IND HR/Finance Coordinator

Job Description

Please note: the anticipated duration of this assignment is 8 months.

This position will report to the department Finance manager, but will support both the Finance team and HR Liaison team, as well as have independent interaction With the Finance team, this position will offer post award support, assisting department Principal Investigators, faculty, and administrators on federal, state, and private grants and contract compliance regulations, reconciling complex project accounts and awards, preparing reports and monitoring accounts. The position will offer procurement support in execution of full-cycle procurement for the department, including the preparation and submission of purchase orders and change orders, and serve as a point of contact for internal staff on procurement workflows. This position will also interact with HR Service Center alongside HR Liaison team as a main point of department contact. This position will manage a myriad of transactional responsibilities including Postdoc and Grad appointments, staff appointments, and affiliates. The individual will support supervisors and hiring managers in these areas. This position will analyze and prioritize incoming HR-related inquiries and requests from candidates, staff, students, and faculty. The incumbent will use sound judgement in determining appropriate action and seek advice from the HR Liaison as needed. The individual will perform departmental HR procedures following university and department policy, using UCSF systems including: People Connect, HBS/payroll, BearBuy, MyExpense, Connexxus, APRecruit/BrassRing, UCPath, Advance, ITFS and UCSF Facilities.

Responsibilities

RESPONSIBILITIES

• Key point person who schedules meetings, seminars, and presentations
• Maintains server folders, master lists, spreadsheets, HR reports, dept email groups and org charts.
• Functions as a first point of contact for employees with drop-in questions, provides resources or responses to inquiries, and provides first-line analysis of requests
• Conducts departmental onboarding for incoming visitors, staff, faculty, and volunteers, including relocation questions/issues/guidance, coordinating arrival and initial workspace setup, computer and software purchases, accessing online accounts, tutorialis on HBS and AYSO, etc.
• Initiates PeopleConnect tickets, facilitates the receipt/admission of appropriate documentation and departmental approvals, edits Employment Requisition Forms as needed.
• Serves alongside HR Liaison as general departmental contact for the HR Service Center for staff, postdocs, and grad students
• Coordinates visiting scholars and academic candidates, including travel planning, and meeting itinerary, creating/sending agenda to candidates and PIs.
• Assist department Principal Investigators, faculty, and administrators on federal, state, and private grants and contract compliance regulations.
• Reconcile complex project accounts and awards by analyzing transaction data and expenditures and resolve discrepancies within monthly closing deadlines to maintain financial integrity.
• Prepare financial reports (MyReports and other financial reporting applications) for PIs and department administrators.
• Perform analysis to ensure adherence to UC policies and fund requirements by auditing, analyzing, and processing complex salary cost transfers (SCTs) and funding entries within UCPath.
• Generate and analyze complex financial data using PeopleSoft and MyReports to identify budget variances, supporting data-driven decision-making for senior leadership.
• Utilized and run reports in PeopleSoft, MyReports, and all other available financial resources/systems.
• Researches and gathers information from a variety of sources, analyzes, prepares, and summarizes recommendations for financial and / or resource plans, including annual resource allocation approaches, trended future requirements, operating forecasts, sources and uses, etc.
• Monitor current and pending accounts to oversee spending and ensure fiscal alignment.
• Provide data-driven analysis for budget reviews and complex financial resource projects.
• Generate and submit final financial reports to sponsoring agencies in compliance with award requirements.
• Utilize financial systems to create custom reports for departmental decision-making.
• Assist in the preparation of detailed project financial status reports (FSRs).
• Collaborate with the departmental financial team to ensure timely and accurate project closeouts.
• Assist in preparing status reports to PIs and meet (Portfolio Review Meeting) with individual faculty every other month. Monitors budgets, advise PIs about fund balances and oversees spending to assure compliance with agency approved budgets and university/agency guidelines.
• Assist to execute full-cycle procurement for the department, including the preparation and submission of purchase orders and change orders through BearBuy and p-Card systems.
• Work with the department to prepare and submit purchase orders and change orders.
• Verify order statuses and payment distributions, ensuring fund compliance to prevent overdrafts or unallowable expenses.
• Serve as a point of contact for internal staff on procurement workflows, ensuring all financial activities meet institutional and federal reporting standards.
• Review all reimbursement requests (MyExpense) and procurement transactions to ensure alignment with university policies, sponsor regulations, and specific award terms.
• Requests Facilities services, such as high cleans, chair repairs, event set-up, keys, etc.
• maintains office space/workstation planning maps
• Facilities resourcing and project management
  
  

Qualifications

QUALIFICATIONS

• Bachelors degree and 2 years experience, or an equivalent combination of education and experience
• 2 or more years working in HR; demonstrated recruitment experience, including scheduling and conducting interviews, onboarding new employees.
• Demonstrated experience generating content for internal communications, announcements
• The highest attention to detail and follow-through with assignments as demonstrated by experience and references.
• Strong communication skills, both written and oral
• Strong computer skills, including experience with Outlook, Zoom, and all MS suite software; proficiency with Mac OS.
• Ability to work on campus (Mission Bay) in conformance with UCSF health and safety requirements.