Coordinator, Law School Finance & Administration
Coordinator, Law School Finance & Administration
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Job Description
Position Title & Department:
5335
USD School of Law is one of the 84 law schools elected to the Order of the Coif a national honor society for law school graduates. The law schools faculty is a strong group of outstanding scholars and teachers with national and international reputations and currently ranks in the top 20% (36th out of 204) among U.S. law schools in scholarly impact according to a 2018 study. The school is accredited by the American Bar Association and is a member of the Association of American Law Schools. Founded in 1954 the law school is part of the University of San Diego a private independent Roman Catholic university chartered in 1949.
The University of San Diego an engaged and contemporary Catholic institution was founded by the Diocese of San Diego and the Society of the Sacred Heart in 1949. Governed by an independent board of trustees since 1972 USD remains committed to a liberal arts education grounded in the Catholic intellectual tradition and the pursuit of truth goodness and beauty. Inspired by this centuries old tradition of Catholic higher education the University welcomes people of all faith traditions and any or no religious background. The future success of USD relies on the contributions of those who seek to foster the development of engaged global citizens and an earnest confrontation of humanitys urgent challenges.
This is a full-time temporary benefit-based position with an anticipated end date of Jun 30 appointment is renewable at the discretion of the University and dependent upon performance and continued funding.
Provides fiscal and administrative support for the Law School through direct support to the Assistant Dean for Finance and Administration and the Manager for Finance and Administration in completing financial tasks and providing administrative assistance for procurement expense report departmental budget and invoice support for the faculty and staff of the Law School. Also provides support in maneuvering Workday and Concur activities for all Law School personnel helping faculty staff and administrators in using these systems to meet their fiscal and administrative needs. Supports Manager Finance & Administration with monitoring the use of the schools discretionary and non-discretionary operating resources and guiding law school personnel in meeting their budgetary responsibilities for their department accounts. Also responsible for proactively identifying issues to bring to the attention of the department leadership and handling confidential financial and administrative matters and materials in a time sensitive environment.
Duties and Responsibilities:
Budget and Fiscal Support:
- Monitors Law School accounts to ensure that expenditure items are correctly recorded in the appropriate task code and expenditure category.
- Corrects errors through journal entry requests and helps prevent additional errors through discussions/training.
- Updates department budget summary files bi-weekly for department review.
- Prepares monthly departmental operational budget audits of all School of Law operational accounts for Law School Assistant Deans/Directors through Workday and takes appropriate action to correct errors and discrepancies.
- Assists Law School personnel in processing Law School business transactions (i.e. journal entries procurement purchase orders invoices reimbursements stipends check requests expense reports etc. as requested).
- Resolves disputes/errors in reimbursements and other business transactions; provides direction regarding USD guidelines for acceptable expenses and required paperwork/documentation/signatures.
- Processes revenue/receipts to proper account; identifies and corrects errors.
- Reviews all University expenditure requests including OneCard expenses out-of-pocket reimbursements requests and payment requests for proper documentation and alignment with mission.
- Collects information to create new financial and business accounts as requested by department Manager and Assistant Dean.
- 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.
- Uses independent judgement and knowledge of unit operations when reviewing and approving expenditures relying on Manager or Assistant Dean to guide when circumstances require.
- Provides oversight of the Concur Travel and Expense platform provides training to law school staff proactively identifies issues and reviews all expense reports for the Law School prior to forwarding to Assistant Dean for final approval.
- Provides assistance in year-end fiscal reporting by auditing posted revenue and expenses tracking and managing deadlines and as needed completing journal entries.
- Determines the best course of action in the absence of clear direction processes or procedures.
Administrative:
- Supports Associate Director Law School Events; Manager Law School Facilities and Manager Law School Personnel Strategy & Support as needed.
- Serves as the main point of contact for common area photocopying and faxing equipment.
- Completes other duties as determined necessary by the Manager and/or Assistant Dean of Finance and Administration.
Special Conditions of Employment:
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.
Minimum Qualifications:
- High School Diploma or GED (General Education Diploma).
- 2 years of full-time progressively responsible experience working in finance and/or general office administration required.
Preferred Qualifications:
- Bachelor degree preferred especially in Business Finance and/or related field of study.
- Experience in a higher education or non-profit environment or other related industry strongly preferred.
Performance Expectations- Knowledge Skills andAbilities:
- Demonstrated advanced computer skills in Microsoft applications with intermediate to advanced Excel skills required.
- Proven ability to handle confidential information exhibit good judgment and exemplify appropriate customer service using independent judgment in working with faculty students university staff or their equivalents required.
- Demonstrated proficiency in Workday and Concur strongly preferred.
- Ability to compose letters and memoranda in English; proficient use of vocabulary spelling and grammar.
- Demonstrated skill in the use of PC systems to complete tasks including word processing and spreadsheets. Ability to use the internet for research and information retrieval.
- Demonstrated organizational skills ability to prioritize job functions to meet multiple deadlines and changing priorities to ensure smooth workflow. Skill to organize large volumes of material.
- Demonstrated knowledge understanding and ability to coordinate work within policies and procedures as they relate to a variety of administrative functions.
- Excellent interpersonal skills and the ability to work with a diverse group of people while communicating clearly and effectively in grammatically correct English on the telephone through e-mail and in person while demonstrating tact and diplomacy.
- Ability to perform multi-tasks maintaining a calm positive and professional manner.
- Knowledge of and demonstrated performance in:
- Managing budgets enforcing organizational procedures and implementing tracking systems.
- Consistently providing an extremely high degree of accuracy and attention to detail.
- Prioritizing workload effectively and meeting deadlines with minimal supervision.
- Clearly articulating policies and procedures.
- Ability to be proactive with respect to suggestions for improving all aspects of the Law School business and finance processes.
- Ability to assume responsibility and effectively resolve problems by exercising independent judgment in meeting challenges and implementing procedures.
- Exercising self-initiative and creativity.
- Serving as a collaborative team member while being flexible and versatile in coping with evolving work situations.
- Being able to handle the stress of last-minute deadlines and changes.
$25.00 - $27.79 per hour; 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.USD: Human Resources: Benefits
The salary range provided in this posting reflects what we reasonably expect to pay for this position. Actual compensation offered or earned is dependent on experience education and other factors including departmental budget.
Click the Apply Now button to complete our online 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
37.5 Hours per week
Closing date:Open until filled
Note: External job postings will be up for at least three days. After that time applications will be reviewed by the hiring manager/committee throughout the posting period. A candidate may be selected at any time which could then close this posting on a date earlier than listed.
The University of San Diego is a smoking and tobacco-free campus. For more information visit Experience:
IC
Employment Type
Full-Time
Key Skills
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