FINANCE AND ADMINISTRATION COORDINATOR
Company: University Of San Diego
Location: San Diego
Posted on: October 19, 2024
Job Description:
Finance and Administration Coordinator
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Position Title & Department: Finance and Administration
Coordinator; School of Business Posting #: 5062 Department
Description: The Knauss School of Business at USD embraces a
stewardship approach to business education. Stewardship requires
businesses to protect and care for society in pursuit of a greater
good. The Knauss School community of faculty, staff, students and
graduates, embrace stewardship by applying values-driven,
free-enterprise skills to improve businesses, industries, and the
lives of people in our community and around the world. We provide
academically rigorous, relevant and values-based education and
research. Degree programs in the Knauss School of Business are
AACSB accredited, with the undergraduate and MBA programs being
highly ranked both domestically and internationally.
www.sandiego.edu/business/about/ University Description: The
University of San Diego, an engaged and contemporary Catholic
institution, was founded by the Diocese of San Diego and the
Society of the Sacred Heart in 1949. Governed by an independent
board of trustees since 1972, USD remains committed to a liberal
arts education grounded in the Catholic intellectual tradition and
the pursuit of truth, goodness and beauty. Inspired by this
centuries old tradition of Catholic higher education, the
University welcomes people of all faith traditions and any, or no,
religious background. The future success of USD relies on the
contributions of those who seek to foster the development of
engaged global citizens and an earnest confrontation of humanity's
urgent challenges. This is a part-time temporary, non benefit-based
position with an anticipated end date of June 30, 2025. The
appointment is renewable at the discretion of the University and
dependent upon performance and continued funding. Under the general
guidance of the Assistant Dean of Finance and Strategic Management,
the Finance and Administration Coordinator provides support for
essential departmental functions within the areas of human
resources, expenditure oversight, external contracts and financial
recordkeeping and reporting. The Coordinator is responsible for
overseeing the crafting and issuing all faculty contracts,
submitting human resource processes into the University's ERP
system, as well as auditing various elements of human resource
management for the Knauss School of Business. The Coordinator also
provides oversight of and training on expenditure and travel best
practices, ensuring expenses are in alignment with Knauss School
costing strategies and University expenditure policies. The
Coordinator is the lead for the school's vendor set-up processes
and external contract coordination, tracking and recordkeeping. The
Coordinator will also assist with financial recordkeeping and the
creation of regular financial reports for various internal
stakeholders. The Coordinator is expected to communicate and
collaborate regularly with all Knauss School of Business faculty,
staff, and administrators. The position works collaboratively with
internal constituents as well as with key administrators in campus
departments including but not limited to the Finance Office, Human
Resources and General Counsel. The Coordinator is required to have
a general working knowledge of the university and a comprehensive,
on-going understanding of Knauss School of Business operations.
Duties and Responsibilities: Faculty and Human Resource
Administration
- Under the guidance of the Financial Analyst, coordinates
faculty contract processes:
- Prepares and issues annual, full-time faculty contracts and
tenure letters
- Prepares and issues term-by-term, part-time instructional
contracts
- Prepares and issues all faculty administrative assignment
letters
- Ensures Knauss personnel records are up to date by uploading
instructional contracts, performance evaluation forms and other
related documents into respective personnel electronic files
- Assist in the onboarding of new, part-time faculty hires by
working with the respective department chair to confirm new hire
information and processing the appropriate new hire process in
WorkDay
- Submit the hiring process for temporary employee direct hires
including staff, administrators and student workers by coordinating
with the respective unit leader and/or department chair and the
Assistant Dean
- Complete regular human resource-related audits including but
not limited to alternative workweek selections, work space location
accuracy, remote work reimbursements, onboarding status and
completions, part-time faculty work history and work hours, etc.
and provide recommended revisions to the Assistant Dean Concur
Reconciliation Oversight
- Understands and upholds university, state and federal expense
policies to ensure compliance
- Under the guidance of the Finance Manager:
- Coordinates reconciliation efforts of OneCard and out-of-pocket
expenses through the Concur system by providing training to Knauss
colleagues
- Reviews Concur expenditure submissions for proper documentation
and ensures consistent costing strategies are utilized, providing
interventional outreach as needed to Knauss colleagues
- Provides guidance regarding University and Knauss School best
practices for Concur travel bookings.
- Escalates travel questions and issues to the USD Travel Team as
appropriate
- Implements and upholds organizational fiscal strategies and
policies External Contract Administration
- Under the guidance of the Finance Manager:
- Maintains and actively updates the Knauss School of Business
contract database, UniMarket
- Routes external contractual agreements though DocuSign for
approval including service agreements, facilities use agreements,
speaker agreements, etc.
- Ensures University signature authority policies are adhered
to
- Works directly with new vendors to facilitate vendor set-up on
behalf of Knauss units and collaborates with Procurement to ensure
proper documentation is provided Financial Recordkeeping and
Reporting
- Under the guidance of the Financial Analyst and Finance
Manager:
- Records financial transactions to ensure timely and accurate
information for strategic initiatives such as faculty research
funding efforts, strategic grants, extracurricular student
opportunities, professorships, etc.
- Creates monthly and quarterly financial reports for internal
constituents and stakeholders including but not limited to
department leaders, faculty chairs and Associate Deans Other
- Reviews information with discretion and diplomacy, in the
strictest of confidentiality
- Communicates extensively with Assistant Dean, faculty, staff
and other campus colleagues and constituents.
- Works collaboratively with other Finance and Administration
department employees
- Supports departmental projects, as assigned
- Supports answering finance and administration topic inquiries
from Knauss School colleagues and external constituents
- Other duties as assigned Background check: Successful
completion of a pre-employment background check. Degree
Verification Requirement: Persons offered employment in this
position will be required to provide official education transcripts
for degree verification purposes. Job Requirements: Minimum
Qualifications:
- Bachelors degree from an accredited college or university with
preference given to Business and/or related field of study
- 3 years of full-time experience working in budgeting, finance,
accounting, human resources, and/or related field
- 2 additional years of work experience and High School diploma
may substitute for a Bachelors degree Preferred Qualifications:
- Bachelors degree from an accredited college or university in
Business and/or related field of study
- 3+ years of full-time experience working in budgeting, finance,
accounting, human resources, and/or related field
- Experience working in a higher education setting
- Proven ability to collaborate with individuals of diverse
backgrounds Performance Expectations - Knowledge, Skills and
Abilities:
- Proficiency and comfort with technology
- Familiarity with Microsoft applications with intermediate to
advanced Excel skills
- Experience working with Concur Expense, Concur Travel and
WorkDay
- Working in an institution of higher education
- Performing in a changing technological environment and being
able to learn quickly and adapt and reinvent procedures according
to change
- Clearly articulating policies and procedures
- Entrepreneurial mindset, self-motivated, and efficient
- Working in an office setting managing expenditure procedures,
and tracking systems.
- Excellent organizational and management skills
- Ability to focus on technical details in an environment with
many distractions
- Ability to shift tasks easily
- Attention to detail and the ability to multitask while also
working with minimal supervision
- Serving as a collaborative team member with the ability to
handle confidential information with tact and discretion
- Exercising self-initiative and creativity
- Working in a busy environment with high customer service
standards
- Maintaining a high level of accuracy developing work products
and reports
- Functioning with a high degree of autonomy
- Time management and organization of multi-tasking work
requirements
- Excellent oral and written communication skills
- Strong attention to detail
- Working with diverse personalities and backgrounds
- Being flexible and versatile in coping with evolving work
situations
- Being able to handle the stress of last-minute deadlines and
changes Posting Salary: $28-32 per hour The salary range provided
in this posting reflects what we reasonably expect to pay for this
position. Actual compensation offered or earned is dependent on
experience, education and other factors including departmental
budget. Special Application Instructions: Resume and Cover Letter
Required Click the 'Apply Now' button to complete our online
application. In addition, please upload a cover letter and resume
to your application profile for the hiring managers' review. If you
have any questions or difficulties please contact the Employment
Services Team at jobs@sandiego.edu. Additional Details: Hours: 12
hours per week Closing date: October 20, 2024 Note: External job
postings will be up for at least three days. After that time,
applications will be reviewed by the hiring manager/committee
throughout the posting period. A candidate may be selected at any
time which could then close this posting on a date earlier than
listed. The University of San Diego is an equal opportunity
employer committed to diversity and inclusion and is especially
interested in candidates who can contribute to the diversity and
excellence of the campus community. The University of San Diego is
a smoking and tobacco-free campus. For more information, visit
www.sandiego.edu/smokefree. Advertised: September 30, 2024
Applications close: October 20, 2024 To apply, visit
https://jobs.sandiego.edu/cw/en-us/job/496836/finance-and-administration-coordinator
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Keywords: University Of San Diego, La Mesa , FINANCE AND ADMINISTRATION COORDINATOR, Accounting, Auditing , San Diego, California
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