Duties and Responsibilities:
Expenditure Oversight
Budget authority to independently approve Knauss School of Business expenditures, including reimbursements, OneCard expenses and payment requests.
Uses independent judgment and knowledge of unit operations when reviewing and approving expenditures
Monitors university, state and federal expense policies to ensure compliance with administrative and financial policies and procedures and to safeguard fiscal resources and reduce risk
Reviews all University expenditure requests including OneCard expenses, out-of-pocket reimbursements requests and payment requests for proper documentation, alignment with mission and, if within budgetary threshold, provides approval
Manages the submission of all requests to Accounts Payable and/or Procurement
Provides lead oversight of the Concur Travel and Expense platform, proactively identifies issues and provides suggestions to the Assistant Dean and, if applicable, the Finance Office
Designs and implements systems and processes to ensure proper coding and tracking of discretionary expenses
Collaborates with internal colleagues in order to train, inform and streamline expenditure procedures and processes
Implements and upholds budgetary organizational strategies and policies
Independently manages the fiscal aspects of internal initiatives including but not limited to faculty research funding efforts, strategic grants, extracurricular student opportunities, professorships, etc.
Answers general fiscal inquiries regarding status of funding resources, outstanding payment requests, policies and procedures
Troubleshoots problems, makes recommendations, and handles highly confidential matters and materials with complete discretion in a time-sensitive environment
Financial Recordkeeping
Ensures timely and accurate financial information, to monitor accounts and resolve problems, to ensure compliance and to safeguard resources and reduce risk.
Conducts monthly discretionary audits of all School of Business accounts including operating, restricted, endowed, grant and club accounts and takes appropriate action to correct errors and discrepancies
Provides assistance in year-end fiscal reporting by auditing posted revenue and expenses, tracking and managing deadlines and, as needed, completing journal entries.
External Contract Administration
Centralizes and streamlines the independent contractor review process with Compliance
Works directly with the Office of General Counsel to review, draft, implement and cancel contractual agreements with external constituencies
Ensures signature authority policies are adhered to
Provides training to School of Business personnel regarding external contract administration topics including but not limited to signature authority policies and procedures, general counsel review process, use of DocuSign, etc.
Handles contract details with confidentiality and diplomacy
Travel and Purchasing
Educates and trains academic unit colleagues on purchasing best practices, which includes but is not limited to purchase order thresholds, competitive quote requirements, and vendor assessment
Initiates, streamlines and manages School of Business requisitions and purchase orders
Oversees and manages all school-wide blanket purchase orders
Main delegate for Concur Expense and Travel; oversees personnel training and utilization, unit implementation and analyzing usage reports to identify cost saving opportunities and efficiencies
Other
Reviews information with discretion and diplomacy, in the strictest of confidentiality
Serves as the alternate representative on University advisory councils and/or committees when the Assistant Dean cannot attend
Communicates extensively with Assistant Dean, faculty, staff and other campus colleagues and constituents.
Works collaboratively with other Finance and Administration department employees
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
5 years of full-time, progressively responsible experience working in budgeting, finance, accounting, and/or related field
Preferred Qualifications
Masters degree in Business and/or related field of study from an accredited college or university
5+ years of progressively responsible experience in higher education budgeting, finance and/or accounting positions
Proven ability to collaborate with individuals of diverse backgrounds
Performance Expectations: Knowledge, Skills and Abilities
Demonstrated experience in finance and budget management.
Proficiency and comfort with technology
Familiarity with Microsoft applications with intermediate to advanced Excel skills
Experience working with Concur Expense, Concur Travel, Oracle applications including Banner, Noetix and iProcurement, as well as 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
Interacting with the professional community
Presenting materials and training personnel
Clearly articulating policies and procedures
Using independent judgment to take appropriate action on inquiries
Entrepreneurial mindset, self-motivated, and efficient
Working in an office setting managing budgets, accounting procedures, and tracking systems.
Ability to assume responsibility and effectively resolve problems by exercising independent judgment in meeting challenges and implementing procedures.
Excellent organizational and management skills
Ability to focus on technical details in an environment with many distractions
Ability to shift tasks easily
Ability to shift mental tasks from the minute and technical to interpersonal and creative at any given moment
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:
Commensurate with experience; Excellent Benefits
The University of San Diego offers a very competitive benefits package including; medical, dental, vision, a retirement contribution given to you by the University, and access to on-campus Fitness Centers. Please visit the benefits section of our website to view all of the perks and benefits that USD has to offer.
Special Application Instructions:
Resume and Cover Letter Required
Click Apply Now 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 619-260-6806, or email us at [email protected]
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