Travel and Fiscal Specialist - 138805

Enrollment Management (EM) is a multi-unit department within the Office of the Executive Vice Chancellor-Academic Affairs. The department is led by the Associate Vice Chancellor for Enrollment Management (AVC EM), who serves as the Chief Enrollment Officer and Chief Outreach Officer of the University. EM comprises multiple high-profile, core functional units including: the Office of Admissions, Office of the Registrar, Financial Aid & Scholarships Office, Enrollment Management Technology Services (EMTS), Cal-SOAP, Creative Services, Enrollment Analytics, and the Business Office. We work to advance the academic and public service missions of UC San Diego by ensuring equitable access to education and empowering students throughout their educational journeys.

The EM Business Office (EMBO) supports the Associate Vice Chancellor of Enrollment Management (EM), unit directors, supervisors and staff of EM on issues related to financial processing and reporting, payroll, timekeeping, safety, space management, travel and entertainment, and human resources. We follow the policies and guidelines established by the Office of the President, UC San Diego, Academic Affairs, and Enrollment Management. The EMBO strives to provide superior business service by offering information, analysis, guidance and administrative support.

Under the general supervision of the EM Business Officer, the Travel and Fiscal Specialist has primary responsibility for travel & entertainment, expense reimbursements, fiscal transactions and procurement for the EM department, and provides expertise and guidance to departmental personnel on the policies and procedures associated with these areas. Serves as departmental subject matter expert for travel and purchasing and oversees travel program administration that processes over 500 individual and group travel events annually, including complex international itineraries. The incumbent reviews internal travel, fiscal, and purchasing procedures and recommends new administrative approaches to support greater efficiencies as well as changing circumstances and objectives.

Additionally, the incumbent participates in short and long-range planning for facilities and maintenance, including space use, move coordination, telephone installation and activation, ergonomic support, and related operational tasks. In this role, they provide recommendations and exercise independent judgment to address unique and unprecedented problems. Documents internal practices to provide historical and procedural information regarding travel, fiscal administration, purchasing, and facilities management to ensure continuity of service.

Serves as liaison to campus business and facilities offices such as Travel, Disbursements, Logistics, Cashier's Office, Facilities Management, EH&S, Surplus Sales, Moving Services, and outside vendors on matters related to these functions.

• Intermediate knowledge and understanding of internal control practices and their impact on protecting University resources. Experience in handling procurements, reimbursements, travel, and entertainment requests.

• Working knowledge of financial processes, policies and procedures. Demonstrated experience in principles and practices of fund accounting and cost analysis including a basic working understanding of accounting principles. Experience reviewing and reconciling expenses.

• Strong interpersonal skills, analytical skills, service orientation, active listening, critical thinking, attention to detail, ability to multi-task in a high volume environment, organizational skills, effective verbal and written communication skills, sound judgment and decision making. Excellent customer service skills to communicate in a helpful, effective and informative manner in person/phone/virtually, with a diverse group of people, demonstrating tact, diplomacy, and maintaining confidentiality; ability to communicate ides, thoughts and meaning to articulate one's position clearly.

• Demonstrated analytical and problem-solving skills with ability to analyze situations, identify existing or potential problems, recommend solutions, determine and implement procedures to accomplish effective resolution.

• Proficiency in the use of spreadsheet and database software. Demonstrated skill in using personal computers and a wide variety of software packages for word-processing, database processing, presentations, web and publication design, and calendaring (e.g. Microsoft Office suite, etc.). Knowledge of e-mail systems as a primary form of communication; accomplished skill at navigating the Internet for information retrieval. Proven ability to utilize spreadsheets and databases to interpret and organize financial information and provide financial reporting. Ability to effectively and efficiently demonstrate or guide users in live virtual environment (i.e. Zoom or Teams screenshare).

• Ability to function effectively as a member of a team. Demonstrated skill to independently and willingly assist in other areas as needed, to perform non-routine duties, and with demonstrated flexibility in accomplishing departmental goals.

• Skills to provide coaching and mentoring to support staff. Demonstrated skill as working as part of a team, to independently and willingly assist in other areas as needed, to perform non-routine duties, and with demonstrated flexibility in accomplishing departmental goals.

• Strong knowledge of financial data management and reporting systems.

• Ability to adapt to changing priorities. Demonstrated ability to assess workload, organize and prioritize work, and meet multiple and conflicting deadlines in a fast paced environment with frequent interruptions, changing demands, and minimal supervision, with efficiency and accuracy.

• Proven ability to exercise discretion and independent judgment to solve problems when working with a variety of sensitive issues or highly confidential information.

• Strong, accurate mathematical skills. Experience working with numbers under a deadline. Skill in addition, subtraction, multiplication, division, fractions, and decimals. Skill in computing ratios, rates, and percentages.

• Job offer is contingent upon a satisfactory clearance based on background check results.

• Duties may require direct contact with children (defined as individuals under the age of 18).

• Completion of the Child Abuse and Neglect Reporting Act (CANRA) form is required.

• Occasional overtime and weekends may be required.

If employed by the University of California, you will be required to comply with our Policy on Vaccination Programs, which may be amended or revised from time to time. Federal, state, or local public health directives may impose additional requirements.

To foster the best possible working and learning environment, UC San Diego strives to cultivate a rich and diverse environment, inclusive and supportive of all students, faculty, staff and visitors. For more information, please visit UC San Diego Principles of Community.

The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected status under state or federal law.

For the University of California's Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination

UC San Diego is a smoke and tobacco free environment. Please visit smokefree.ucsd.edu for more information.

Misconduct Disclosure Requirement: As a condition of employment, the final candidate who accepts an offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; or have filed an appeal of a finding of substantiated misconduct with a previous employer.

a. "Misconduct" means any violation of the policies governing employee conduct at the applicant's previous place of employment, including, but not limited to, violations of policies prohibiting sexual harassment, sexual assault, or other forms of harassment, or discrimination, as defined by the employer. For reference, below are UC's policies addressing some forms of misconduct:

• UC Sexual Violence and Sexual Harassment Policy
• UC Anti-Discrimination Policy
• Abusive Conduct in the Workplace