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Finance Assistant

Apply now Posting #: 3136
Position Status: Full-time regular
Location: San Diego
Position Type: Staff, School of Law

Position Title & Department:

 Finance Assistant; Law School Administration
Posting #


Department Description:

Each year, USD educates approximately 800 Juris Doctor and graduate law students from throughout the United States and around the world. The law school is best known for its offerings in the areas of business and corporate law, constitutional law, intellectual property, international and comparative law, public interest law and taxation.

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 school's 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.

University Description:

The University of San Diego, a contemporary and engaged Roman 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 humanity’s urgent challenges.

Detailed Description:

Provides budget, fiscal and administrative support for the Law School through direct support to the Assistant Dean for Finance and Administration in managing the annual budget, completing daily financial tasks, and providing administrative direction. Also provides financial support and training for all Law School personnel – helping faculty, staff, and administrators in using fiscal resources and is responsible for monitoring the use of the school’s discretionary resources as well as restricted, endowed and grant-funded accounts. Also responsible for proactively identifying issues, designing solutions to problems and handling confidential financial, personnel and administrative matters and materials in a time sensitive environment.

Duties & Responsibilities:

  • Budget and Accounting
    • 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; prevents additional errors through discussions/training; prepares ad hoc analysis as required by the Assistant Deans; updates financial monitoring (projections, variance reports, etc.) files weekly. 
    • Reviews and approves Law School expenditures, reimbursements, and other finance related entries.
    • Prepares monthly departmental budget reports, ad hoc reports, and analysis reports using Oracle Financial System, Noetix reporting system, and Microsoft Excel spreadsheets.
    • Processes Law School business transactions (i.e. purchase orders, reimbursements, stipends, check requests, petty cash, expense reports etc.); trains and assists all Law School personnel in reimbursement procedures and forms.
    • Budgets, reconciles, and reports all faculty development and research accounts (~$2M). • Resolves disputes/errors in all accounts; 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 budget and accounting requests for the Law School prior to forwarding to Assistant Dean for final approval.
    • Reviews all University expenditure requests including OneCard expenses, out-of-pocket reimbursements requests and payment requests for proper documentation, alignment with mission and, if within budgetary threshold, provides approval • Establishes new financial accounts as required.
    • Maintains projects in Oracle financial system; adds/deletes key members; adds/deletes authorized signers; creates task codes.
    • Provides training, direction, and internal documentation to all Law School personnel regarding proper use of POETS codes, Oracle reporting, and Noetix reporting.
    • Assists the Assistant Dean in compiling and completing the annual ABA Questionnaire using specialized software supplied by the ABA and Microsoft Excel.
    • Participates in preparation of proposals for grants or other external contracts, as needed.
    • Manages the fiscal aspects of internal initiatives including but not limited to faculty research funding efforts, strategic grants, extracurricular student opportunities, professorships, etc.
    • 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
    • Enforces University expenditure procedures to safeguard fiscal resources and reduce risk
    • Provides oversight of the Concur Travel and Expense platform, periodically provides training to new employees, proactively identifies issues and provides suggestions to the Assistant Dean
    • Collaborates with internal colleagues in order to train, inform and streamline expenditure procedures and processes
    • Conducts monthly discretionary audits of all School of Law accounts including operating, restricted, endowed, grant and club accounts and takes appropriate action to correct errors and discrepancies
    • Provides assistance in year-end fiscal reporting by auditing posted revenue and expenses, tracking and managing deadlines and, as needed, completing journal entries.
    • Determines best course of action in the absence of clear direction, processes, or procedures. 
  • Personnel and Payroll
    • Monitors payroll charges for the Law School by running monthly reports to ensure that employees are being charged to the correct Project/Task codes; prepares DAFs and journal entries to correct errors; and follows up to ensure corrections are processed.
    • Prepares gross labor payroll files to track, report, and identify corrective action when payroll is charged incorrectly.
    • Maintains Law School Administrator Vacation and Sick leave requests and reports; distributes weekly to administrators and supervisors.
    • Initiates, monitors, and reviews worker background checks using TruScreen system.
    • Helps coordinate payroll function for faculty, administrators and staff in the law school. This includes researching existing position parameters (i.e. salary range and budget); assisting in preparing necessary paperwork for new hires; preparing DAFs; reviewing DAFs and Personnel Requisitions as Budget Administrator before facilitating Assistant Dean final approval; answering questions about policy and procedures; providing support and analysis in resolving payroll issues.
    • Processes all stipends, grants, and professorships in accordance with faculty contracts.
    • Maintains employee personnel files with up-to-date information, maintained in a secure fashion.
    • Responsible for coordinating the School of Law staff and administrator employee performance review process.
  • Administrative
    • Greets guests to the Finance & Administration office suite.
    • Serves as the main point of contact for common area photocopying and faxing equipment.
    • Completes other duties as determined necessary by the Assistant Dean of Finance and Administration. 
Job Requirements:

Minimum Qualifications: 

  • Bachelors degree from an accredited college or university required with preference given to Business, Accounting, Finance and/or related field of study.
  • 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.

Preferred Qualifications:

  • 3-5 years of full-time, progressively responsible experience working in budgeting, finance, and/or general office administration in a higher education environment or other related field preferred.
  • Experience with Concur Expense, Concur Travel, Oracle applications including Banner, Noetix, WorkDay and/or their equivalents preferred.

Performance Expectations - Knowledge Skills and Abilities: 

  • 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.
  • Ability to be proactive with respect to suggestions for improving all aspects of the Law School processes.
  • Ability to assume responsibility and effectively resolve problems by exercising independent judgment in meeting challenges and implementing procedures.
  • Clearly articulating policies and procedures.
  • Presenting materials and training personnel.
  • 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.

Tools & Equipment Used:

Personal computer including word processing, spreadsheet, database, Internet, database and other budget and accounting software. Telephone, fax, and other related equipment.

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. 

Posting Salary:

Commensurate with experience; Excellent Benefits. 

The University of San Diego offers a very competitive benefits package, to include medical, dental, vision, a retirement contribution given to you by the University (with three year vesting period), 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

Special Application Instructions:

Resume and Cover Letter Required

Click Apply Now to complete our online application. In 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 619-260-6806, or email us at jobs@sandiego.edu

Additional Details:

Hours: 37.5

Closing date: Open until filled

Note: External job postings will be up for at least five 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 an equal opportunity employer committed to diversity and inclusion and is especially interested in candidates who can contribute to the diversity and excellence of the campus community.

The University of San Diego is a smoking and tobacco-free campus. For more information, visit www.sandiego.edu/smokefree.

Advertised: Pacific Daylight Time
Applications close:

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