Under the direction of the Chief Administrative Officer of the administrative group which includes: Department of Comparative Literature, Department of Slavic, East European and Eurasian Languages and Cultures, and LGBTQ Studies, provide overall fund management for an assigned fund portfolio. Manage accounting processes via purchase orders, special requests, one-time payments, grants, and travel reimbursements for the Department of Comparative Literature and LGBTQ Studies, serving in a back-up capacity for Department of Slavic, East European and Eurasian Languages and Cultures. Manage Academic Senate grants, COR travel grants, and OID mini grants for approximately 30 faculty members. The Business Office Coordinator is responsible for analyzing and resolving problems/discrepancies, monthly reconciliation, maintaining accounting files for audit compliance, preparing monthly detailed financial reports with projections for faculty accounts, preparing various reports for internal or external use, and preparing TOFs and expense transfers. The incumbent is responsible for managing department telephone and copy charges, processing monthly recharges to bill faculty, processing all travel reimbursements and purchasing transactions.
The Business Office Coordinator will provide back-up support to the Student Services Advisors of Department of Comparative Literature and Department of Slavic, East European and Eurasian Languages and Cultures and including the database management of keys, and Facilities Service Requests or trouble calls when alterations or repairs are needed.
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Percentage of Time:
100
Shift Start:
8:00 am
Shift End:
5:00 pm
Qualifications for Position
22
Records
Qualifications
Required/Preferred
Working knowledge of University accounting procedures and policies to coordinate Financial System activities for the department, including a working knowledge of the departmental chart of accounts and computerized accounting systems.
Preferred
Working knowledge of University policies and procedures that affect academic departmental administration in areas such as: 1) academic, staff and apprentice personnel; 2) payroll; 3) contract and grant administration; 4) academic affairs; 5) purchasing and equipment management; and 6) budget and accounting.
Preferred
Demonstrated skill in spreadsheet design and maintenance.
Required
General knowledge of electronic data processing systems, equipment, hardware, interface capabilities, and application programs.
Required
Working knowledge of fundamentals of algebra to devise formulas that will permit accurate calculation of financial expenditures.
Required
Demonstrated written communication skills to prepare concise, logical, grammatically correct analytical reports, correspondence, policies and procedures.
Required
Demonstrated oral communication skills to explain simple and/or complex policies and procedures to faculty, staff, students, and administrative personnel in various University offices.
Required
Ability to work independently to evaluate and establish priorities and accomplish departmental goals and objectives with minimal supervision.
Required
Ability to establish and maintain professional and effective working relationships with faculty, staff, student, and administrative personnel.
Required
Skill in negotiating; exchanging ideas, information, and opinions with others to formulate departmental policies and procedures and/or arrive collectively at decisions, conclusions, or solutions.
Required
Ability to maintain composure when encountering opposition, insensibility or hostility.
Required
Ability to listen effectively and empathize with individuals to deal with confidential and sensitive information and situations.
Required
Organizational skills sufficient to develop, implement and monitor effective internal operating systems.
Required
Skill in analyzing information to formulate logical and objective conclusions.
Required
Skill in performing efficiently amid frequent interruptions and/or distractions.
Required
Ability to identify potentially more effective methods of working operations.
Required
Demonstrated knowledge and ability to initiate general ledger, budget, and retro pay adjustments via UC Path systems.
Preferred
Strong working knowledge of Microsoft Office including Excel, Word, Outlook, and PowerPoint
Required
Working knowledge of university purchasing and reimbursement systems BruinBuy and Express
Preferred
Demonstrated skill in budgetary analysis and control which includes reconciling ledgers, monitoring expenditures based on existing revenue and cost data
Required
Ability to research complex administrative issues as they relate to purchasing and reimbursement
Required
Working knowledge of fund accounting and fund management principals
Required
Additional Posting Information
Bargaining Unit:
99-Policy Covered
Application Deadline:
07-20-2023
External Posting Date:
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