Athletics Business Operations Specialist

ATHLETICS BUSINESS OPERATIONS SPECIALIST - 131880

Filing Deadline: Wed 9/11/2024

Payroll Title: ADMIN OFCR 2 CX

Department: VCSA INTERCOLGTE ATHLTICS

Hiring Pay Scale: $68,904 - $77,610 / Year

Worksite: Campus

Appointment Type: Career

Appointment Percent: 100%

Union: CX Contract

Total Openings: 2

Work Schedule: Variable, 8 hrs/day, Mon - Fri with occasional variation

Posted: 8/28/2024

Job Reference #: 131880

UC San Diego values equity, diversity, and inclusion. If you are interested in being part of our team, possess the needed licensure and certifications, and feel that you have most of the qualifications and/or transferable skills for a job opening, we strongly encourage you to apply.

UCSD Layoff from Career Appointment: Apply by 8/30/24 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 9/11/24. Eligible Special Selection clients should contact their Disability Counselor for assistance.

DESCRIPTION

The University of California San Diego is seeking qualified applicants for the position of Athletics Business Operations Specialist. UC San Diego, located in La Jolla, in the San Diego Metropolitan area, enrolls over 35,000 students, earned recognition as one of the world’s premier research universities, and is ranked as one of the top-10 public universities in the nation. UC San Diego Athletics has a proud tradition of academic and athletic excellence, sponsors 23 varsity sports, and is a member of the Big West Conference.

With direction from the Senior Financial Analyst, this position is involved in various athletic business functions. Provides high-level administrative support to Intercollegiate Athletics and administers/coordinates a wide variety of moderately complex projects.Fiscal: Reconciles assigned general ledgers and sub-ledgers and works closely with the Sr. Financial Analyst to address and correct any inaccuracies. Conduct monthly ledger reconciliation to ensure compliance with audit requirements, including documentation for deposits to Cashier, procurement transactions, recharges, travel reconciliations, Purchasing Cards, and payroll. Review and reconciliation of clearing accounts for change funds, returned checks, credit card charges, and bank wires. Develops and maintains budgets.

Purchasing: Functions as a resource on issues such as researching complex financial discrepancies, escalated customer service problems and vendor concerns. Advise coaching and administrative staff regarding purchasing, including the use of purchase orders, Purchasing Cards, reimbursements, researching vendors and past-due invoices, or the use of campus service providers. Determine the correct and most efficient method of payment to vendors.

Support management on issues and special projects which may be novel and confidential in nature and require the coordination of a number of different administrative and athletic programs, processes and policies. Assist in identifying, implementing, planning, training, and optimizing usability of new technology for business office staff, interns and student assistants. Provide cross-training to other Business Office staff to ensure sufficient backup knowledge is available for routine business processes.

The incumbent will follow the athletic philosophy consistent with that of the UC San Diego Athletic Department and NCAA, and a commitment to diversity in all of its forms. The incumbent is required to work independently, show initiative, and use creativity to research and/or suggest alternative solutions to problems that are unique to an athletic program.

QUALIFICATIONS

• Bachelor's degree in related area and / or equivalent experience / training.

• Experience in fiscal administration and fund management to track multiple funding sources including student fees, income, gift, and endowment funds. Proven experience processing financial transactions in the areas of purchasing, expense reimbursements, invoice payments, and travel. Ability to prepare budget projections, analyze expenditure trends, and make recommendations for cost savings.

• Proven experience processing financial transactions in the areas of purchasing, expense reimbursements, and invoice payments.

• Ability to use sound judgment in responding to issues and concerns. ability to analyze data and situations and provide recommendations based on findings; ability to be proactive to avoid potential problems.

• Solid communication and interpersonal skills to communicate effectively with all levels of staff verbally and in writing. Excellent interpersonal skills with the ability to interact in a positive manner with diverse clientele, using a high degree of confidence, initiative, tact, diplomacy, flexibility, patience and discretion in dealing with a diverse population of students, parents, staff, supporters, campus administrators, faculty and the general public.

• Ability to interact effectively with others, with an affinity for networking and collaboration, while focusing on the pursuit of departmental objectives. Excellent service skills, helpful, friendly, and service oriented towards requests for information. Incumbent will be expected to focus on providing high-quality service and communicating with others in a cooperative, courteous, and professional manner.

• Solid organizational skills and ability to multi-task with demanding timeframes. Including ability to prioritize time, plan, and follow projects through to completion. Strong demonstrated ability to prioritize multiple tasks and meet multiple deadlines in a dynamic environment with numerous interruptions and fluctuating priorities. Ability to develop and adjust routines and procedures as needed.

• Demonstrated ability using spreadsheet and database software for moderately complex financial analysis, fiscal management, and financial reports. Demonstrated experience in using software packages and tools including Microsoft Office (specifically Excel, conditional formatting, charts, graphs), internet browsers, Microsoft Outlook in a Microsoft Windows environment. Skill using computerized business applications and ability to assess, research, and contribute to development of automated and web-based systems.

• Ability to use discretion and maintain confidentiality. Demonstrated ability to organize and prioritize tasks with strong use of initiative, sound judgment, independent thought, and precise attention to detail with high level of confidentiality and professionalism.

• Analytical skills to recognize trends, potential problems, alternatives solutions, implement solutions and follow-through to ensure effective change. Proven ability to view tasks from varying perspectives to research options and make recommendations which integrate the short- and long-term consequences.

• Analytical skills to recognize trends, potential problems, alternatives solutions, implement solutions and follow-through to ensure effective change. Proven ability to view tasks from varying perspectives to research options, and make recommendations which integrate the short- and long-term consequences.

• Ability to establish a strong network of campus contacts to build knowledge about the job and to secure support for program needs. Ability to independently determine and locate sources of information and data.

• Demonstrated skill in organizing, updating and manipulating data on a systematic basis. Ability to set up and accurately maintain data files for fast and easy access and retrieval. Ability to enter, audit and manipulate data quickly and accurately.

• Aptitude and practical experience working with and applying new technology to improve business operations. Ability to observe and evaluate the outcome of situations using new technology, make recommendations, and contribute to the success of changes.

• Preferred knowledge of UC San Diego account structures, approval hierarchies, fiscal close procedures, overdraft reporting, SAS112, cash handling requirements, and internal controls documentation. Demonstrated knowledge and experience with UCSD online systems: Oracle, Concur, UC Path, ecotime, CAMS, Handshake, Arbiter.

SPECIAL CONDITIONS

• This position requires flexibility to adjust work schedule to accommodate workload and deadlines.

• Background check clearance is required for cash handling.

• DMV check required.

• Incumbent may need to participate in the DMV Pull program and maintain a clean DMV record.

• This position is a mandated reporter of known or suspected child abuse or neglect, according to the California law, Child Abuse and Neglect Reporting Act (CANRA). This position is a campus security authority (CSA) for the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, which is a federal law requiring disclosure of information about crimes on and around campus.

Pay Transparency Act

Annual Full Pay Range: $66,252 - $102,416 (will be prorated if the appointment percentage is less than 100%)

Hourly Equivalent: $31.73 - $49.05

Factors in determining the appropriate compensation for a role include experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. The Hiring Pay Scale referenced in the job posting is the budgeted salary or hourly range that the University reasonably expects to pay for this position. The Annual Full Pay Range may be broader than what the University anticipates to pay for this position, based on internal equity, budget, and collective bargaining agreements (when applicable).

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.

UC San Diego is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status.

For the University of California’s Affirmative Action Policy please visit: https://policy.ucop.edu/doc/4010393/PPSM-20


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.

To apply: https://apptrkr.com/5581613