|
| Overview |
| WORKING TITLE
HR/Administrative Specialist
|
PERCENT OF FULL
100
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DEPARTMENT/PROJECT OVERVIEW
The Career Services Center’s mission is to help students and alumni
determine and fulfill their career goals. The Center offers a
wide range of services across three programmatic units:
• The Career & Internship Advising unit helps students develop
the self awareness and skills to identify and pursue appropriate
experiential and permanent career opportunities.
• The Professional and Graduate School Advising unit helps
students with the application process for graduate programs in
medicine, health, law and other academic disciplines.
• The Employment Services unit connects students with bona fide
career opportunities, as well as part-time campus jobs, Work
Study positions, and Peace Corps service.
The programmatic units are supported collectively by a central
administrative services function that provides financial,
technical, promotional, and staffing oversight.
Numerous resources are available 24/7 through the
career.ucsd.edu website.
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POSITION
OVERVIEW
As part of the Administrative Services Unit of the UC San Diego Career
Services Center (CSC), the HR/Administrative Specialist provides
a wide range of high-level human resource, financial, and
administrative functions under the general supervision of the
Assistant Director for Administration (MSO). Advises the
Director and MSO of any new or revised policies and the
implications of those policies on the Career Services Center.
This position performs comprehensive HR administration, serving
as the primary contact for the Center with regard to
classification, compensation, recruitment, on-boarding,
benefits, labor and employee relations, merits, performance
management, staff affirmative action, leaves of absence, and
payroll. Responsible for overall and day-to-day personnel
functions for 25 career employees and 2-6 student workers. A
critical role of this position is to analyze, research and
interpret HR policies working with multiple personnel programs
in order to provide expert advice to the Director, MSO,
supervisors and staff. Provides short and long term analysis,
projections and solutions in financial, procedural, processes
and staffing areas. Using campus financial and HR tools, creates
and generates reports for Director and MSO.
The position also provides significant resource and financial
management for all of the Center's funding sources. As part of
the position's fiscal responsibilities: prepares and monitors
annual budgets; projects and tracks revenue; prepares campus
recharges and off-campus invoices; processes payroll, travel and
disbursements accounting; develops, monitors, and maintains
internal financial controls including financial journals and
reconciliation, year-end closing, contractual write-off
authorizations, cash and credit card deposit activity and
reconciliation, grant research/gift processing, ExpressCard
administration, and the management of corporate, state, and
federal contract funds. In addition, the HR/Administrative
Specialist has operational responsibility for purchasing,
equipment management, inventory, space utilization,
university-sponsored insurance programs/benefits oversight,
travel and expense activity and reimbursement.
The HR/Administrative Specialist will also assist in a various
aspects of the Center's operations and performs special projects
as needed.
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SPECIAL
CONDITIONS OF EMPLOYMENT
Vacations may not be allowed during fiscal closing and other peak
periods.
Background check required.
|
EMPLOYEES
DIRECTLY SUPERVISED: Name, Payroll Title, Job Description #,
Status (career, casual, student), %Time
Provides work direction to student employees as needed.
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EMPLOYEES
SUPERVISED THROUGH OTHERS: Name, Payroll Title
|
| For use only by
Department HR Contact |
| IS BACKGROUND
CHECK REQUIREDNo
|
IS C.O.I.
DISCLOSURE REQUIRED
No
|
| IS PRE-PLACEMENT
PHYSICAL REQUIREDNo
|
(Dept only)
REQUESTED HEERA
All Others, not Confidential
|
(Central HR
only) APPROVED HEERA
All Others, not Confidential
|
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FUNCTIONS WITH CORRESPONDING TASKS |
|
FUNCTION
NAME
(1.) HUMAN RESOURCES ADMINISTRATION |
%TIME
30% |
ESSENTIAL
True |
TASKS
MANAGEMENT
A. Independently manage full scope of
personnel and employment actions for the
UCSD Career Services Center (CSC), comprised
of career, casual, limited, and student
employmees. Provide high-level analytical
support for operations, to include the
development or revision of department
policies to conform with University,
Federal, and State rules and guidelines.
Analyze changes in University policy to
determine effect on department. Develop and
oversee procedures and controls for all
personnel actions, including student and
staff volunteer recruitment & hire, merits,
termination, final wages, awards, leaves of
absence, background checks, classification
reviews, equity increases, corrective
actions, etc.
B. Serve as initial department contact to
Employee Relations (e.g., mediation,
disciplinary actions) and assist management
with Labor Relations issues.
C. Research, analyze, and interpret policies
and procedures for two personnel programs
and two different employment contracts, and
provide expert advice to supervisors
regarding the appropriate application of
each contract (CUE, TX) plus policies for
PSS and MSP. Ensure contract compliance at
all times.
D. Ensure departmental compliance with
campus HR policy and procedures, including
accuracy and security of all electronic and
paper-based systems and confidential files.
E. Manage position recruitment process
(student, staff, career, limited, waivers,
short term exceptions) for the Center.
Assist with the development of job
descriptions and periodic updates as
necessary.
F. Provide expert guidance on matters of
employment practices, policies and benefits.
Interact with Workers’ Compensation Office,
Applied Risk Management, and campus payroll
offices as needed.
G. Perform departmental job analysis for
updates, reclassifications, new positions
and recruitment (staff and student). Review
parameters of job specifications and
determine appropriate classification based
on organizational needs. Perform equity
review and analysis for similar
classifications in department and ensure
that equity is maintained.
H. Serve as department contact for all
employees regarding benefits, disability and
worker's compensation issues. Represent CSC
at all HR and Benefits meetings.
ADMINISTRATION
A. Responsible for the overall and
day-to-day processing of personnel actions:
online recruitment requisitions, new hire
forms, medical leaves, rehire forms, leaves
of absence, appointment extensions, job
reclassification, corrective action,
separations, equity increases, performance
evaluations, exceptions to hire,
administrative stipends, service credit,
work authorization/visa status, etc.
B. Manage annual payroll in excess of $1.2
million for monthly and biweekly payroll
cycles.
C. Maintain all personnel files, assuring
confidentiality and compliance with
University policies and multiple bargaining
agreements. Retain past files in accordance
with Records Retention Policy (PPM).
D. Develop and maintain various employee and
personnel related statistical databases.
Develop reports for supervisors, the MSO,
and Director. |
|
|
FUNCTION
NAME
(2.) FINANCIAL ANALYSIS AND REPORTING |
%TIME
15% |
ESSENTIAL
True |
TASKS
A. Analyze and interpret financial data
related to fiscal planning, budget
development, controls and financial
operations. Develop supporting reports to
identify expenditure patterns, potential
shortfalls, and budget variances.
B. Provide comprehensive monthly and ad hoc
reports of budgetary and financial
information for unit and sub-units.
Distribute reports to the Center’s
management team. Provide clarification and
detailed supporting documentation upon
request. Analyze data for trends/variances,
advises MSO about potential issues, and
recommends strategies to resolve issues.
C. Administer a complex and multi-faceted
budget comprised of over 130 active indexes.
Monitor and maintain overall financial
activities in support of funds generated by
a variety of income sources. Prepare budget
reports with detailed spreadsheets of
program and fund summaries. Assist
management team in the development of the
Center’s annual budget.
D. Produce comprehensive financial reports,
analysis, and forecasting for both available
and projected budget resources. Oversee
planning and reporting system, including
long and short term projections for
departmental program-based operating budgets
with multiple funding sources and various
revenue producing activities.
E. Analyze procedures and develop solutions
to minimize late payments of invoices
thereby limiting risk of write-offs. Resolve
issues related to fee collections and UCSD
late fee account disputes in compliance with
university policy.
F. Provide record oversight for the
requirements of SAS 112.
G. In consultation with the MSO, develop,
prepare, and refine automation of Career
Services Center financial reports. Research
options, available campus resources, and
best practices in other departments for
online accounting, financial data downloads,
and other aspects of automated budget
reporting. Create and continually update a
system of queries and downloads to enable
rapid, efficient, and accurate access to
data. |
|
|
FUNCTION
NAME
(3.) FINANCIAL MANAGEMENT |
%TIME
15% |
ESSENTIAL
True |
TASKS
A. Develop and maintain effective and
efficient financial management processes
using the campus accounting system (IFIS)
and other software tools. Ensure adherence
to University policy and procedures and
accounting principles and best practices.
Interpret UC policies ensuring staff
understand University fiscal policies and
follow appropriate expenditure procedures.
Identify existing compliance issues and
potential process vulnerabilities. Recommend
remediation strategies to the MSO for
implementation.
B. For the Career Services Center and the
off-campus work-study programs, oversee and
prepare all financial transactions including
fiscal controls, record keeping, monthly
reporting, monthly ledger and credit card
reconciliation, fund transfers, ENPETS,
campus recharges, financial journals and
annual fiscal closing. Ensure accuracy and
ensuring timeliness of all departmental
accounting data in accordance with all
university policies and procedures.
C. Manage daily cashiering activities:
collect, secures,and deposit checks; process
credit card payments and recharge paperwork;
prepare receipts, documents and reports.
D. Serve as Department Express Card
Administrator. Monitor credit card activity,
request and cancel staff cards, and ensure
that expenditures are in compliance with
University policy.
E. Review posting of invoices, purchase
orders, recharges, inventory, cash receipts,
check requests and wire transfers. Perform
100% ledger reconciliation utilizing Ledger
Reviewer. Research and correct any
discrepancies both internally and with
external vendors.
F. Coordinate and implement all fiscal
closing operations for State funds,
Registration Fee funds, and revenue funds
within the University’s annual fiscal
closing deadlines. Identify potential fiscal
closing problems, recommend solutions, and
follow through on agreed upon actions.
G. Act as department liaison for
formulating, reviewing and recommending
bankcard (VISA/ MasterCard, American
Express, etc.) agreements, including
internal policies and procedures. Reconcile
and analyze bankcard general ledger account
balances in conjunction with accounting and
University rules and regulations. Prepare
credit card settlement and other income
reports for the MSO, downloading data from
merchant processing website to spreadsheets
as needed. Prepare monthly financial journal
for all credit card activity; transferring
revenue from clearing account to department
revenue accounts.
H. Process all purchase requests and
requisitions, ensuring accuracy and
compliance with University policies and
procedures. Track delivery and follow
through on any problems that may arise.
I. Responsible for all financial aspects of
partnership agreement between Peace Corp and
the Career Services Center. Serve as primary
contact to resolve discrepancies and
collaborate with Peace Corps to ensure funds
are transferred efficiently and accurately.
J. Serve as Career Services Center primary
contact and liaison to UCSD General
Accounting Department. |
|
|
FUNCTION
NAME
(4.) PERSONNEL SERVICES |
%TIME
15% |
ESSENTIAL
True |
TASKS
A. Manage Personnel & Payroll System (PPS)
processes for the department, including
complex transactions (e.g., multiple
departments, multiple appointments, multiple
fund sources, stipends).
B. Oversee and implement comprehensive
payroll and timekeeping services for the
Career Services Center and the Reading &
Math Tutoring Program. Maintain employment
records and serve as mandatory reviewer of
Post-Authorization Notifications (PANs) for
the department and the Reading & Math
Tutoring Program using PPS, ISIS, and Excel.
Review PPS updates to ensure appropriate
actions have been entered by department
staff. Audit all personnel actions to verify
compliance with UC system-wide and local UC
San Diego policies as well as established
PPS update procedures. Identify errors and
make corrections as needed.
C. For the Career Services Center and the
Reading & Math Tutoring Program, distribute,
collect, prepare, and process monthly and
biweekly Payroll Time Records on-line or
manually to meet deadlines, ensuring
accuracy of time reported, leave usage, etc.
Ensure that payroll time records are
completed with highest degree of accuracy;
review DOPES, audit lists, pay cost
summaries and make corrections and transfers
(PETs) as needed.
D. Prepare and enter all pay distribution
information and modifications in the PPS
system. Ensure new staff complete all
required paperwork.
E. Assist supervisors and employees with all
questions and problems regarding pay, leave
balances, benefits, tax withholding,
personal data changes, leave accrual rates,
service credit, etc.
F. Review work-study time reports for the
Career Services Center and the Reading &
Math Tutoring Program, analyzing award
balances and recommending necessary
adjustments in work schedules or payroll
distributions to stay within budgeted
allocations.
G. Hire, train, and supervise student
worker. |
|
|
FUNCTION
NAME
(5.) GENERAL OPERATIONS ADMINISTRATION |
%TIME
15% |
ESSENTIAL
True |
TASKS
A. Interpret UC policies and advise Director
and Assistant Directors of relevant policies
and procedures relating to current issues or
problems. Maintain policy and procedure
manual for the Career Services Center
facility.
B. Inform, train, and monitor the Career
Services Center’s access to appropriate
campus information record keeping systems,
signature authorizations, and on-line
authorization processes.
C. Exercise independent judgment and makes
decisions relating to organizational
operations when MSO is absent.
D. Oversee fiscal/payroll/personnel record
retention. Maintain current records, archive
historical files, and dispose outdated files
according to University retention policies
and auditing requirements.
E. Prepare paperwork and process payments
for staff and Career Center memberships and
subscriptions.
F. Research products and vendors. Solicit
quotes for merchandise and services needed.
Negotiate with vendors for favorable terms
and discounts.
G. Coordinate ordering of parking permits,
equipment, communication devices, PPS
services, tables/chairs, room reservations,
AV services, and catering for special events
such as workshops, job fairs, conferences,
skill development seminars, employer
receptions, and service award programs.
H. Analyze the use of office space,
equipment, materials, and resources. Make
recommendations on the most efficient and
cost-effective space utilization and the
need for any potential facility upgrades
and/or repairs.
I. Manage inventory records and surplus
equipment. Maintain up-to-date departmental
records and uses the on-line EAMS program as
appropriate.
J. Serve as back-up for Employment Services
(ES) reception. Greet, interpret needs, and
respond to questions from recruiters,
students, alumni, and visitors to our
Center. Share phone coverage duties of main
ES line with other ES staff. Respond to
student requests for Reading & Math Tutoring
Program referrals. |
|
|
FUNCTION
NAME
(6.) TRAVEL AND ENTERTAINMENT |
%TIME
5% |
ESSENTIAL
False |
TASKS
A. Interpret system-wide and local campus
policies and procedures related to travel
and entertainment. Provide guidance to
department staff on those matters.
B. Manage all department staff travel
arrangements, including air, car and hotel
reservations, cash advances, and vouchers
adhering to established university and
departmental rules and regulations. |
|
|
FUNCTION
NAME
(7.) OTHER |
%TIME
5% |
ESSENTIAL
True |
TASKS
A. Perform assigned duties at major Career
Services Center events, including fairs,
open houses, and any other events that call
for center-wide involvement.
B. Update position-related skills by
participating in appropriate professional
development offerings.
C. Carry out complex special projects as
needed, requiring both independent analysis
and the production of reports for
management. |
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KNOWLEDGE, SKILLS, AND ABILITIES |
|
|
RELATED FUNCS: |
DESCRIBE KNOWLEDGE, SKILL, ABILITY: |
IMPORTANCE LVL: |
|
| 1 2 3 4 5 6 7 |
Demonstrated ability to
function effectively in a diverse and
unpredictable environment. Proven ability to
complete work assignments with frequent
interruptions and ability to meet
established deadlines under pressure.
Ability to maintain accuracy and attention
to detail in a fast-paced environment of
changing priorities. Demonstrated
effectiveness in applying initiative,
creativity, and resourcefulness to
accomplish the unit's goals. Ability to
anticipate and analyze departmental issues,
and possess skills to identify and provide
recommended solutions based on sound data.
Ability to coordinate resources to meet
department needs. |
Required |
|
| 1 2 3 4 5 6 7 |
Proven ability and skills to
identify and analyze complex situations and
needs. Expert skill to develop and implement
course of action. Demonstrated ability to
organize and prioritize daily operations,
periodic reports, short- and long-term
projects ,and to ensure timeliness and
accuracy. |
Required |
|
| 1 2 3 4 5 6 7 |
Strong organizational,
problem-solving, negotiation and
decision-making skills with expertise in
clarifying and resolving conflict situations
and developing attainable goals and
procedures. Skill and demonstrated ability
to establish and maintain cooperative
working relationships. |
Required |
|
| 1 2 3 4 5 7 |
Ability to communicate
effectively and professionally, orally and
in writing, using tact and diplomacy with
internal campus and extramural communities.
Demonstrated ability to create and present
non-standard reports. Excellent general
research, comprehension, and analytical
skills. Proven ability to identify
appropriate resources and understand and
interpret complex data, professional
materials and documents. |
Required |
|
| 2 3 4 6 |
Knowledge of University
budget, accounting, disbursements processes,
and of contracts and grants management, from
budget preparation to closing reports. |
Required |
|
| 1 2 3 4 5 6 7 |
Expertise in spreadsheet,
word processing, web and database software,
such as Excel, Word, Access, PowerPoint,
Outlook, and Publisher. Skill using
workstations. Expert ability to identify and
access online campus information systems and
resources. Demonstrated understanding and
skill in the use of a variety of computer
systems, including, but not limited to,
ISIS, IFIS, and PPS, and the willingness to
upgrade skills and knowledge as required.
|
Required |
|
| 2 3 6 |
Skill in financial analysis,
planning, preparation and administration of
complex and multi-faceted budgets comprised
of many funding sources. |
Required |
|
| 2 3 6 |
Skill in performing
financial transactions such as debiting,
crediting, preparing financial
transactions/documents and reconciling
expenses. Skill in analyzing accounting and
budget data to discover errors, initiate
corrective action, and formulate logical
conclusions. |
Required |
|
| 1 4 5 |
Ability to adhere to strict
confidentiality with regard to all personnel
and payroll matters. |
Required |
|
| 1 2 3 4 5 6 7 |
Ability to analyze
information, define problems or objectives,
formulate logical and objective conclusions,
recognize alternatives, and make
recommendations. |
Required |
|
| 1 2 3 4 5 6 7 |
Strong organizational,
documentation and record keeping skills.
Ability to set up and maintain paper and
electronic filing systems. |
Required |
|
| 1 4 5 7 |
Skill at overseeing and
providing work direction to student workers
including hiring, orienting, training,
scheduling work hours, and evaluating. |
Required |
|
| 1 2 3 4 5 6 7 |
Demonstrated ability to
plan, coordinate, organize, set priorities,
complete projects, prepare reports, and make
recommendations with minimal supervision and
exercise considerable independent judgment
and initiative to accomplish tasks. |
Required |
|
| 1 2 3 4 5 6 7 |
Demonstrated knowledge of
UCSD payroll/accounting policies,
procedures, codes and forms. |
Required |
|
| 1 4 |
Demonstrated knowledge of
UCSD staff personnel policies, procedures,
forms, and classification specifications.
|
Required |
|
| 1 2 3 4 5 6 7 |
Excellent interpersonal
skills, including tact, diplomacy, and
flexibility with diverse student, faculty,
staff and community population. Ability to
maintain composure while working with
customers, especially during stressful
times. |
Required |
|
| 1 2 3 4 5 6 7 |
Working knowledge and
familiarity with campus policy and
procedures, risk management practices, staff
training resources and requirements, and PPM
compliance practices. |
Required |
|
| 1 2 3 4 5 6 7 |
Skills to fully analyze
assignments, gather data and information,
determine and evaluate solutions, and
provide alternative and final
recommendations. |
Required |
|
| 3 6 |
Ability to handle cash
deposit operations and the management of
cash. |
Required |
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