ATHLETICS FISCAL/HR ASSISTANT

UC San Diego - San Diego, CA (30+ days ago)4.2


Under the direction of the Athletics Financial Analyst, this position is involved in various athletic business functions. Provides purchasing support for the administrative and coaching staff through the use of Marketplace IRequests, Express Cards, MyPayments and campus recharge units. Monitors fiscal records and reconciles operating ledgers. Must comprehend and utilize the Athletic program's' complex account structure to facilitate the Athletics Financial Analyst's extraction of data for the annual Equity in Athletics Disclosure Act (EADA) report to the Department of Education by gender, by sport and by type of fiscal activity.

Reviews and reconciles clearing accounts for change funds, credit cards and bank wires. Participates in the annual fiscal close activities. Manages the Express Card program for 16-18 Express Card holders. Supports coaches and staff with purchases of licenses and software specific to the athletics industry for sports statistics and video analysis, as well as the related devices and platforms.

With direction from of the Director of Business Operations, handle personnel and employment actions. Prepares routine employment requisitions for Career and Contract staff, Short-term Exceptions/Express Hires and student employees. Using approved contract templates, prepares one-year contracts for Coaches, obtains signatures, routes copies, and updates PPS.

Provides general orientation to new employees of UC and departmental policies regarding email, ID cards, background checks, benefits, risk management, CPR certifications, building access, purchasing and access to AYSO. Act as the primary monthly timekeeper and backup for biweekly timekeeper. The incumbent is required to work independently, show initiative, and use creativity to research and/or suggest alternative solutions to problems that are unique to an athletic program.
  • Must be able to work periodic overtime, and time off must be scheduled around fiscal closing, payroll deadlines, and the beginning of athletic competition and camp schedules when there is a higher volume of work in the Athletic Business Office.

  • A complete application will include an online resume, cover letter and contact information for three professional references.

QUALIFICATIONS
  • Basic analytical and critical thinking skills to identify problems and develop innovative solutions. Ability to exercise discretion and independent judgment, maintain confidentiality and objectivity while dealing with sensitive business issues.

  • Strong ability to accurately and thoroughly complete electronic documents, with conscious attention to detail, and identify, troubleshoot and resolve problems or discrepancies.

  • Working knowledge of accounting principles and practices, business math, and bookkeeping for budget planning, analysis and control, purchasing, salary forecasting, reporting, and reconciliation.

  • Ability to establish a strong network of campus contacts to build knowledge about the job and to secure support for program needs. Ability to independently determine and locate sources of information and data.

  • Demonstrated experience in fiscal administration and fund management to track multiple funding sources including student fees, income, gift, and endowment funds.

  • Strong organizational skills including ability to prioritize time, plan, and follow projects through to completion. Ability to prioritize multiple tasks and meet deadlines in a dynamic environment with numerous interruptions and fluctuating priorities.

  • Strong oral and written communication skills to communicate and interact with persons of diverse backgrounds and personalities. Ability to convey technical information and provide guidelines in a clear and professional manner, using diplomacy, tact and discretion.

  • Demonstrated ability to view tasks from varying perspectives, to research options, and make recommendations which integrate the short- and long-term consequences.

  • Strong computer skills, including proven ability using various applications such as spreadsheets, word processing, mail merges, databases, email, electronic calendars and internet browsers.

  • Ability to enter, audit and manipulate data quickly and accurately. Skill in organizing, updating and manipulating data on a systematic basis. Ability to set up and accurately maintain data files for fast and easy access and retrieval.

  • Aptitude and practical experience working with and applying new technology to improve business operations. Ability to observe and evaluate the outcome of situations using new technology, make recommendations, and contribute to the success of changes.

  • Experience in a business office with proven ability to analyze complex ledgers, fiscal reports, pay records, personnel forms and purchasing requests, and to initiate necessary actions.

  • Ability to use good judgment for problem solving; ability to analyze data and situations and provide recommendations based on findings; ability to be proactive to avoid potential problems.

SPECIAL CONDITIONS
  • Job offer is contingent upon a satisfactory clearance based on background check results.
This position is a mandated reporter of known or suspected child abuse or neglect, according to the California law, Child Abuse and Neglect Reporting Act (CANRA) and a campus security authority (CSA) for the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, which is a federal law requiring disclosure of information about crimes on and around campus.