HNRP Project Assistant III - Psychiatry - Hybrid
The University of California, San Diego
About this position
Position Description
The UC San Diego Department of Psychiatry ranks among the nation's leading academic psychiatry departments, recognized for its exceptional research enterprise, innovative clinical programs, and outstanding educational training. Our faculty and staff are driving meaningful advances in mental health science, delivering transformative patient care, and shaping the next generation of clinicians and researchers. We offer a collegial, high-achieving work environment where talented professionals are empowered to grow, collaborate, and contribute to work that matters. Under supervision, the HNRP-CMCR Project Assistant III will independently provide fiscal and administrative support in the Department of Psychiatry. Duties include managing expenditures and reconciles operating ledgers monthly using Transaction Sampling process (reviewing invoices and packing slips). As office of record, ensures the department and/or the labs have the necessary documentation in case of an audit. Other duties include transaction sampling, reconciling human subject payments, processing travel reimbursements, coordinating research supply orders, reconciliation of monthly operating ledgers, processing business transactions (e.g. cost transfers), development and maintenance of Excel spreadsheets, interpretation of policies and procedures related to contracts and grants and assistance with special projects. Serve as liaison with Disbursements, Facilities and Telecommunication offices, and must be able to independently manage, administer, and reconcile departmental financial operations across HNRP-CMCR, ensuring accuracy, compliance, and fiscal integrity. Ensure compliance with federally based funding and make reconciliations in conjunction with business officer and fund manager. Must have awareness of the importance of maintaining confidentiality and will assist with other project and miscellaneous tasks as required.
Qualifications
Substantive knowledge and proven ability to monitor expenditures and reconcile operating ledgers monthly using Transaction Sampling process (reviewing invoices and packing slips). Strong demonstrated computer skills. Demonstrated experience developing and maintaining spreadsheets. Efficient and accurate data entry skills. Strong skill communicating clearly and effectively with staff, faculty and the public, using tact, diplomacy and confidentiality in person, over the phone and in writing. Demonstrated ability to identify problems, develop solutions, and take corrective action. Proven ability to prioritize work in an environment with frequent interruptions, using good judgment. Proven ability to processes business transactions: cost transfers, personal reimbursements, and encumbrance lifts under direction of the business office and fund managers. Demonstrated ability to analyze and interpret University operating ledgers and knowledge of proper procedures for correcting errors. Demonstrated knowledge of UCSD policies and accounting practices. Demonstrated knowledge of Scrip policies and procedures. Demonstrated knowledge and experience with contracts and grants (including federal grants) applications and reporting guidelines, procedures and forms. Demonstrated experience with disbursement processes and procedures. Demonstrated skills using databases. Intermediate skill using Macintosh computers, MS Word and MS Excel. Demonstrated knowledge of Oracle Financial Cloud (OFC), UCPath Business Analytics Hub (BAH), Kuali Research (KR), Concur, ANAPLAN PIPER and FSWs, Blink, AccessLink or equivalent programs. Demonstrated knowledge of University policy and procedures regarding purchasing, returned goods, travel, disbursements, inventory, and contract and grant administration. Demonstrated ability to collaborate and communicate effectively and diplomatically at all organization levels, both verbally and in writing. Proven ability to work effectively with a diverse population, including the business community, academics, staff and students. Demonstrated experience independently managing, developing, and revising procurement/travel/reimbursements standard operating procedures and guidelines. Proven ability interpreting policies and develops processes to ensure compliance with new regulations and participates in continuous improvement of processes. Demonstrated experience overseeing human subject payment process for checks and gift cards for approx. 20 studies, using scheduling and human subject compensation tracking databases (including travel to pick up gift cards).