Earth Section Payroll & Fiscal Coordinator- HYBRID - 137822

Department Overview:

The Earth Section of the Scripps Institution of Oceanography encompasses research in the Cecil H. & Ida M. Green Institute of Geophysics and Planetary Physics (IGPP) and the Geosciences Research Division (GRD). Research in IGPP spans a broad range of topics in geophysics including seismology, geodynamics, geodesy and crustal deformation, geomorphology, planetary physics, geomagnetism and paleomagnetism, oceanography and electrical methods. The Cecil and Ida Green IGPP is recognized internationally as an outstanding research and teaching institution in geophysics with focus on maintaining modern infrastructure for conducting research including buildings, computer networks, computing mass storage, seagoing instrumentation, communications and global observatories. Research in GRD embraces atmospheric, marine and solid earth chemistry, cosmochemistry, paleoceanography and paleoclimate, stratigraphy, geobiology and paleoecology, hydrogeology, global and regional tectonics, and paleomagnetism.

IGPP has 45 academics in various titles (Professor, Professor-in-Residence, Research Scientist, Project Scientist and Specialist), several Research Associates/Visiting Scholars, 15 Postdoctoral Scholars, 36 graduate students and 80 staff. The Institute has approximately $19 million in annual federal, state and private allocations and $19 million in expenditures. It occupies 55,000 square feet of space including instructional and research support space, administrative offices and research labs. IGPP has 4 recharge facilities providing services to UCSD and the geophysics community. IGPP manages the operations of the Cecil H. and Ida M. Green Foundation for Earth Sciences and its endowment under the direction of the Board of Directors. The foundation provides funding for postdoctoral fellowships, seed money for new research, support for visiting scholars and cost-sharing funds.

GRD is home to 38 academics in various titles (Professor, Research Professor, Research Scientist, Project Scientist and Specialist), 15 Research Associates and Visiting Scholars, 10 Postdoctoral Scholars, 45 graduate students and 50 staff. GRD expends approximately $22 million annually in federal, state and private funds. The Division occupies over 65,000 square feet of space including research support space, research labs, geological collections space and administrative offices.

Position Overview:

Under the work supervision of the Academic Personnel and Human Resources Manager, Earth Section Payroll and Fiscal Coordinator will serve as the primary timekeeper and as a financial transactor for two research divisions (IGPP & GRD) at SIO. The incumbent will serve as primary timekeeper for approximately 250 staff, academics, and student employees, providing administrative support pertaining to the salary and personnel administration for the Scripps Institution of Oceanography (SIO) Earth Section. Responsible for the review, analysis, coordination, administration and audit of intricate monthly and biweekly payroll and timekeeping activities for multiple bargaining units and policy positions. Gather and analyze timekeeping information and resolve issues and questions as appropriate. Work closely with department contacts, supervisors, managers, central campus offices (workers compensation, benefits and payroll) in the proper accounting and reporting of timekeeping issues related to employees. The Earth Section Payroll and Fiscal Coordinator will also complete UCPath processes for staff personnel activity, including but not limited to: vacation accrual changes, payroll requests and corrections, etc. The incumbent will also assist with HR tasks such as reviewing and submitting service credit pin requests and maintaining the BLINK directory.

Under the work direction of the Financial Manager, the incumbent is responsible for preparing and reviewing various fiscal transactions including but not limited to, salary cost transfers, funding changes, purchase orders, travel, P-Card reports and various reimbursements using Oracle and Concur ensuring compliance with University and agency rules and regulations. Serve as backup to prepare and process UC entertainment, travel, mileage, alcohol, and pay authorizations. Follow-through to ensure all requests and vouchers are processed in a timely manner. Prepare travel advance, travel vouchers and various payment authorizations using Concur. Maintain inventory and control of building keys and building card keys, as needed. Other miscellaneous duties include serving as backup for the issuance, monitoring and ordering of visitor parking permits; maintaining the parking permit database showing cash and recharge balances; informing visitors of parking availability and regulations; and making deposits from parking receipts. May also serve as backup for the issuance of keys and building card keys to occupants of five IGPP buildings and as backup for maintaining keys and control records and key database; and ordering keys from Customer Relations.

• This position offers a hybrid (remote/on-site) work arrangement- two days on-site and three days remote. The on-site location is at the Scripps Institution of Oceanography in La Jolla.

• Experience performing hourly and monthly payroll/timekeeping functions for a large, complex academic organization.

• Familiarity with vacation and sick leave, compensatory time off, overtime pay, jury duty, and other timekeeping options for full-time and part-time employees.

• Knowledge of payroll accounting procedures.

• Proven ability to analyze complex pay records, personnel forms, and payroll time records to initiate payments, correct errors and prepare reports.

• Demonstrated math skills to perform complex calculations.

• Experience using online systems: financial/purchasing/travel.

• Experience (or the ability to learn) processing invoices, reimbursements, expense reconciliations; experience entering account codes.

• Experience collecting and submitting documentation for reconciliation and reimbursements.

• Strong computer skills and demonstrated experience with business applications such as Microsoft Office or Google Suite, including but not limited to Excel and MS-Word, databases, web browsers, email software and automated financial/payroll systems and database applications.

• Strong demonstrated organizational skills to work independently and proven initiative to implement and complete projects to meet deadlines in a timely and accurate manner, deal with changing priorities, work well under pressure, follow multiple tasks through completion, while effectively prioritizing high volume workload with frequent interruptions.

• Skills to organize and correlate information from a variety of sources.

• Effective oral, written and interpersonal communication skills to explain complex, detailed travel, reimbursement, and payroll policies to faculty, staff, students and visitors.

• Experience explaining reimbursement, purchasing, and payroll policies (or the ability to learn).

• Experience or ability to analyze/coordinate administrative policies and procedures along with ability to perform work according to established protocols.

• Ability to understand information provided in meetings or notices and apply to business office operations.

• Demonstrated ability to function efficiently and productively as a team member with all the interpersonal skills required to build and maintain cooperative working relationships with a variety of individuals and campus units.

• Proven ability to interact constructively and collaboratively with faculty, staff, students, and visitors, exercising tact, diplomacy and flexibility.

• PREFERRED- Experience using UCSD business systems, including Oracle, Concur, and EcoTime.

• Job offer is contingent upon satisfactory clearance of background check results.

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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