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University of San Diego Hiring for Finance and Administration Coordinator at San Diego Full Time
Job Details
Finance and Administration Coordinator
Posting #:
4572
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/
Looking forward, the Knauss Center for Business Education will be the physical home for the Knauss School, and more important, the mortar that binds us together is our unique competitive advantage as we deliver a rich, holistic student experience, crafted with a higher purpose in mind, for all the greater good. See our progress: https://horizon.sandiego.edu/knauss-center.
The University of San Diego Knauss School of Business strives to create a welcoming environment that promotes diversity, equity, inclusiveness (DEI) and ethics, commensurate with our Catholic mission. We value students, faculty and staff from different backgrounds, demographics, experiences, perspectives and faiths. For more information on how DEI is tied to our efforts in creating academic excellence, our development as civic and campus citizens, and the realization of compassionate service, you may review our webpage: https://www.sandiego.edu/business/about/diversity-statement.php
University Description:
The University of San Diego, a contemporary and engaged Roman 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:
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
- Oversees the annual staff and administrator performance evaluation process by issuing completed evaluation forms through Workday for proper approvals
- Ensures Knauss personnel records are up to date by uploading instructional contracts, 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
Special Conditions of Employment:
The University of San Diego is requiring all employees to follow our Covid-19 vaccine requirement process. https://www.sandiego.edu/onward/
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:
$28.00 – $29.50 per hour; Retirement Benefits
The University of San Diego offers a retirement contribution given to you by the University. Please visit the benefits section of our website to view more information: USD: Human Resources: Retirement Benefits
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 Required, Cover Letter Preferred Click ‘Apply Now’ to complete our online application and, for full consideration, please upload a resume to your application profile for the hiring managers’ review. You are also strongly recommended to upload a cover letter to your application profile for the hiring managers’ review. If you have any questions or difficulties please contact the Employment Services Team at 619-260-6806, or email us at [email protected]
Additional Details:
Hours: 25 hours per week
In addition, the Knauss School of Business offers a hybrid work schedule for those positions that can complete some work remotely.
Closing date: April 30, 2023
Note: External job postings will be up for at least five 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: April 26, 2023
Applications close: April 30, 2023
To apply, visit https://jobs.sandiego.edu/cw/en-us/job/496345/finance-and-administration-coordinator
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