Under the direction of the Director of Graduate Fellowships & Financial Services, primary duties include processing, advising students, departmental administrators, research units, and various central administrative offices in regards to all aspects of graduate and extramural funding and other student support opportunities administered through the unit. Provide information to students and departments on funding eligibility criteria. Monitor and enforce Academic Apprentice Personnel policies and procedures. Research and reconcile accounts, general ledgers and payroll relating to student support financial activity. Generate regular and ad hoc reports on Division of Graduate Education (DGE), departmental and extramural funding awards and academic apprentice personnel criteria. Analyze reports to identify trends, problems and to respond to individual questions. Research and resolve account discrepancies. Train departmental users on DGE-based online systems along with central campus-based systems including Financial Aid Management (FAM) System. Assist with administrative projects. Serve as a liaison and provide problem resolution regarding highly confidential matters within a customer service environment. Reconcile remission benefits liability accounts. Help maintain integrity of office databases required for the documentation and tracking of all funding nominations, offers and commitments.
Percentage of Time:
100
Shift Start:
8:00 am
Shift End:
5:00 pm
Qualifications for Position
23
Records
Qualifications
Required/Preferred
1. Skill in analyzing information, problems, situations, practices or procedures to define the problems or objective. Identify relevant concerns or factors, patterns, tendencies and relationships, formulate logical and objective conclusions, and recognize alternatives and their implications.
Required
2. Skill in interacting diplomatically with persons of various social, cultural, and economic backgrounds in order to assist staff, students and faculty in completing various aspects of Fellowships and Financial Services procedures.
Required
3. Skill in speaking clearly and distinctly, using proper English, and appropriate vocabulary, in person, on the telephone, and in a classroom setting, to provide consultation and to instruct others. Skill in making presentations to large groups to elicit an exchange of ideas regarding graduate student support procedures.
Required
4. Skill in investigating and resolving problems, utilizing technical and systems skills.
Required
5. Skill in writing concise and grammatically correct business correspondence, memos, procedures, and manuals.
Required
6. Skill in following and working through on tasks assigned.
Required
7. Skill in discussing a variety of job-related topics on little or no notice.
Required
8. Skill in identifying exceptions to policy governing terms of employment for Academic Apprentice Personnel.
Preferred
9. Skill in organizing and prioritizing duties and assignments under the pressure of deadlines, frequent interruptions, distractions, and heavy workloads, with minimum supervision.
Required
10. Skill in establishing and maintaining electronic files for departmental allocations, award forms, and employment.
Required
11. Skill in collaborating with staff members in other campus offices.
Required
12. Skill in generating ad hoc requests via mainframe and/or PCs for executive management.
Preferred
13. Working knowledge of the Financial System (FS), Financial Aid Management System (FAM), Billing and Receivables System (BAR), Student Record Systems, (SRS), Student Information Systems (SIS), Purchasing and Accounts Payable System (PAC), Personnel/Payroll, and Query Data Analyzer, QDB) for FAM, UCPath, and BAR systems.
Can be trained
14. Knowledge of University and extramural policies and procedures as they apply to academic and financial standards governing the use of funds to support graduate students.
Can be trained
15. Knowledge of university hiring policies and procedures as they apply to Academic Apprentice Personnel.
Can be trained
16. Knowledge of functions performed by other administrative offices, including EFM, OCGA, Accounting, UCPath, AIS, research centers, academic schools, colleges and departments.
Can be trained
17. Knowledge of university fund management policies, including auditing, account reconciliation procedures, and fiscal closing.
Can be trained
18. Demonstrated experience in motivation, training, and creating a positive work environment in a customer service organization.
Preferred
19. Ability to use word processing, spreadsheet, and database software on a PC to write correspondence, generate reports, create mailing lists, and maintain data.
Preferred
20. Ability to perform mathematical equations with or without a calculator as needed.
Required
21. Ability to determine which information should be forwarded to others, including administrative staff, supervisors and students.
Required
22. Ability to maintain confidentiality.
Required
23. Bachelor's degree or equivalent education and experience.
Required
Additional Posting Information
Bargaining Unit:
99-Policy Covered
Application Deadline:
11-01-2023
External Posting Date: