be routed to the hiring unit for consideration. NOTE: Materials submitted after the IRD will be forwarded only at the request of the hiring unit. Submit your materials before the IRD to ensure consideration by the hiring unit.

The IRD for this job is: 05-15-2023



ABOUT UC SANTA CRUZ

UC Santa Cruz is a public university like no other in California, combining the experience of a small, liberal arts college with the depth and rigor of a major research university. It's known as an unconventional place where innovation and experimentation is part of the campus's DNA. That playful, bold spirit still thrives today, all on a campus renowned as among the most beautiful in the world.

DEPARTMENT OVERVIEW

Originally founded in 1997, the Baskin School of Engineering is the first professional school at UC Santa Cruz. Over the past 20 years, Baskin Engineering has become a unique 21st century school of engineering and technology, characterized by evolutionary growth fueled by on-going research opportunities that open new areas of intellectual inquiry. Baskin Engineering has grown to include six academic departments, a variety of research centers and institutes, and has ambitious plans for further programmatic growth. The focus of Baskin Engineering educational programming is to instill strong basic knowledge for sound practice in science and ethical engineering for the well-being of society. Its diverse curricula facilitates creative thinking and prepares students for productive and rewarding careers. Baskin Engineering is focused on building collaborative connections and expanding instruction and research
activities for faculty and students at UC Santa Cruz, both at its Santa Cruz campus and at its campus in Silicon Valley, the international center of technological innovation.

We champion new ideas and uphold the UCSC Principles of Community.

JOB SUMMARY

Under the general supervision of the Assistant Finance Director, the Baskin Engineering (BE) Graduate Financial Support Administrator is responsible for the processing and servicing of a variety of operational, personnel, and financial transactions and services. The incumbent will ensure appropriate fund usage, maintain accounting records, monitor expenses, and prepare financial reports. Additionally, they will audit ledgers and troubleshoot or reconcile as needed; utilize financial tools and systems for reporting and tracking graduate student support; and enter and track funding information into campus and/or divisional databases for graduate students.

APPOINTMENT INFORMATION

Budgeted Salary: $29.46 - $33.96/hour. Salary commensurate with skills, qualifications and experience.
Under California law, the University of California, Santa Cruz is required to provide a reasonable estimate of the compensation range for this role and should not offer a salary above the posted range. The salary shown above is the budgeted range the University reasonably expects to pay.

No. of Positions: 1

Benefits Level Eligibility: Full benefits

Schedule Information:

• Full-time, Fixed
• Percentage of Time: 100%, 40 Hours per Week
• Days of the Week: Mon-Fri
• Shift Includes: Day

Employee Classification: This is a Career appointment

Job End Date: None

Work Location: UC Santa Cruz Main Campus / Remote

Union Representation: Non-Represented

Job Code Classification: 004627 (FINANCIAL SVC ANL 2)

Travel: Never or Rarely

JOB DUTIES

60% - FINANCIAL PROCESSING

• Responsible for Graduate Affairs student financial processing functions, which may include direct pays, recharge billing, travel/entertainment, etc. and ensures that daily student financial support and operations run smoothly and are performed with accuracy.
• Oversees and manages expenditure control of all BE Graduate Student Support funds including block and MS incentive program (MIP) funds.
• Reviews programs chart of accounts via InfoView to ensure that funds are available for expenditures and provides expenditure data to department, divisional and unit staff/faculty as needed for budgetary review. Researches and resolves complex accounting problems.
• Analyzes expenses, develops cost projections, provides financial tracking and fiscal control.
• Reviews and reconciles the monthly ledger for block and Masters Incentive Program (MIP) funds. Enters all student financial support into FileMaker database.
• Interprets reports and records for department faculty, staff, and students as appropriate and advises the program staff/faculty of potential problems and proposes possible solution(s).
• Maintains and analyzes complex expenditure worksheets for various recurring charges for budgetary tracking purposes.
• Manages reconciling ProCard and Corporate Travel and Entertainment (CTE) card expenditures in compliance with campus/UC regulations.

25% - PAY DISTRIBUTION

• Responsible for processing and distribution of student Academic Student Employment (e.g. Teaching Assistants, Student Instructors, Graduate Student Researchers, etc.) appointment offers quarterly/annually in cooperation with advising staff.
• Comply with requirements of the TA/GSR union contracts in regards to pay grades and keep apprised of any changes due to negotiations or directives from Labor Relations and adjust policy and procedures accordingly.

10% - PROCESS DOCUMENTATION

• Assists with researching, developing and implementing new and changing unit business processes.
• Documents processes and procedures for financial activities.
• Assists in auditing of internal records and processes and prepares recommendations for changes as needed.
• Reads professional literature to understand regulations and best practices concerning financial accounting and services.

5% - PROBLEM RESOLUTION

• Functions as a resource support to staff, faculty, and students on issues such as researching complex financial discrepancies, escalated customer service problems and vendor concerns working closely with graduate advisors and Financial Administrative Services and Transactions (FAST) office.
• Effectively addresses difficult and complex customer inquiries.
• Applies professional financial and accounting concepts to independently perform analyses of moderately complex financial services such as researching discrepancies and compliance with external regulations and internal policies.

REQUIRED QUALIFICATIONS

• Bachelor's degree in related area and / or equivalent experience and / or training.
• Working knowledge of financial processes, policies and procedures.
• Working knowledge of and experience with basic accounting techniques and systems. Skill to reconcile one set of financial records (divisional) to another (University).
• Strong knowledge of financial data management and reporting systems.
• Strong interpersonal skills with a service orientation.
• Strong critical thinking and decision making skills with the ability to use sound judgment.
• Strong organizational skills with the ability to multi-task in a high volume environment, paying strict attention to detail.
• Strong analytical skills.
• Effective verbal communication and active listening skills.
• Effective written communication skills.
• Demonstrated ability to efficiently audit and process a large volume of documents with extreme attention to detail while maintaining the highest degree of accuracy.
• Proficient computer skills with ability to work with a variety of business applications (MS Office Suite, Google Suite, email, spreadsheet, word processing, database, and web browsing). Ability to update and increase skills and knowledge as needed.

PREFERRED QUALIFICATIONS

• Knowledge of and ability to apply principles of student affairs funding and how these relate to academic programs in coordination of student support from advising and fiscal perspectives. Knowledge of Teaching Assistant/Graduate Student Researcher (TA/GSR) remission and packaging student support.
• Experience with Filemaker Pro or Access databases.
• Intermediate knowledge and understanding of internal control practices and their impact on protecting University resources.
• Proven ability to research information and prepare concise, well-organized reports and spreadsheets; to analyze complex situations, and recommend/implement effective courses of action.
• Experience with computerized systems, database management, and spreadsheet and word processing programs to manipulate data and create reports.
• Experience with University and Departmental systems such as Academic Information Systems (AIS), Grad Division Financial Support Tools, UCPath, FileMaker, Infoview, and Tableau.

SPECIAL CONDITIONS OF EMPLOYMENT

• Selected candidate will be required to pass a pre-employment criminal history background check.
• Ability to work long periods of time at a computer with or without accommodation.
• Must be able to work remotely from a home office and be able to fulfill requirements of the UCSC telecommuting agreement.
• Selected candidate will be required to complete training within established time frames as directed including UC compliance training.
• Ability to maintain appearance and conduct suitable for working in a professional setting.
• The University of California has implemented a COVID-19 Vaccination Policy covering all employees. To be compliant with the policy, covered employees must submit proof of vaccination or have an approved exception or deferral, eight (8) weeks from date of hire.
• Per the Child Abuse and Neglect Reporting Act (CANRA), this position has been identified as a Mandated Reporter. The selected candidate will be required to report known or suspected child abuse or neglect as defined by CANRA and will be required to sign a Statement Acknowledging Requirement to Report Child Abuse prior to commencing employment. CANRA Penal Codes, and related definitions, requirements, and responsibilities may be obtained here.

SAFETY STATEMENT

All UCSC employees must understand and follow job safety procedures, attend required health and safety training, proactively promote safety at work, and promptly report actual and potential accidents and injuries.

HOW TO APPLY

Attach your resume and cover letter when applying for this job opening. Do not attach any documents to 'My Activities'. Visit our How to Apply tutorial for detailed instructions on our applicant process.

EEO/AA

The University of California is an Equal Employment 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. UC Santa Cruz is committed to excellence through diversity and strives to establish a climate that welcomes, celebrates, and promotes respect for the contributions of all students and employees.



APPLICANTS ARE REQUIRED TO USE THE UCSC ON-LINE PROCESS
View full job description and access on-line application:
https://careerspub.universityofcalifornia.edu/psp/ucsc/EMPLOYEE/HRMS/c/HRS_HRAM.HRS_APP_SCHJOB.GBL?Page=HRS_APP_JBPST&Action=U&FOCUS=Applicant&SiteId=11&JobOpeningId=52172&PostingSeq=1

To ensure review of application materials by the hiring unit, they must be submitted on or before the initial review date (IRD) via the Staff Employment Opportunities web site; https://jobs.ucsc.edu. A computer is available at the UC Santa Cruz Staff Human Resources Office located at Scotts Valley Center. The Scotts Valley Center is located at 100 Enterprise Way, Suite E100, Scotts Valley, CA 95066. To learn more or to request disability accommodations, call 831-459-2009. Hearing impaired are encouraged to use the California Relay Service at 800-735-2922. UC Santa Cruz is an Equal Opportunity Employer.

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, sexual orientation, gender identity, national origin, disability, age, or protected veteran status. UC Santa Cruz is committed to excellence through diversity and strives to establish a climate that welcomes, celebrates, and promotes respect for the contributions of all students and employees.







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