Sets up and monitors purchase orders, vendor agreements, and consulting agreements through the BearBuy system. Incumbent will liaise between project coordinators and assigned procurement buyers. This includes meeting and entertainment requests through America to Go.
Manage the division's Voucher approvals, coordinating with PI/RFA to obtain approval for invoices over $10,000Monitors Division's P-Card account on a monthly basis
Oversees the set-up, replenishment, change in custodian, and close out of petty cash funds documentation
.Deposit division checks to lockbox, and prepare appropriate cash deposit journal, ensuring that revenue is journaled to the correct chart string
.Maintain ample inventory of Division-wide office supplies; purchase office supplies, computers and other IT equipment through the Bearbuy system.
Applies professional financial and accounting concepts to independently perform analyses of moderately complex financial services such as researching discrepancies and tax implications and compliance with external regulations and internal policies.
Assists the Division Manager in monitoring division accounts, including discretionary accounts, gift funds and reserves. Initiates and/processes all necessary accounting transactions to maintain account integrity. This includes: preparing financial journals, cost transfers, or other accounting paperwork, and troubleshooting projected over-expenditures with the Division Manager to process timely payroll transfers and on-line journals.
Prepares quarterly financial reports for international CDC Cooperative Agreements and the Division's Indirect Cost Return
Using the GLV portal, conducts monthly verification of payroll and non-payroll expenses for the Division's sponsored and discretionary funds to ensure expenses are allowable, allocable and resourceful. Any errors that are identified must be corrected.
Manages and resolves the Division's overdrafts on a monthly basis by preparing timely budget journals and cost transfers
Establishes account/fund profiles with UC Accounting
Provide support and back-up to Research Financial Analysts as needed
Assists with ensuring that financial processing functions which may include accounts payable, accounts receivable, purchasing, recharge billing, travel / entertainment, gift accounting, cashiering and collections are performed with accuracy and that daily operations run smoothly.
Monitor invoices of outgoing subcontracts. The incumbent will work with RFA and subcontractor to review accuracy of invoices, addressing discrepancies as needed, and ensuring the invoices are paid in a timely manner.
Coordinates with RFAs and PIs on the timely and accurate verification of awards in the Award Verification portal.
Provides the highest customer service to faculty and staff to ensure their needs are met with regards to financial and post-award services
Functions as a resource to support staff on issues such as researching complex financial discrepancies, escalated customer service problems and vendor concerns.
Trains staff and creates effective teamwork environment. May act as team leader for support staff.
Trains research staff on BearBuy and MyExpense
The incumbent has a thorough understanding of the policies and procedures related to travel requests/reimbursements and meeting & entertainment requests/reimbursements. Assist faculty and staff with questions regarding University and Division financial policies, by identifying and interpret existing policies and providing recommendations accordingly.
The Division has a large number of faculty and staff who travel both domestic and international, as well as having a large number of domestic and international researchers who visit and receive travel expense reimbursement from UCSF. The incumbent serves as the Division's resource and point of contact for all international and domestic UC travel related questions, as well as meeting and entertainment questions. This role will require more analytical expertise and familiarity with policies.
Provide guidance to faculty and staff on exceptional approvals process, and assisting in the collection of required support
Assist with general administrative functions such as facilities and space planning, human resources, communications, event planning, equipment management, informational technology, emergency preparedness, and other tasks as assigned.
Internal Number: 66426BR
About University of California San Francisco
The University of California, San Francisco (UCSF) is a leading university dedicated to promoting health worldwide through advanced biomedical research, graduate-level education in the life sciences and health professions, and high-quality patient care. It is the only UC campus in the 10-campus system dedicated exclusively to the health sciences.
