Conference/Fiscal Specialist - 129936

UCSD Layoff from Career Appointment: Apply by 5/22/24 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 6/3/24. Eligible Special Selection clients should contact their Disability Counselor for assistance.

The University of California’s only school of international affairs, the School of Global Policy & Strategy (GPS) provides a unique resource for training leaders, creating ideas, and building networks for the Pacific Century. GPS is internationally renowned for its innovative programs, superb faculty and outstanding students and now stands among the world's top graduate schools of international relations and is the established leader in its focus on Asia and the Americas. GPS instructs a diverse student body consisting of 60% domestic and 40% international students in MPP, MCEPA, MIA, BA-MIA, MAS, joint PhD with Department of Political Science and executive education programs. GPS also administers the International Studies Program, a fast-growing interdisciplinary program with over 1700 declared undergraduate majors, that offers a rigorous curriculum for undergraduate students interested in international affairs. Offering nine B.A. degree options, three combined BA/MIA programs, and a minor program, the International Studies Program explores the interaction between the international and national, global and local, contemporary and historical ideas shaping globalization. GPS is also the parent organization to major research centers: Center on Global Transformation (CGT), Center for U.S.-Mexican Studies, 21st Century China Center, 21st Century India Center, Fudan-UC Center on China, Institute on Global Conflict and Cooperation (IGCC), Policy Design and Evaluation Lab (PDEL), Laboratory on International Law and Regulation (ILAR), and Japan Forum for Innovation and Technology (JFIT).

Under the direction of the Fund Manager, coordinate and facilitate logistical aspects and planning for various events such as conferences, colloquia, workshops, roundtables, seminars, symposia, receptions, and general meetings that involve research professionals, principal investigators, private industries, government sectors, campus departments, donors, student organizations, etc. Responsible for complex international and domestic travel arrangements and reimbursements. Interact with various campus entities, outside academic institutions, and industrial affiliates. Independently responsible for department purchasing activities via OFC Procurement, Procurement Card, or department (purchase) orders, including but not limited to supplies, office equipment, books and reprints. Initiate purchases, track orders and ensure that all documentation related to purchasing is properly kept in order. Independently and effectively prioritizing tasks; proactiveness and following up on assignments; ability to work well both independently, as well as in a team environment. This position assists on tasks related to financial processing including Concur travel and reimbursements, speaker payments, procurement card purchases and reconciliation, travel and expense card reconciliation, Oracle Procurement, and other general fiscal activities.

• Knowledge of standard accounting/bookkeeping practices and internal control standards, with proven ability to recognize discrepancies/errors and take corrective action.

• Proven ability to independently perform a variety of accurate financial calculations using basic arithmetic functions including addition, subtraction, multiplication, division, percentages, ratios, etc.

• Proven ability to independently analyze complex problems, research complex issues, draw appropriate conclusions, and develop and implement innovative solutions.

• Excellent interpersonal and customer service skills to interact professionally and courteously with diverse personalities, including non-native English speakers, within and outside of the University, using tact, diplomacy and flexibility.

• Strong demonstrated ability to work independently and harmoniously as part of a team with frequent interruptions and to meet established deadlines; ability to identify issues needing referral to supervisor.

• Excellent organizational skills and ability to prioritize tasks, self-motivate and to independently follow tasks through to completion.

• Demonstrated organizational and time management skills. Ability to concentrate on the accuracy and detail of both the conceptual and quantitative aspects of projects, managing multiple project tasks simultaneously, maintaining appropriate coordination with other relevant parties on and off campus, attention to administrative details and follow- up, maintain accurate calendaring and prioritize conflicting events.

• Excellent customer service and reception skills: interact and establish positive rapport with a multi-cultural, multi-ethnic community of faculty, staff, students, visitors, community leaders. Provide helpful information to those seeking assistance.

PREFERRED:

• Thorough knowledge of campus departments and their various functions including General Accounting, SPO, SPF, Travel, Disbursements, Purchasing, etc.

• Event planning skills, i.e., the ability to arrange appropriately situated and equipped space for educational or business purposes, with understanding of intended objectives, ability to secure schedule commitments from invited participants, and attention to all logistical details, within predetermined budget limits.

• Strong knowledge of OFC and Concur.

• Knowledge of UC travel policies and procedures and federal regulations related to domestic and international travel.

• Working knowledge of University policies and procedures related to records retention and audit principals and standards regarding fiscal invoices and documents.

• Job offer is contingent upon satisfactory clearance based on Background Check results.

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).

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