#123113 Administrative Assistant - Finance

DESCRIPTION

Under the direction of the Finance Manager, the Finance Administrative Assistant is responsible for various administrative, procurement, contracting, and other data quality assessment tasks related to the overall administration of financial activities. Incumbent is responsible for the day-to-day fiscal and administrative activity but not limited to purchasing, domestic and foreign travel, P-Card, and travel card transactions. Ensures all expenditures adhere to University and department policies and procedures. Assists with wires and any other procurement transactions. Coordinates operational support by serving as a key contact for the Center's Business Office for other departments, faculty, staff, and outside vendors regarding policies, procedures, and precedents of the functional area. Performs other related duties as required.

MINIMUM QUALIFICATIONS

• Two (2) years of related financial experience.
• Proven experience in providing high-level administrative assistance and working as a self-starter, including the ability to make decisions independently and anticipate the needs of senior management.
• Proficient use of Excel and other MS Office software.
• Ability to use computers and set up Excel spreadsheets with formulas, enter/retrieve data.
• Working knowledge of Oracle Financials, Concur and UC Path preferred. Ability to perform basic mathematical computations (add, subtract, multiply, and divide). And to recognize errors.
• Excellent interpersonal, and communication skills including tact, diplomacy, and flexibility in dealing with vendors, faculty, consultants, students, on campus and off-campus contacts.
• Experience creating and adhering to budgets for events and processing financial transactions.
• Demonstrated attention to precise detail and accuracy.
• Ability to work within a team framework.
• Must be able to rapidly process a high level of travel reimbursements, mostly from staff. Communicate, as needed, with department physicians, clinical staff, research external and foreign partners and agencies and professional associations. All of these duties require the use of tact, strict confidentiality in the handling of sensitive information, independent judgment, discretion, organizational skills, and flexibility, documentation of issues and outcomes, and follow-through.

PREFERRED QUALIFICATIONS

• Experience utilizing UCSD business systems (e.g., Travel, Concur, Oracle, UC Path, Services and Support, PaymentWorks).
• Thorough knowledge of University rules and regulations, processes, protocols, and procedures for budget, and accounting.
• Knowledge of a variety of administrative operational activities such as department operations, procurement regulations, foreign travel, agreements, and other operational guidelines.
• Knowledge of University policies relating to accounting, purchasing, travel, entertainment, disbursements and other procurements processes.

SPECIAL CONDITIONS

• Must be able to work various hours and locations based on business needs.

• Employment is subject to a criminal background check and pre-employment physical.

Job offer is contingent on successful engagement in the UC COVID-19 Vaccination program (fully vaccinated with documented proof or approved exception/deferral).

If applicable, life-support certifications (BLS, NRP, ACLS, etc.) must include hands-on practice and in-person skills assessment; online-only certification is not acceptable.

UC San Diego Health is the only academic health system in the San Diego region, providing leading-edge care in patient care, biomedical research, education, and community service. Our facilities include two university hospitals, a National Cancer Institute-designated Comprehensive Cancer Center, Shiley Eye Institute, Sulpizio Cardiovascular Center, the only Burn Center in the county, and and dozens of outpatient clinics. We invite you to join our team!

Applications/Resumes are accepted for current job openings only. For full consideration on any job, applications must be received prior to the initial closing date. If a job has an extended deadline, applications/resumes will be considered during the extension period; however, a job may be filled before the extended date is reached.

To foster the best possible working and learning environment, UC San Diego strives to cultivate a rich and diverse environment, inclusive and supportive of all students, faculty, staff and visitors. For more information, please visit UC San Diego Principles of Community.

UC San Diego Health is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, age, protected veteran status, gender identity or sexual orientation. For the complete University of California nondiscrimination and affirmative action policy see: http://www-hr.ucsd.edu/saa/nondiscr.html

UC San Diego is a smoke and tobacco free environment. Please visit smokefree.ucsd.edu for more information.

UC San Diego Health maintains a marijuana and drug free environment. Employees may be subject to drug screening.