Financial and Administrative Coordinator

Under the Vice Chancellor for Student Affairs Organization, the Financial and Administrative Coordinator provides proactive, flexible and reliable support within a shared services model. Responsibilities include financial management, accounting support, purchasing, travel coordination, event planning, and student payroll processing. Ensures compliance with UC policies and procedures, and serve as cross trained backup for other shared-services team members and/or VCSA departments during absences or peak workload periods. Works under the direct supervision of the Financial and Administrative Manager for the AVC/Dean of Students and in close collaboration with the VCSA Budget Management Team to advance departmental and organizational strategic goals The full salary range for the Financial & Administrative Coordinator is $29.35 - $42.06 per hour. However, the expected pay scale for this position is up to $32.91 per hour. We base salary offers on a variety of considerations, such as education, licensure and certifications, experience, and other business and organizational needs. Applicants must have current work authorization when accepting a UCR staff position. Currently, we are unable to sponsor or take over sponsorship of an employment Visa for staff. As a University employee, you will be required to comply with all applicable University policies and/or collective bargaining agreements, as may be amended from time to time. Federal, state, or local government directives may impose additional requirements. \n \nProcure to Pay - In compliant with UCR purchasing policy and procedures, purchase a wide variety of equipment and services in support of organizational, divisional, and departmental needs. Ensure timely processing of all purchase requisitions, Procurement Card purchases, reimbursements, travel expenditures, and various internal charges to meet accounting, printing and mailing requests, etc., to meet accounting requirements and fiscal deadlines. Work with the purchasing office to negotiate with vendors. Research and work with appropriate departmental personnel to prepare sole source documentation for purchases. Process purchase orders using online purchasing programs. Assure accuracy of purchasing logs for all ordering activity, ensuring appropriate use. Maintain purchasing archive records. Oversee vendor invoices/credits for payments and resolve problems. Audit Purchase Orders and Purchasing Requisitions by confirming the amount and quantity on each invoice. Maintain a filing system for accounts payable records and for audit purposes in an organized manner to ensure ease of access to information. Advise and direct University staff and vendors with questions regarding interpretation of accounting procedures, payment/reimbursement, transaction activity, and resolving payment problems according to appropriate policies and procedures. Assist the Financial and Administrative Manager in monitoring, modifying, and maintaining audit controls, internal office procedures, and security controls. Develop, maintain, and enforce cash-handling accountability and reconciliation of received payments and returned checks.Student Personnel - Coordinate student payroll for assigned departments and serve as backup for AVC-Dean of Students units. Submit onboarding, offboarding, and short work break tickets for student employees and contingent workers (volunteers) via ServiceLink. Research UC policy and procedures to resolve payroll problems and process corrections by preparing and entering ServiceLink tickets. Attend user group meetings to stay current on payroll policies and procedures. Independently research policies regarding staff personnel issues using various directives and campus contacts to ensure departmental compliance with University policies and procedures. Reconcile student payroll distribution monthly. Verify accuracy of student salaries and hours worked and make necessary corrections through ServiceLink. Process salary cost transfers to move expenses between funding sources when necessary. Maintain departmental personnel files/records for student employees. Assist with departmental student recruitment as needed.Administrative and Operational Support - Serve as a first point of contact for faculty, staff, students, and vendors regarding financial or administrative issues. Identify workflow inefficiencies and recommend process changes to improve turnaround times, accuracy, or customer service. Participate in system upgrades, testing, and feedback sessions for applicable UC online systems, including the integration and utilization of Smartsheet. Compose, draft, edit, and finalize correspondence and other documents as requested. Type correspondence using word processing applications. Develop and manage database files, publicity files, and mailing lists. Coordinate travel arrangements by reviewing flight schedules, round transportation, and hotel and meeting locations. Reserve travel and hotel accommodation; prepare itineraries. Prepare travel vouchers and check requests ensuring charges comply with university policies. Audit travel expense vouchers for receipts, signatures, and appropriateness of expenses according to university policies. Ensure travel advances are cleared when travel vouchers are processed. Resolve problems with incomplete travel expense reimbursements and make corrections when necessary. Audit reimbursements for required receipts, proper approval, funding source and coding, and mathematical accuracy, according to university policy. Resolve customer complaints through analysis and follow-up, making independent decisions regarding the best course of action to resolve problems within UC policies and procedures. Track and interpret UCOP, campus, and divisional policy changes related to finance, procurement, travel, payroll, and HR. Ensure documentation and practices are updated accordingly. Maintain organized, accessible records in accordance with UC records retention schedules. Manage digital file systems and shared drives to ensure data security and accessibility.Financial Accounting Support - Provide financial management and support to various departments within VCSA to ensure the accuracy and appropriateness of financial and accounting transactions. Prepare expense projections using Excel to track expenses and analyze/project future expenses. Assist the Financial and Administrative Manager, VCSA Budget Management Team and Directors in collecting data vital to preparing annual budget requests, staffing forecasts, recruitment projections and resource availability. Prepare, analyze, and develop monthly ad hoc financial report including trends analysis and recommend solution to problems and process corrections. Provide key operational information required for analysis and decision-making on a timely basis using various UC online system, software applications, and other sources of information. Reconcile general ledger transactions, including researching the nature of the transaction and preparing required cost transfer requests. Assist in the requesting of internal and external fund transfers.Miscellaneous - Other Duties as Assigned\n \nKnowledge of diversity, equity and inclusion including an understanding of the historical and social context of diversity, equity and inclusion, and of the intersections of identities including but not limited to: race, ethnicity, gender identity and expression, sexual orientation, religious, ability, immigration status, socio-economic status.Knowledge, sensitivity and understanding of the social, political, personal and cross-cultural needs, concerns and interests of students and people of intersecting identities in the campus community and thorough understanding of our respective mission, vision and values.Skills in judgment and decision-making, problem solving, identifying measures of system performance and the actions to improve performance. Troubleshoot issues with tact and provide guidance within policy boundaries.Excellent organizational skills, demonstrated ability to successfully follow multiple tasks through to completion, must be able to prioritize tasks to meet established deadlines while working in an environment with frequent interruptions, ability to exercise good judgment for problem solving and ability to anticipate problems. Ability to work independently and follow through on assignments with minimal direction. Ability to perform a variety of duties, often changing from one task to another of a different nature under a fluctuating work load.Advanced ability in developing and responsibly managing departmental resources to effectively respond to students' needs and concerns within the scope of the departmental and divisional mission.Advanced ability to develop original ideas to solve problems.Demonstrated knowledge of supervisory and personnel management skills and strategies to provide oversight of student employees and interns, including experience with training and evaluating the performance of diverse student personnel, providing day-to-day oversight.Familiarity with environment of UC Riverside or comparable academic institution and relevant issues concerning students, staff, and faculty. Knowledge of UC Riverside academic environment and administrative policies and procedures.Advanced knowledge of common University-specific computer application programs and knowledge of University and departmental principles and procedures involved in risk assessment and evaluating risks as to likelihood and consequences.Bilingual. Fluent in English and Spanish.\n \nExcellent organizational skills, demonstrated ability to successfully follow multiple tasks through to completion, must be able to prioritize tasks to meet established deadlines while working in an environment with frequent interruptions, ability to exercise good judgment for problem solving and ability to anticipate problems. Ability to work independently and follow through on assignments with minimal direction. Ability to perform a variety of duties, often changing from one task to another of a different nature under a fluctuating work load. Knowledge, sensitivity and understanding of the social, political, personal and cross-cultural needs, concerns and interests of students and people of intersecting identities in the campus community and thorough understanding of our respective mission, vision and values. Advanced ability in developing and responsibly managing departmental resources to effectively respond to students' needs and concerns within the scope of the departmental and divisional mission. Skills in judgment and decision-making, problem solving, identifying measures of system performance and the actions to improve performance. Troubleshoot issues with tact and provide guidance within policy boundaries. Knowledge of diversity, equity and inclusion including an understanding of the historical and social context of diversity, equity and inclusion, and of the intersections of identities including but not limited to: race, ethnicity, gender identity and expression, sexual orientation, religious, ability, immigration status, socio-economic status. Advanced ability to develop original ideas to solve problems. Demonstrated knowledge of supervisory and personnel management skills and strategies to provide oversight of student employees and interns, including experience with training and evaluating the performance of diverse student personnel, providing day-to-day oversight.Bilingual. Fluent in English and Spanish. Advanced knowledge of common University-specific computer application programs and knowledge of University and departmental principles and procedures involved in risk assessment and evaluating risks as to likelihood and consequences. Familiarity with environment of UC Riverside or comparable academic institution and relevant issues concerning students, staff, and faculty. Knowledge of UC Riverside academic environment and administrative policies and procedures.