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Administration and Finance Coordinator

Apply now Posting #: 4025
Position Status: Full-time regular
Location: San Diego
Position Type: Staff, School of Law

Position Title & Department:

Administration and Finance Coordinator; School of Law Administration
Posting #


Department Description:

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 fiscal, personnel and administrative support for the Law School through direct support to the Assistant Dean for Finance and Administration in completing financial tasks, general human resources requests and providing administrative assistance for procurement, expense report and facilities support for the faculty and staff of the Law School. Also provides support and training in maneuvering Workday, PageUp and Concur activities for all Law School personnel – helping faculty, staff, and administrators in using these systems to meet their fiscal, personnel and administrative needs. Is responsible for monitoring the use of the school’s discretionary resources, non-discretionary labor resources as well as restricted, endowed and grant-funded accounts and guiding law school personnel in meeting their budgetary responsibilities for their area 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 and Responsibilities: 

Budget and Fiscal:  

  • 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 Law School Assistant Deans/Directors; updates financial monitoring (projections, variance reports, etc.) files weekly.
  • Prepares monthly departmental budget audits of all School of Law accounts for Law School Assistant Deans/Directors through Workday including operating, restricted, endowed, and restricted grant accounts and takes appropriate action to correct errors and discrepancies.
  • Assists Law School personnel in processing Law School business transactions (i.e. journal entries, purchase orders, invoices, reimbursements, stipends, check requests, expense reports etc. as requested).
  • Trains and assists all Law School personnel in reimbursement, procurement and invoicing procedures and forms.
  • Reconciles and reports all faculty development and research accounts on a monthly basis (~$2M).
  • 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, alignment with mission and, if within budgetary threshold, provides approval.
  • Establishes new financial and business accounts as required.
  • Provides training, direction, and internal documentation to all Law School personnel regarding proper use of Workday.
  • 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 reporting 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.
  • 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 best course of action in the absence of clear direction, processes, or procedures.


  • Assists Law School personnel in handling all human resources related functions to include creating new positions, replacing vacant positions, extending temporary positions and terminating positions.
  • Trains Law School personnel in the policies and procedures involved in all human resources related functions to include creating new positions, replacing vacant positions, extending temporary positions and terminating positions and the use of Workday and PageUp to support these needs.
  • Serves as the Law School’s subject matter expert in the use of Workday and PageUp to facilitate human resource requests.
  • Initiates, monitors, and reviews worker background checks using TruScreen system.
  • Maintains employee personnel files with up-to-date information, maintained in a secure fashion.
  • Monitors payroll charges for the Law School by running monthly reports to ensure that employees are being charged to the correct Project codes in Workday; prepares journal entries to correct errors; and follows up to ensure corrections are processed.
  • Prepares gross labor payroll reports in Workday to track, report, and identify corrective action when payroll is charged incorrectly.
  • Helps coordinate payroll functions 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 Personnel Requisitions; answering questions about policy and procedures; and providing support and analysis in resolving payroll issues.
  • Responsible for coordinating the School of Law staff and administrator employee performance review process.


  • Greets guests to the Finance & Administration office suite.
  • Supports law school Associate Director of Events and Assistant Director of Admin & Faculty Support Services as needed
  • 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:

  • Bachelor's degree from an accredited college or university required with preference given to Business, Finance, Human Resources 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 finance, human resources and/or general office administration in a higher education environment or other related field strongly preferred.
  • Demonstrated proficiency in Workday, PageUp and Concur strongly preferred.

Performance Expectations - Knowledge, Skills, and Abilities: 

  • Managing budgets, enforcing organizational procedures, and implementing tracking systems.
  • Educating and enforcing human resource policies and initiating human resource activities to support a complex organizational unit.
  • 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 business and human resource 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. 

Special Conditions of Employment:

The University of San Diego is requiring all employees to follow our Covid-19 vaccine requirement process. https://www.sandiego.edu/onward/ 

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 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

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 hours per week 

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 Standard Time
Applications close:

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