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Finance and Administration Coordinator

University of San Diego

Details

Posted:

October 2, 2024

Location:

San Diego, California

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Salary:

Open

Type:

Part-time

Finance and Administration Coordinator

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.

Detailed Description:
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

Internal Number: 5686963

About University of San Diego

The University of San Diego is committed to academic excellence, Catholic intellectual and social traditions, and providing a top-notch liberal arts education for scholars of all faiths. USD is located on 180 acres overlooking the city of San Diego, Mission Bay and the Pacific Ocean. The campus is renowned for its beauty, and features Spanish Renaissance-inspired architecture.

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Finance and Administration Coordinator

University of San Diego

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