Fiscal and Personnel Assistant
University of California - San Diego - La Jolla, CA

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The Fiscal and Personnel Assistant, reporting to the Experiential Learning (EL) cluster’s Chief Administrative Officer (MSO), is responsible for support in areas of payroll/timekeeping, fiscal, personnel, and general administration for EL. The EL Business Office (EL-BO) supports the cluster in developing and administering the administrative, financial, and human resource infrastructure for the cluster, which includes approximately 100 career staff members, 225 student employees and annual operating expenses of approximately $9 million. This position will coordinate the cluster’s bi-weekly (student, limited, and non-exempt staff) and monthly (exempt staff) payroll administration, including timekeeping, monitoring and auditing of leave usage, and error troubleshooting. Monitor hours on pay status for limited employees, track student Work Study award usage, and prepare analytical spreadsheets and reports.

Provide backup for student new hire orientations and the processing of student hire and separation paperwork. Other related duties include preparing packets for volunteers and new hire orientation and benefits. The incumbent also provides support in the areas of purchasing activities, requisitions, check requests, cash advances, and ledger reconciliation; researches and resolves accounting issues; and acts as a liaison between EL and Purchasing. Provides other general administrative support, including assisting with special projects and other activities as needed. Functions as a team member and provides positive contributions to achieve the goals of the EL and the EL Business Office. Performance of duties requires strong customer service skills, attention to detail, ability to prioritize workload, and excellent interpersonal and communication skills.

~~May require weekend work and overtime during peak periods.


Demonstrated ability to work efficiently in a busy, service oriented office atmosphere with frequent interruptions, varied work assignments, and fluctuating priorities.

Proven skill in customer service practices to include assessing, understanding, exceeding customer needs and making relevant referrals to other departments, programs, and services.

Knowledge of correct English grammar, spelling, punctuation and usage, with the ability to compose and edit correspondence utilizing appropriate formats and styles.

Demonstrated ability to interpret, implement, and communicate administrative policies and procedures.

Proficient in Microsoft Office Suite. Proven ability to utilize computers, software programs, and web-based research and resources to accomplish tasks effectively and efficiently.

Experience managing the workflow of paper and electronic document requests, including receipt, content verification, delivery, and approval routing.

Proven ability using spreadsheets and database applications to create, modify reports, charts and grids. Ability to compile data and analyze data to recommend and implement per programmatic/operational need. Experience and solid skills to perform basic mathematical computations.

Superior verbal and written communication skills, with ability to communicate clearly, effectively and professionally, in person, in writing, via phone and email.


--A background check is required.

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